2023 ASA Swimtopia Volunteer Webinar Recording and Meeting 1 Reminder
2023 ASA Swimtopia Volunteer Webinar Recording and Meeting 1 Reminder
March 20, 2023
Teams,
Thanks again for taking part in our recent Swimtopia webinar covering the volunteer management features of Swimtopia. A link to the recording of the webinar can be found at Swimtopia Volunteer Webinar Recording . A link to this will also be posted on the ASA web page.
I also wanted to remind everyone, our first organizational meeting will be Wednesday, 22 at 6:30 pm. Our first organizational meeting of the year will cover logistics for the upcoming season and any potential rule changes for the coming year. The Zoom Link is https://us06web.zoom.us/j/93804786502
Meeting ID: 938 0478 6502
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As always we will record these meetings and make them available to teams via e mail and the league website. Below are all other meetings and webinars for the season.
Team Status Form
Another reminder To get the ball rolling on the 2023 season we need to get a few bits of info from each team, namely your team status for 2023, any meet date/opponent requests, preferred date to swim in the ASA Championship, and your current ribbon inventory. Please visit https://forms.gle/3djCQ6EC6duUzkuDA to provide that information for us as soon as you can. The deadline for this is March 23. If you do not complete this form, we will not put your team on the schedule for 2023. We are still looking for responses from about 20 teams, so please get that done ASAP if you have not done so already.
Updating Your Team Contact Info for 2023
Please be sure to update your team info page, as well as designate your team reps, computer people and coaches to their ASA roles for 2023 to ensure they are in the e mail communication pipeline for this year. Links on how to perform these functions can be found at
Team Info Page Editing Instructions
Designating People to Roles -Please be sure to designate these people to the Coach, Team Rep or Computer Person role that has the blue ASA link.
Swimmer Registration
If you have not done so already, please get your team registration open for the coming season. Tracy with Swimtopia has come up with a great set of instructions for teams to help get your registration set up for the 2023 season. Please click on Registration Setup Steps for the 2023 Season. These steps should help ensure you include the appropriate league fees and waivers for your swimmers when creating your registration. Please review these instructions carefully before opening your registration for the 2023 season, and feel free to reach out to Swimtopia for customer support if you have any questions via their help center Swimtopia Help Center or at [email protected]
Several things to note for registration for this year:
The $4.50 service fee waiver you had to add to your registration last year is no more. We have streamlined with Swimtopia's collection of $2.75 per swimmer that goes directly to Swimtopia, instead of having to go through ASA. The remaining transactional costs are built into the general registration fees for ASA.
All junior team/guppy/mini Marlins, etc...swimmers must now register with the league and are subject to an ASA fee of $20 per swimmer plus Swimtopia and transactional costs (about $23.50 per swimmer). We have been advised by our risk management advisors that these swimmers are part of your programs and therefore part of yours an ASA’s liability responsibility. Teams that chose to opt out of this responsibility were not covered by the league liability coverage for those swimmers, this change avoids that issue. Many teams already were having their swimmers pay the full ASA fee at the full cost, so this will reflect a savings for those swimmers. Additionally, these athletes receive many of the same benefits of league membership as your competitive team swimmers receive. Instructions on how to include this as part of your registration are included in the registration instructions for 2023.
This may require an extra step this year in setting up your registration to account for families who have swimmers in the competitive and non-competitive programs, but once it is set up, it should be ease to replicate each year moving forward.
You can continue to use Swimtopia for registration for other programs like Dive Team, Clinics and Lesson Programs. Specific instructions on how to do that are included in the link above that talks about setting up your registration.
Remaining ASA Meeting Dates and Links
2023 ASA Rules Clinic – Wednesday, April 19, at 6:30 pm. This meeting will cover a thorough review of league rules and some meet processes.
https://us06web.zoom.us/j/93804786502
Meeting ID: 938 0478 6502
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+19292056099,,93804786502# US (New York)
+13017158592,,93804786502# US (Washington DC)
2023 May Ribbon Distribution and Meet Procedure Review - Weds. May 10 at 7 pm at Marist Teams can pick up their ribbons for the season on this date. This meeting will be in person and is specifically designed to walk teams through the process of running a swim meet. We will cover an in depth review of all of the jobs involved in running a swim meet and the process flow of how all of these jobs interact amongst each other.
https://us06web.zoom.us/j/93804786502
Meeting ID: 938 0478 6502
One tap mobile
+19292056099,,93804786502# US (New York)
+13017158592,,93804786502# US (Washington DC)
Required Coaches Meeting - A mandatory coaches meeting for rules review that at least one member from each team’s staff must attend one of the offered sessions. (Dates: Sunday, May 21 at 3:00 p.m. at Marist Pool or Sunday May 28 at 3:00 p.m. at Marist Pool).
https://us06web.zoom.us/j/93804786502
Meeting ID: 938 0478 6502
One tap mobile
+19292056099,,93804786502# US (New York)
+13017158592,,93804786502# US (Washington DC)
More Swimtopia Training Webinars for the Upcoming Season
Last night's webinar was only the beginning of the training we will offer teams and coaches for the upcoming season. Below are some future topics we will cover in greater detail to let teams get the most out of their Swimtopia accounts and hopefully make your seasons easier from an organizational standpoint.
Meet Entries
Wednesday, April 12, 7:00-8:00pm EDT
Webinar link: https://us02web.zoom.us/j/89810055686?pwd=akNwY0FDeTg4U1hmdmVFSGkxU0xIZz09
Meet Maestro
Saturday, May 6, 10:00am-12:00pm EDT
Webinar Link: https://us02web.zoom.us/meeting/register/tZEtcOiqrzguHtxZe8xfdTei1QCA2YBc3mbe
We will send reminders of these meetings as they approach, but figured we'd get them on your radar now. As always we will record these meetings and make them available to teams via e mail and the league website.
In the meantime, existing support videos are already in place and will give you a great tour of many of the features of Swimtopia and Meet Maestro. These can be found at Webinar Video Guide - Topic-Focused Training. They cover important topics like customizing your team page, setting up your volunteer roles for the coming season, Swimtopia's communication tools to text and e mail your team members, setting up team registration for the upcoming season, completing your weekly lineups, and a host of other helpful topics.
I hope you are all as excited as I am about the upcoming summer season. I can't wait for warmer weather and another great swim season.
Thank you again,
Franke Marsden
ASA - League Coordinator
404-664-3975
