ASA Championship Reminders and Approaching Deadlines/Meetings

June 14th

ASA Championship Update and Reminders - Approaching Deadlines

June 14, 2023

Teams,

A quick reminder for everyone about the upcoming ASA Championship.

Team Status Form - Deadline Friday, June 16

As I emailed last week, we need teams to let us know their status for the upcoming 2023 ASA Championship. This info is crucial in letting us get a jump on assigning volunteer positions and team areas for the meet. The deadline to complete this info is June 16, so if your team has not yet completed the form, please do so now. The link to the form can be found at Team Status Form. The deadline for swimmer entries are due on Friday, June 23 at 1 pm. Please let us know your team status, even if you don't plan on attending.

Coach Credential Request - Deadline Wednesday, June 21

ASA requires teams to submit the names of all of your coaches who will be attending the meet. This includes any non-swimming coaches, and assistant coaches who may or may not be swimming in the meet. We do not need to know the names of any of your junior coaches age 15 or younger. Teams MUST submit these names in order to receive a credential for the meet. Please visit Coach Credential Request to provide us with that information. The deadline for this is Wednesday, June 21. Please note, any coaches submitted who have not completed their required background check and coaches certification will not receive a credential for the meet, and will be subject to a fine from ASA.

MANDATORY Coaches and Coordinators Meeting and Orientation

There is a REQUIRED coaches/reps meeting, on Saturday, June 17th at 1:00pm. The meeting will be hosted virtually via Zoom. A team rep or member of your coaching staff must be present at this meeting. Teams failing to do so will be subject to removal from the meet or a $250 fine. The link to the meeting is

ASA Championship Orientation Meeting - Sat. June 17 at 1 pm

https://us06web.zoom.us/j/93804786502

Meeting ID: 938 0478 6502

One tap mobile

+19292056099,,93804786502# US (New York)

+13017158592,,93804786502# US (Washington DC)

ASA Championship information Reminder

Below is the information I sent earlier, if you have not yet reviewed this, please do so now to make your experience smoother for your and your team

We are through two weeks of the season. I wanted to give you few reminders about your entries for the upcoming ASA Championship Meet. Please read this info carefully, and share it with your families as this info applies to them all.

As I emailed last week, we need teams to let us know their status for the upcoming 2023 ASA Championship. This info is crucial in letting us get a jump on assigning volunteer positions and team areas for the meet. The deadline to complete this info is June 16, so if your team has not yet completed the form, please do so now. The link to the form can be found at Team Status Form, You can provide us details on your team and your status for this year's meet. This is also where teams can select which volunteer jobs they prefer to work for the meet. Deadline for swimmer entries are due on Friday, June 23 at 1 pm. Please let us know your team status, even if you don't plan on attending. Full meet info below:

MANDATORY Coaches and Coordinators Meeting and Orientation

ASA Championship Orientation Meeting - Sat. June 17 at 1 pm

https://us06web.zoom.us/j/93804786502

Meeting ID: 938 0478 6502

One tap mobile

+19292056099,,93804786502# US (New York)

+13017158592,,93804786502# US (Washington DC)

As promised, here is the latest and greatest on our ASA championship, which is less than one month away.

Full meet information can be found by clicking on ASA Championship Page . There you will find a link to the full meet information packet and other pertinent meet info. On that same page there is a link to the GRPA State Qualifying info, you can use that link to find out information about how your swimmers can qualify for state.

Highlights of what is contained are as follows:

Sessions (Warmups will begin 90 minutes prior to each session)

Wednesday, June 28 – 9:30 am -1:00 pm Wednesday, June 28 – 4:00 pm -8:00 pm

Thursday, June 29 – 9:30 am -1:00 pm Thursday, June 29 – 4:00 pm -8:00 pm

Friday, June 30 – 9:30 am -1:00 pm Friday, June 30 – 4:00 pm -8:00 pm

A rundown of team session assignments and other helpful links can be found at https://asa.swimtopia.com/championship

FORMAT: This is a timed final event. Teams will compete in one of the 6 sessions listed above. Each session will have team trophies and medals and ribbons for individual and relay events.

Entry Fees and Entry Deadline

Entry fees for the meet will be $45 per swimmer. This covers all individual and relay events. Entries are due Friday, June 23 at 1 pm. Fees can be paid either at team check in or on your day of competition. Teams should provide ONE check made payable to Atlanta Swim Association. Do not bring multiple checks from your team members, those will NOT be accepted. If teams have any unpaid roster fees, they can include those with their entry fees and any according late entry fees if they are applicable. Entries submitted after the 1 pm deadline are subject to the late entry fee of $50 per individual event and $70 per relay. Swimmers are allowed 2 individual events and 2 relays.

