1. sports
2. swimming

Welcome to the 2010/11
Season
HOW TO ENTER ONLINE
GUIDE:
For Swimmers and Parents
Updated November 2010
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CONTACT SWIMMING NSW
PO Box 571
Sydney Markets NSW 2129
Telephone (02) 9763 5833 Fax (02) 9763 5699
Website: www.nswswimming.com.au
E-mail: admin@nsw.swimming.org.au
SNSW OFFICE STAFF
Mark Heathcote
Chief Executive Officer
mark.heathcote@nsw.swimming.org.au
Matt Adair
Development & Events Manager
matt.adair@nsw.swimming.org.au
Cherry Smith
Events Coordinator
cherry.smith@nsw.swimming.org.au
Darren Howard
Development Officer – Metropolitan
darren.howard@nsw.swimming.org.au
Jarrod Anthony
Development Officer – Coast & Valley
jarrod.anthony@nsw.swimming.org.au
Pia Farmilo
Development Officer - South Eastern
pia.farmilo@nsw.swimming.org.au
Pam Weste
Development Officer - New England & North West
pam.weste@nsw.swimming.org.au
Jessica Heaslip
Marketing & Communications Coordinator
jessica.heaslip@nsw.swimming.org.au
Michelle Kelly
Membership Administrator
michelle.kelly@nsw.swimming.org.au
Michelle Boon
Finance Manager
finance@nsw.swimming.org.au
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CONTENTS
Section
|Page
1. Introduction
5
2. Swimming NSW Meet Using Online Entries
6
3. Swimming Australia Meets Using Online Entries
7
4. Getting Started: How to Enter Online
8
5. Entry Qualifying Times
17
6. School Swim Meet Policy
18
7. Frequently Asked Questions
19
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INTRODUCTION
The following Guide is a step-by-step instruction handbook for Parents and Swimmers to use
when entering Swimming NSW Championships and Meets using the Events Online system.
The Guide includes simple instructions and easy to follow screen dumps of what your
computer screen should look like at each step to make the entry process as quick and easy as
possible.
PLEASE NOTE: This Guide does not include the process for entering Multi Classification (MC)
and Relay events, this is detailed in the Frequently Asked Questions section found at the back
of this guide.
If you have any questions or problems please do not hesitate to get in touch with the
Swimming NSW office on (02) 9763 5833
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SWIMMING NSW MEETS USING EVENTS ONLINE
FOR THE 2010/2011 SEASON
Swimming NSW will be accepting online entries via Events Online for the
following meets;
SUMMER 2010-2011
•
•
•
•
•
•
•
SCU NSW Metropolitan Championships
NSW Speedo State 10 & Under – 12 Years Age Championships
NSW Speedo State 13-18 Years Age Championships
NSW Country Regional Meets
NSW State Open Championships
Courtyard by Marriott North Ryde NSW Country Championships
NSW Qualifying Meet
WINTER 2011
•
•
•
•
NSW State Open SC Championships
Courtyard by Marriott North Ryde NSW Country SC Championships
NSW SCU Metropolitan SC Championships
NSW Speedo State Age SC Championships
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SWIMMING AUSTRALIA MEETS USING EVENTS ONLINE
FOR THE 2010/2011 SEASON
All Swimming Australia meets will only be accepting online entries via
Events Online for the following meets:
SUMMER 2010-2011
•
•
•
Australian Open/Age Open Water Championships
Telstra Australian Swimming championships
Australian Age Championships
WINTER 2011
•
•
Australian SC Championships
Australian Age Multi Class Championships
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GETTING STARTED: HOW TO ENTER ONLINE
1. Make sure you are an ACTIVE and FINANICAL Member of your club for the upcoming 2010-2011 season;
otherwise you will NOT be able to enter in the meet.
2. Make sure you have a List of Events you wish to swim in, and you have double checked these with your coach.
The order of events will be listed in the same order as the program.
3. Make sure you have your Username and Password as you will be prompted to log in throughout the Online
Entries process. This is the same Username and Password you use to log in for membership registration. If you
do not know your Username or Password please contact your Club Registrar or call the Swimming NSW office on
(02) 9763 5833.
