2024 ASA Swimtopia Volunteer Webinar Recording and Meeting 1 Reminder
2024 ASA Swimtopia Volunteer Webinar Recording and Meeting 1 Reminder
March 15, 2024
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 Monday, March 18 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 upcoming season we need to get a few bits of info from each team, namely your team status for 2024, any meet date/opponent requests, preferred date to swim in the ASA Championship, and your current ribbon inventory. Please visit 2024 ASA Team Status Survey to provide that information for us as soon as you can. If your team will not be swimming with us in 2024, please let us know, so we don't put you on the schedule. The deadline for this is March 23. If you do not complete this form, we will not put your team on the schedule for 2024. We are still looking for responses from about 20 teams, so please get that done ASAP if you have not done so already.
Update Team Contact Info
Please make sure to update your team contact info for the 2024 season. This is how the league and other teams communicate with one another, and accurate information is crucial. Adding your contact info, your e mail address automatically puts you in the communication loop for all league correspondences. It is crucial that all team reps and coaches are listed, as they all benefit from the periodic e mails that are sent leading up to and during the season.
The first step in this process involves designating your key people, team reps, caoches and computer people to one of the linked ASA roles (team rep, coach, or computer person. Steps on how to do this can be found at Designating Key People to ASA Linked Roles. Instructions on how to update your team page can be found in the following attachment ASA Team Page Setup and Editing Instructions . The new link to all of our teams can be found at ASA Team Page Link . Please update your team's information, as this will be our destination for teams to get in touch with one another throughout the season, as well as allow your officials to find your facilities each week.
ASA Swimmer Registration
The big thing of note deals with how teams configure the athlete groups on their teams to ensure the proper fees and waivers are included with each of your registration forms. A quick summary of what is covered is as follows:
Teams with both a regular team and a junior team (guppies, mini sharks, etc...) need to first set up separate athlete groups for those programs.
Helpful links on how to do this are included in the Updated Registration Setup Steps for the 2024 Season as well as at the help articles. Athlete Roster Groups and Registration Form - Athlete Groups.
- Once those are set up, be sure to include the appropriate Liability Waiver and ASA Fee (Competitive Fees and/or Non-Competitive Fees)
- If you use one registration form for
competitive and non-competitive programs:
- All three shared waivers are needed
- For teams that prefer to have completely separate registration forms for their competitive and non-competitive programs:
- Registration forms for competitive swim team
should be configured to include:
- 2024 ASA Liability Waiver (required)
- 2024 ASA Competitor Fees (required)
- Registration forms for your non-competitive
team should be configured to include:
- 2024 ASA Liability Waiver (required)
- 2024 ASA Non-Competitor Fees
- Some teams with a
non-competitive program choose to charge their swimmers the standard ASA
Competitor fee, as they anticipate those swimmers "graduating" to the
big team during the season and want to avoid the need to have those swimmers
re-register to cover the balance due for moving into the competitive team. You
would configure those registrations with the following:
- 2024 ASA Liability Waiver (required)
- 2024 ASA Competitor Fees (required)
- If your team does not offer a "guppies" non-competitive program at all your do not need to include the Non-Competitor Fees, that should be just fine. Some teams don't even offer a non-competitive program.
Remaining ASA Meeting Dates and Links
2024 ASA Rules Clinic – Wednesday, April 10, 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)
2024 May Ribbon Distribution and Meet Procedure Review - Weds. May 8 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 19 at 3:00 p.m. at Marist Pool or Sunday May 26 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
We have already had one Webinar covering team page setup and registration. 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.
Registration and Team Page Setup
As promised here are links to a recording of last nights Zoom call Swimtopia ASA Registration Webinar Recording Below are links to a number of other helpful resources to help teams new to Swimtopia become familiar with their platform and get your registration set up for the coming season.
For further info on that webinar, please click on Updated Registration Setup Steps for the 2024 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 2024 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]
Volunteer Management - Helpful links, including a recording of the webinar are below
Here's a link to the recording from the webinar: SwimTopia -- Volunteer Management
Here's a link to the volunteering section in our Help Center: Volunteering
And a couple of helpful blog posts -- here are the links:
Volunteer Signups: How Does Your Team Manage Them?
5 Tips and Tools for Better Volunteer Management
Meet Entry/Roster Management and Reporting
Wednesday, April 17, 6:30pm - 7:30pm EDT
Zoom link: https://us02web.zoom.us/j/85081698726pwd=Tjl5NlJmMWg0dnZoY0RTcWgxNFB6dz09
Meet Maestro Training
Saturday, May 4, 10:00am - 12:00pm EDT
Zoom link: https://us02web.zoom.us/j/85994461359pwd=NjV2blVLYktudnJhOEZFREJKRjBKdz09
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 and dryer weather and another great swim season.
Thank you again,
Franke Marsden
404-664-3975
