Responsibilities of Official Chair Person

Club Officials’ Chairperson (COC) Job Description and Duties

At the beginning of each swim season, the COC shall:

 1. Request from Swim Ontario a supply of officials’ record cards and an appropriate number of pins for Levels I & II;

 2. Download / print from the officials area of the Swim Ontario website: Officials Clinic Certification Forms, Powerpoint clinics, questionnaires, answer sheets, Up the Ladder booklets and blank PTRs (may be downloaded / printed on an “as required” basis);

 3. Update the current list of active club officials, with their status identified (i.e. Level I, II, etc.).

•  It is recommended that a separate list of former members be kept, as many would help but are simply “not called”.
• NB: in order to host meets, the club must meet the requirements of the Club Officials Development Plan; the COC plays a major role in ensuring these requirements are met.

4. Prepare a list of possible candidates for Level I clinics from the names of new recruits or parent volunteers not currently involved in officiating.

5. Arrange a series of clinics to cover Level I and all positions in Levels II and III.

6. Contact clinic presenters to teach the various positions and make the necessary bookings (rooms, equipment, etc).

• When officials are teaching a clinic for the first time, arrange to have the Regional Officials Representative or his/her designate present to assist the clinician. The only clinic a Level III may teach, without the presence of a Level IV or V official, is the Timer’s Clinic.
• These arrangements are not carved in stone; therefore, do not be concerned if changes have to be made. Notices in club newsletters are a good means of alerting volunteers to upcoming clinics, but it is imperative that personal contact be made to ensure a successful clinic presentation. This is a people sport - don’t be afraid to deal directly with the people involved!

During the season:

1. Maintain good contact with the Regional Officials’ Representatives. They are there to help.

2. It is not necessary for the COC to attend every clinic; but it is essential that the presenter be supplied with all the necessary materials.

3. When the Officials Certification Form has been completed, send a copy to the Regional Officials’ Representative. A second copy should be maintained in the club files

4. The COC is usually responsible for obtaining officials for a swim meet as required by the Meet Manager, in accordance with CSW 1.2.1.

5. When preparing a roster of officials for a meet, the COC should ascertain which officials need deck evaluation at given positions, and which officials need to have PTR’s completed for their next level. It is not always possible to accommodate everyone’s wishes, but it is important to provide as many opportunities for evaluations as possible. It is imperative to remind candidates that deck evaluation at any position is only possible if the evaluator(s) (attending Senior and Master officials) are aware of the potential certification before the session begins.

6. Submit all level change notifications to the Regional Officials’ Representatives as they occur.

• It is the COC’s duty to ensure that the appropriate pin presentations are made. The Level III pin may not be presented without the Regional Officials’ Representatives’ approval.

APPROVED by OSOA - 2007-05-27

Click here to download the clinic:
Club Officials' Chairperson(COC) Clinic April 2007