Late Entries and Changes – Late entries are allowed for the league championship meet on a lane availability basis for individual events only at a cost of $50 per individual event and $70 per relay, relay only swimmers are subject to a $45 per swimmer fee. Changing of events at the league championship will be permitted at the discretion of meet management up to 48 hours prior to that team’s championship session at the late entry fee rate.

Entry Process

All teams will use Swimtopia to complete your entries for the meet. Please use the meet that is already loaded on your Schedule in Swimtopia. It is linked to your team's session in the Championship. If you have set up a championship meet already, please do not use that one to complete your entries, as it is not linked to the meet we will use to import your entries. As is the case with your regular meets, you will complete your entries by the entry deadline of June 23 at 1 pm and mark your team as ready for exchange. For this meet you do not need to include heat and lane assignments, swimmers will be seeded based on their times.

Please check carefully the seed times for your entries, there should be seed times for your swimmers. If you have not been uploading and transferring results from your meets this season, you need to do so ASAP, otherwise your swimmers will be entered with NT and will be seeded last. Also, check your times in your meet entries spreadsheet. If they are way out of range (either slow or fast) use the Custom Time column in the entry screen of Swimtopia to put in an accurate time for that swimmer.

State Qualifying Markers

Several municipalities use the ASA Championship as a state qualifying meet. These include Alpharetta/Milton, Forsyth County, John’s Creek, and Sandy Springs. Cherokee County, DeKalb County, Gwinnett County, Brookhaven, Roswell and Tucker have separate qualifying meets held on different dates at different locations. For full information on state qualifying procedures for all municipalities please visit https://asa.swimtopia.com/grpa-state-and-state-qualifying . It is the responsibility of each team to educate themselves on how to qualify for state and to follow those procedures as instructed.

If you have marked your swimmers with AL8 (Alpharetta), sub7 (Forsyth County), JC6 (Johns Creek), or SP5 (Sandy Springs) for state qualifying purposes, make sure you see that marker in front of the swimmer's first name in the meet entries report (Entry Matrix, Entries by Name or Entries by Event) you create for yourself. If you don’t see that marker on those reports, it won't be in the heat sheet. In most cases this has to deal with the swimmer having a "preferred name" in Swimtopia. The state qualifying marker must be listed in the first name field AND the "preferred name" field to show up in the heat sheet. Please see the picture below to ensure you do this correctly and avoid issues.

Swimmers who are marked as qualifying for state can enter a third event specifically for state qualifying purposes only. This is usually the short freestyle event. These are the ONLY swimmers who are allowed to enter a third individual event. To get Swimtopia to allow the entry of the third event teams must check the Bon box in the entry interface (see below). Teams must also designate that event as an exhibition event. It will not be allowed to score points or receive awards in the ASA Championships.

Marking Swimmers for State Bonus Entries to Allow 3rd Event

CHECK YOUR ENTRIES CAREFULLY.

Please be sure to communicate with your swimmers about the events they want to swim in the meet, once entries are submitted and a psych sheet and entry list has been published, changes of individual entries will be subject to the late entry fee. We will accept late entries up to roughly one hour prior to the start of your divisional session.

Late Entries

Late entries are allowed for the league championship meet on a lane availability basis for individual events only at a cost of $50 per individual event and $70 per relay, relay only swimmers are subject to a $45 per swimmer fee. Changing of events at the league championship will be permitted at the discretion of meet management up to 48 hours prior to that team’s divisional session at the late entry fee rate.

If you have late entries, please e mail those details as early as possible (be sure to include the swimmer's name, team, age, gender and events). Don’t wait until the day of the meet to take care of this. Make sure you get everyone entered in the meet you want to enter. Once entries are submitted, teams are responsible for the entry fees for all entered swimmers, refunds will not be provided for no shows or scratches after the entry deadline.

Coach of the Year and League Scholarship

If you are interested in nominating your coach for the ASA Coach of the Year award, or one of your graduating swimmers for the ASA Scholarship those nomination letters are due on Friday, June 23 at 1 pm.

