June 22, 2023

Teams,

I wanted to give you few reminders about your entries for the upcoming ASA Championship Meet. Entries are due Friday, June 23 at 1 pm. Don't be late with your entries. This takes on added importance with the fact that once I have ALL teams’ entries, I can assign your team to a seating area, warmup time, arrival time and equally spread out the volunteer jobs. My plan is to have all of that information assigned and communicated by Sunday, June 23 at noon, if not sooner.

Completing Your Entries

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.

Once entries are in, the meet will be moved into Hy Tek to interface with the scoreboard and timing equipment at Georgia Tech. Because of this the meet will not be listed in your Swimtopia Mobile Ap, it will however be posted in Meet Mobile, which most people still have access to.

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. To get Swimtopia to allow the entry of the third event teams must check the Bon box in the entry interface. Additionally, teams MUST also check the box for EXH to designate which event will be the non-scoring event. This only applies to one of the events entered and ensures a swimmer is not allowed to score or receive awards in the extra event swum for state qualifying purposes only. (see below right)

Marking Swimmers for State Bonus Entries to Allow 3rd Event

Entry fees for the meet are $45 per swimmer. This covers all individual and relay events. Fees can be paid either at team checkin 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 6 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.

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 ASA Championship Landing Page. 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.

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

Full meet information can also be found by visiting ASA Championship Landing Page .

See you soon,

Franke Marsden

ASA