Competiton Entry Process

Details of the meets the club will be attending are uploaded to the Team Events page in our Team Unify (TU) website. These meets are chosen by the Coaches to give swimmers at all levels the opportunity to compete.

With very few exceptions, gala entry process is via the TU website (or can use the OnDeck app).  The meet info documentation provided by the hosts is always uploaded into the forms/documents section for the event on TU. Please take the time to read the meet info so that you are aware of location, session time(s) events and any consideration times (faster/slower than). The meet info will also indicate and specific rules in relation to withdrawals/refunds etc. 

An email will normally be issued in relation to upcoming meets indicating suitability for squads levels to enter. This will be followed by an automated email invite from TU which will provide full instructions in how to commit or decline swimmers from a meet. The default text will look similar to the following:

Dear ==RECIPIENT_FIRST_NAME==, 

The registration deadline for the MEET NAME (DD-MM-YY) swim meet is just around the corner and we are asking that you login to declare whether or not you're going to the meet. If you are going, you will need to declare by the registration deadline, DD-MM-YY. 

For more information about this event click here 

The process is simple. Click the following link and once you have signed in, you will be brought to a webpage on our team website that will allow you to commit or not commit your child to the meet. If you have more than one child swimming, you will see them listed on this page. 

http://uk.teamunify.com/EvSignup.jsp?event_id=721188&team=SSC 

Here are the steps if you ARE NOT GOING:

• Click on the Member Names [they default to Not Committed]
• Then click on the Signup Record pull-down and select No
• If No, just click on the [Save Changes] button to save the changes
• If you have more than one child, repeat the same task as listed above

Here are the steps if you ARE GOING: 

• Click on the Signup Record pull-down and select Yes
• Once yes is selected, you will see the events your child MAY be eligible to swim
• You will also see the best times inserted into the Entry Time field and highlighted in yellow
• Check the Checkbox to the left of the name for those events you would like to swim
• Please take careful notice of the time standards that must be met in the right-side columns
• Once you have finished, click on the Save Changes Button in the lower right
• Repeat the process for additional swimmers
• You will notice that Coach Approval column will indicate Pending after you submit
• Please pay careful attention to:
  - Maximum Event Entry Limitations IF PRESENT. Click on the >>View if present.
  - Add any notes that you want the Coach or Administrator to see

Your coach or team administrator will review your declaration and APPROVE or REJECT your request and once they submit the final choices you will be able to review by signing in and clicking on the Attend This Event button for any events listed on our team website. Look at the Coach Approval column for the events that you have been confirmed to swim. 

Thank you, 

Stirling Swimming Club

Please note that in some instances when trying to commit a swimmer to the meet it may state your swimmer has not qualified – this may be due to not having times recorded in the results database (no time entries are not always permitted).  There may also be events at the meet that cannot be selected due to times not being within the consideration times (normally highlighted in red text).  For some events a manual entry time may be permitted so please check with coaches if you swimmer wishes to enter a particular event.

The "registration deadline" is set to allow the admin & coaches time to review and process our entries ahead of the deadline set by the meet hosts.  Please make sure that entries are submitted in good time ahead of the deadline as late entries will not be accepted.  Wherever possible a reminder auto email will be sent close to the deadline. 

Once the entry deadline has closed the admin/coaches will perform final checks, approve the entries, process and submit our team entry files to the meet hosts along with payment for all swims. Please note we do not take any payment for gala entries at this point.

Once entry applications are processed by the meet host, we will be provided with a list of confirmed swims by way of a club entry list or draft programme.  An email will be issued to entrants with a link to the confirmed swims for review.  If there is a SCR or OVERSUB beside an entry for your swimmer this indicates a scratch from the meet for that particular event.  This unfortunately means no swim, but you will not be charged for this event entry.  If there is an ALT or RES beside the entry, then the swimmer is a reserve for this event.  This means a potential chance to swim depending on withdrawals before or on the day.  A swim is not guaranteed - if you show up and don’t get a swim then you are not charged for that event.  If you do not show up poolside for that session, then you will still be charged for that event. 

If your swimmer needs to withdraw from the meet or from events a request can be sent directly to [email protected] for processing up to 4 days ahead of the meet start date.  

Please note that a "competition levee" will be charged to participating swimmers for most meets - this is a small fee to help cover the coaching costs associated with the competitions.

After the meet is completed, the hosts will provide clubs with a results file which will be uploaded into TU.  This database keeps track of all results for your swimmer and list personal best times for events.  The admin team will ensure all scratch/reserve swims are considered before processing meet fees for the event. Fees will be added to the next monthly bill for your swimmer.