4. Go to the Swimming NSW Website, www.nswswimming.com.au
5. Click the Online Entries button on the Homepage OR alternatively the Online Entries Notice Board Posting
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6. You will be directed to the Entries page under the Competition tab. Scroll down to find the Upcoming Events
information table and click on the Entry Form for the Meet you wish to enter.
7. This will open up a new page for Online Meet Registration. BEFORE YOU PROCEED PAST THIS PAGE, please
ensure you read the Meet Information as displayed below
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8. Once you have read all of the Meet Information. Click Login
9. You will then be asked to enter your Username and Password in the appropriate fields
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10. Click on the Login button
11. Once logged in, click on Register
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12. Please read the Terms and Conditions
13. Once you have read these, please click on the I Accept box to accept the Terms and Conditions of entry, then
click Next
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14. Check and/or Update your Personal Information
15. Click Next
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16. Click Enter Event to select the first event you wish to enter
17. Select the FIRST EVENT you wish to enter in and then scroll down to click Next. Please note: You can only select
one event at a time. If an error message appears stating that ‘a valid qualifying time was not found’ for the
event selected please check the Online Results Database. For more information, please see the Frequently
Asked Questions section.
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18. You can review your selection on this page and then click Submit
19. On this screen, you can either enter another event by selecting the Enter Event button. You will then need to
repeat steps 16 & 17 until you are finished entering all of your events. There will be no times selected for the
events when you enter. Once finished entering online, you can click the Entry and Online Payment button to
enter your credit card/debit card details. There is NO additional fee for paying online with your credit card.
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20. After clicking on Entry & Online Payment you will be required to enter your credit card details and Submit the
payment
21. Once you have paid, a receipt will be emailed to you. If you do not receive an email confirmation please check
the Confirmed Entrants list on the home page of the Entry Form. For more information, please see the
Frequently Asked Questions section.
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22. Your best times will automatically be downloaded from the National Results Database on the given closing date
and time.
23. Following the close of Online Entries, an Entry List will be posted on the Swimming NSW website homepage on
the Notice board for 24 hours. It is the swimmers’ responsibility to check the Entry List, if there are any
amendments and/or corrections please email meet.entries@nsw.swimming.org.au . PLEASE NOTE: NO changes
will be made over the phone.
ENTRY QUALIFYING TIMES
Please see below for the as at date qualifying times are valid to be used for the following meets;
MEET
DATE
SCU NSW Metropolitan Championships
1 October, 2009
Courtyard Marriott North Ryde Country Championships
1 October, 2009
Speedo NSW State Age 10 & Under -12 Years Championships
1 January, 2010
Speedo NSW State Age 13 – 18 Years Championships
1 January, 2010
NSW Country Regional Championships
1 January, 2010
NSW State Open Championships
1 January, 2010
NSW National Age Qualifying Meet
1 January, 2010
All Area approved Meet results should be uploaded into the National Results Database BY THE CLUB RACE
SECRETARY.
All School Swim Meet Results should be uploaded into the National Results Database BY SCHOOL SWIM
MEET ORGANISER.
Swimming NSW is not responsible for uploading these results.
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SCHOOL SWIM MEET POLICY
Any swim meets conducted by schools, school associations or groups who wish to have their Meets recognised
for the purpose of achieving qualifying standards must meet the following requirements and criteria;
1.
Prior Approval in writing must be sought from Swimming NSW
2.
The names of the intended Referee and Starter must be provided at the time of application for
Recognition of the Meet
3.
Must be refereed by a currently accredited, registered Referee
4.
The Starter must be a fully accredited and registered Starter. That is a ‘restricted’ or ‘school
credential’ is not acceptable.
5.
Times must be recorded by electronic timing equipment.
6.
Swimming NSW to verify that the Referee and Starter have the required qualifications
7.
The results must be forwarded to Swimming NSW BY THE DEDICATED SWIM MEET ORGANISER
within seven (7) working days and must include names of the Referee and Starter who actually
officiated the meet
Please Note:
It is a condition of entry to all Swimming New South Wales conducted meets that all Entry
Times are able to be verified in accordance with the abovementioned criteria.