Meet Workers, Warmup Times, Team Seating

Once I have everyone's entries in, I will be sending out the team seating, worker, and warmup assignments for everyone. I will also publish psych sheets and entry lists for your divisional sessions so you can double check that your entries are correct. This should be completed by Friday, June 23 at 4 pm and will also be posted on the league website https://asa.swimtopia.com/championship . Just as a reminder, plan on providing 1 worker for each 12-15 kids you enter in the meet. Most workers will need to be available at least 45 minutes prior to the start time of your session. Having those folks in place on time will allow us to start on time.

CREDENTIALS: Due to space constraints on the deck teams are requested to limit the number of coaches on the pool deck at any time. Coaches are encouraged to remain upstairs in their team areas with their athletes during the meet.

ALL non-swimmers must have and visibly display a credential at all times in the building. If you do not have a credential, you will not be allowed on the pool deck. Please inform your parents of this requirement, especially those parents who think they will just walk on to the deck at any time. This is a crucial requirement to make sure we don’t bring too many people onto the deck for each session.

Certain credentials will have deck access, those are specifically for coaches, particularly the non-swimming coaches. Teams will be allotted a limited number of relay only credentials that will grant those persons access to the deck for the relay events only. Those are specifically for teams to have extra volunteer help to transport your relays to the blocks for relay events. Once the individual events start, those credentials will no longer allow that person to remain on the deck.

Meet volunteers will also have specific credentials that will allow them access to the pool deck to complete their jobs. If you plan on having shifts of workers, that is fine, but please know that you will only be provided credentials to cover the specific job(s) that are assigned to your team. If you are assigned 2 timers, you will get 2 deck credentials for that purpose, not 4 credentials if you are splitting that task into two shifts. All other credentials will be limited to the team seating area upstairs and the hallway on the pool deck level, but not the actual deck.

The only individuals allowed on deck will be participants, coaches, meet volunteers, and credentialed meet officials. Access to the deck will be monitored by meet workers and security. Please help us police this policy. Persons caught trying to pass their credential to an unauthorized person will be subject to ejection from the facility.

Team Check In

Team check in will be done when you arrive at Georgia Tech and will be done at the FRONT entrance of the Campus Recreation Center (CRC). Teams will collect their team packs, including credentials and other meet materials and can distribute them before making your way toward the pool.. Teams can pay their entry fees at this location.

Team Arrival – Teams will be allowed into the building on a scheduled arrival time basis. Teams will not be allowed to enter the building until 30 minutes prior to their warmup time. A schedule of these times will be made available by Sunday, June 25. All athletes/teams must enter the venue via the FRONT entrance to the Campus Recreation Center on Ferst Drive. No teams will be allowed to enter the venue via the Tech Parkway entrance.

Teams are requested to come through the Team Entry location as one team with a coach to supervise the arrival process. Teams should enter the building as one group. Any stragglers may be collected by a coach or team representative that can escort the swimmer into the venue to your team area. There will be a meeting area outside of the Campus Recreation Center entrance where coaches and team coordinators can collect their team members before entering the venue as one group. Anyone (coach, team rep, or scheduled meet volunteer) coming onto the deck should have a credential in hand or visibly displayed and must display the credential at all times. Please do not instruct your swimmers to arrive and enter the building whenever or wherever they like. Unaccompanied athletes will NOT be allowed into the building. Please go to your designated team area and remain there until your warmup time.

TEAM AREAS - Team seating will be on the deck for some teams and in the upstairs seating gallery for others. Each team will be assigned a specific seating section and row(s) and must sit in that section for the meet. Athletes and coaches should remain in their team areas at all times unless going to warmup or to compete in a race via the staging areas on deck. Team seating areas will be sent to teams and published on the ASA website no later than Sunday, June 25.

Teams are NOT ALLOWED to bring large coolers or other items into those seating areas, smaller coolers or bags that fit underneath one of the seats in the stands are permitted, but items larger than that are not permitted. Please keep this in mind when planning on what to bring to the meet. We advise each athlete bring their own water/sports drink and any food needed.

Teams are welcome to bring team signs, but we request you use blue painter’s tape or zip ties only to hang your team signs. Please do not use masking, scotch, athletic or duct tape to hang your signs. Damage caused by use of anything, but blue painter’s tape will be the responsibility of the offending team.

Athlete Staging and Traffic Flow in the Building- Please click onGT Facility Diagram and Traffic Flow for Venue. Athletes should remain in their team area until event is called to report to the staging areas on deck, this will usually be two to three events prior to the start of their race. There is a limit to the number of bodies allowed on the deck your cooperation with this will help us stay in compliance with these guidelines.

