Records/Data Management Coordinator:
· Update roster in Hytek prior to start of season
· Maintain team Roster with Club
· Coordinate Hytek volunteers for each home meet
· Copy Heatsheets and age group sheets prior to meets
· Maintain Team Records list
· Send in Roster to League as required
· Confirm number of ribbons to be ordered at beginning of season
· For Home meets make sure ribbons and labels are ready
April - May
Work with club to keep an up to date roster. Usually we get a copy of the form provided to the Club and maintain our own spreadsheet. If the Club is capable of creating a workable spreadsheet, this effort does not need to be duplicated.
Keep President and Coaches informed of numbers per age group and notify Club when age groups need to be closed.
Inventory ribbons and let Club know how many need to be ordered.
At end of registration update Hytek with team roster. In Hytek you can mark swimmers as inactive and change the age group date to June 1 of the current year and swimmer from previous year will be automatically updated. New swimmers need to be entered. (This job can be done by Coaches or Club employee if that makes sense.)
June
Send in roster to League by date required.
June – July
Coordinate group of Hytek volunteers for each home meet. It is better to not have new people do this job each meet. Two people are needed for each home meet. One to enter in Hytek and the other to organize timer sheets as they come in from the Runner. Would be ideal to have enough people so that each one can work 3 meets.
Before each home meet, get a set of heat sheets and age group sheets from coaches and have copied by 4pm.
For away meets, have age group sheets copied for age group parents.
For home meets, make sure ribbons and lables are available.
After each meet, check results to see if records were broken. If any records were broken, send information to coaches and website coordinator.
Update Records Board mounted in Sidelines as needed (can be delegated)