It is the responsibility of the Club to ensure that these times are able to be verified.
Should a Swimmer swim slower than the qualifying time in a Swimming New South Wales
conducted meet and the qualifying time of the participant is not be able to be verified, then
the Swimmer will be fined in accordance with Swimming New South Wales General Rule GR 7.
All names and dates of birth must be correct when submitting these results to
Swimming NSW otherwise we will not accept the school meet results
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FREQUENTLY ASKED QUESTIONS
1. How do I obtain my Username and Password to enter online?
You should contact your Club Registrar to request your Username and Password or alternatively you can go to this
link to retrieve your username and password online
https://www.clubsonline.com.au/registrationclubportal/index.cfm?fuseaction=display_password&OrgID=2089
2. When I enter an event, it’s coming up with ‘A valid qualifying time was not found’?
Firstly, you will need to check that you have a valid qualifying time in the
National Results Database. Go to the Swimming NSW website at
www.nswswimming.com.au and click on the Search Results icon (pictured) or
alternatively go directly to the database via this link
https://console.clubsonline.com.au/swimmaster/_resultsTable/ . If there is no
Club appearing next to your name then your Meet Manager ID (MMID) is
incorrect in that particular results file. If it is a State conducted meet, please email the swimmers name, DOB and
club name to meet.entries@nsw.swimming.org.au . For all other meets, you can either contact the Host Club
yourself and ask them to correct the MMID and re-upload the file, or ask your Race Secretary to act on your behalf.
If you continue to have problems, please contact the Swimming NSW Office on (02) 9763 5833
3. I want to use a SC time to enter in a LC meet, how do I enter?
YOU CANNOT USE ONLINE ENTRIES. Please ask your Race Secretary to send a Meet Manager or Team Manager entry
file for those specific swimmers to Swimming NSW at meet.entries@nsw.swimming.org.au
4. I’m a Multi Class (MC) swimmer, how do I enter online?
MC SWIMMERS CANNOT ENTER ONLINE. To enter a MC event the Club Race Secretary must email
meet.entries@nsw.swimming.org.au the Team Manager or Meet Manager entry file, and send a completed
Swimming NSW Multi Entry Card, including the swimmers classification to P.O. Box 571, Sydney Markets, NSW 2129.
For further information please contact the Swimming NSW Office on 02 9763 5833.
5. What if I don’t have a credit card, visa debit or mastercard debit card?
There are a few options available to members who wish to register, but do not have a credit/debit card. Please note
that the Events Online system only accepts Visa and MasterCard branded credit/debit cards.
•
•
•
Some examples of these options are:
Visa pre-paid charge card- this can be brought in preset amounts from Australia Post. Once the amount has
been spent they can just be thrown away.
ANZ Everyday Visa Debit Card- (does not require an ANZ bank account). It uses only the amount of money the
member has transferred onto it from their existing bank account.
Visa Gift cards- these have preset limits and can be disposed of once fully spent. These are available at ANZ
bank branches, Westpac bank branches, Australia Post outlets, 7-Eleven stores and Caltex petrol stations.
6. What if I don’t have internet access?
There are several options that may be suitable for your member. For example:
• Your Club could run an Events Online Registration Day in which you could provide a computer with internet
access for your members to use.
• Members may have family or friends who would be willing to provide internet access.
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•
•
Community libraries offer free internet access to the public.
Internet Cafés may be accessible to your members.
7. What if your club pays for swimmers’ entries?
If your club pays for swimmers’ entries or subsidies your entries the system provides two options:
• If the club pays all entries fees, the club Race Secretary can log in on the member’s behalf and enter and pay for
the required events online.
• If the club subsidies swimmers’ entries, the individual will need to log in and enter and pay online and then the
club will need to reimburse the individual.
8. How do I enter in Relay events?
Swimmers are NOT ABLE TO ENTER IN RELAY EVENTS. This is the responsibility of the Race Secretary.
9. How can I check if a swimmer has been entered correctly?
Once you have opened the entry form click the Confirmed Entrants button.
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You then have the option of searching swimmers by Event or Team (Club)
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