For individual events only. All swimmers must go through the staging areas/bullpen located on deck for their races, please do not go directly to the blocks. The staging areas are located next to the respective pools the swimmers will be competing in and are located on the near side of the pool by the spectator seating. We will have a number of trained staff and volunteers to collect the swimmers and ensure they make it to the correct lane for their race.

Swimmers seated upstairs can access the deck and staging areas/bullpen via the back stairwell located behind the spectator gallery to get to the downstairs hallway and pool deck. Signs will point athletes and coaches in the right direction. Please do not use the stairs inside of the pool by the scoreboard.

Swimmers seated on deck should approach the girl’s staging area by going underneath the diving tower. Swimmers can approach the boy’s staging area by going behind the blocks by the diving well and going through the hallway behind the timing room.

For relay events only. All teams will take their swimmers directly to the blocks and do NOT go through the staging areas/bullpens. Swimmers seated upstairs can access the deck and staging areas/bullpen via the back stairwell located behind the spectator gallery to get to the downstairs hallway and pool deck. Swimmers seated on deck can approach the blocks from either side of the pool. Please do not come to the deck and blocks until your event is called, this will help keep the number of people on the deck manageable throughout the meet.

As is the case for relay events, please do not come to the bullpen until your event has been called to report. This will usually be about 5-6 events prior to your event being swum (event 13 will likely be called to report when event 10 begins swimming).

Please stay out of this bullpen/staging area, unless you are requested to come into that area by one of our event staff.

If you have an athlete with special needs or that requires extra supervision, please have your coach coordinate that with our bullpen operators Evan Nylander, Emily Santowski or Sarah Oberholzer when you arrive at the pool. This will make for a much better experience for all involved.

When swimmers are done with their races they are requested to return back to their team areas. We will have event staff behind the finish area directing swimmers to the collection area. There will be a “collection area” located behind the announcer’s podium for each pool where teams can station coaches or credentialed parents to get these swimmers as soon as they are done competing.

Once a swimmer’s race is done they may warm down in the diving well for a limited amount of time and then must return to their team area upstairs. Athletes (and coaches) must exit the deck via the doors by the timing room next to the competition pool and then return upstairs via the back stairwell. Please do NOT use the interior stairwell by the scoreboard, we are limiting traffic in that area.

Keep Aisle Ways Clear - The aisle ways in the spectator area must be kept clear at all times. If you are in the spectator gallery you need to go to your seat. You can't stand in the area behind disabled seating in between the upper and lower seating areas. We will have security guards in that area instructing people about this, so follow their instructions.

Locker Rooms/Bathrooms – The locker room restrooms located directly off of the pool deck are for SWIMMERS ONLY. Coaches, age 18 or older, meet workers/volunteers, or anyone age 18 or older must use the restrooms located by the diving well, any of the upstairs restrooms, or the other locker facility located by the lower lobby of the CRC. This will specifically apply to teams who want to have coaches or adults take swimmers through the boys locker room by the boys bullpen. That staging area must be accessed by the doors by the timing and scoring room.

Follow Instructions from Event Staff - Every event and every team has a parent or two who feels they are more special than everyone else and that rules don't apply to them. These rules apply to all of us, anyone that wants to impress the event staff with how important they are and how rules don't apply to them will be subject to a lovely pair of stainless steel bracelets and a free ride in a police cruiser. Don't be that person.

PARKING -

Coaches and team vehicles will NOT receive free parking passes. Prepaid parking will be available in the W10 parking deck that is adjacent to the CRC. To park in this deck, you must prebuy a parking pass, you cannot pay at the gate. To prepurchase parking please visit https://gatech.parkmobile.io/events . Parking costs will be between $12-15. Overflow parking for W10 and any day of parking for those who did not prepay is located at the W23 lot at 905 State St. These are relatively short walks from the pool. A map of the area can be found at Georgia Tech General Parking Map and ASA Parking Diagram and Map Please plan accordingly.

ASA Scholarship Nominations

If you are interested in nominating your coach for the ASA Coach of the Year award, or one of your graduating swimmers for the ASA Scholarship those nomination letters are due via email to [email protected] on Friday, June 23 at 1 pm.

If you have any questions about the meet, you can always find info in your ASA rule book, or at the meet info link: ASA Championship Page . If all else fails you can always call or e mail me as well. I am looking forward to another great ASA Championship weekend

Thanks,

Atlanta Swim Association

ASA Championship Reminders and Approaching Deadlines/Meetings

Recent News