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Swim Ontario address is 1 Concorde Gate, Suite 200B, North York, ON M3C3N6
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  1. Question about officials registration

  2. Questions from Meet Managers

  3. Questions from Club Officials Chair

Questions about registration of officials from Club Officials Administrators

COA:         Why can’t I see my officials when I log into my Meet Manager/ Team Manager / Club Registrar account?

Answer:   The official’s section for registration requires a different access than the Meet Manager / Team manager / Club registrar login.  An Additional User Access  Declaration Form is required to access official’s registration.

COA:        Our officials are getting messages that their account is inactive and they cannot login.

Answer:    Verify that the official’s status is PSO Pending.  This is the trigger that sends out email login information for an “active” account.  Accounts will remain inactive until an invoice is generated and the official’s status changes to PSO Pending.  If you accidently “send login info” before generating the invoice, the account will be inactive.  NOTE: If you generate an invoice and then delete the invoice, all officials on that invoice will receive the auto-generated email however their accounts will be inactive as their status returns to “Invoice Pending”.

COA:          Does the certification level change the registration fee?

Answer:     No.  All officials have a $5.00 registration fee. 

COA:           Can the official update their officiating info such as clinics and deck evaluations?

Answer:    No.  The official can only modify their contact information.  The COA has the responsibility of modifying an official’s record of officiating.

COA:         My club contacted Swim Ontario to make payment on invoices I generated, however, they are not accepting payment? Why?

Answer:   Level II to V official on an invoice must login and complete their registration process by updating their contact information and adding personal information such as address, phone number, year of birth,etc.  They are also required to answer the anti-spam email consent question before they complete the registration process.  Once they complete this step, you will see a “green checkmark” by their name indicating they have updated their account.  Once all officials Level II to V names have a “green checkmark”, Swim Ontario will accept payment. 

Questions from Meet Managers

MM:           I see that my meet has status “region approved”, however, it is no longer visible on the public Swimming Canada site.  Where did it go? 

Answer:    When a meet is first approved by Swim Ontario it will have designation of “region approved”.  The meet does disappear from the public site and the event file is no longer showing in the meet manager account.  A final review of meet package and meet sanction fees are required to obtain final sanction.  The meet (and event file) will reappear once this final step is completed and status changes to “sanctioned”.

MM:          Clubs are having a hard time uploading entries. No one is coming to my meet.  Can we accept entries via email?

Answer:      Meet Managers are reminded that entries must be processed through the SNC system to ensure all swimmers and coaches are properly registered.  At least one coach must be registered in order to upload entries.

MM:            Do I need to upload entries for Club Time Trials and/or In House competitions?

Answer:      Yes.  All entries, including those for competitions that have only one club, must go through the Swimming Canada system and be approved by the host.  Failure to upload entries will results in penalties for both offending club and host club.  The approval process for entries is necessary for proper analysis of the post meet report.

MM:             Clubs are contacting me because the system is indicating that entries have ended even though they are still open.  What do I tell them?

Answer:      Coaches can still upload entries until the meet manager/entries person closes entries.  They ned to contact meet management to receive the link for upload.  See meet manager checklist for instructions on providing this link.

Qestions from Club Officials Chairs

COC      Who do we contact to order officials pins, cards, rule books etc,?

Answer:  As before, you can fill out the Online Merchandise Orders - updated April 2018  found on the Swim Ontario website.