We’ve been made aware that there are a number of entries that were incorrect for the Hampshire County Championships. We must remind you that incorrect entries can be rejected WITHOUT refund. This can be disappointing for your swimmer, and embarrassing for the club.
Parents, we must insist that you CAREFULLY check for every competition the conditions of entry and ensure your swimmer fully qualifies for entry. Our Meet Managers do not have the resources or time to check rankings for every swimmer and it is not reasonable to expect them to do so. You only have your own swimmer(s) times to check and it is your responsibility to ensure that their entry is correct.
Going forward we will also ask that for County, Regional and National Level competitions a screen shot of your swimmers Individual Best times is attached to your entry forms.
Points to note and check when completing your swimmers entry forms:
1) Times must be EXACTLY as recorded on British Rankings. You need to carefully record the times including the fractions of seconds. One hundredth of a second can mean the difference between qualifying or not and there are no exceptions.
2) Check if short course or long course times are requested. If the entry form has fields for both Long or Short course times, ensure the time you enter is in the correct field – DO NOT CONVERT. If the form asks for only long or short course times then it may be acceptable to convert times using the ASA equivalence performance tables (Pull Buoy Time Converter). Again, always ensure you check the conditions and correctly convert the times - to the hundredth of a second.
3) Check the qualifying window. There were several entries for Counties with times that were achieved outside the qualifying window. Hampshire County times must have been achieved AFTER 1 April 2015 and by the closing date for entries. Times achieved before April ARE NOT VALID!
4) Check the level of meet that you need to have achieved a qualifying time at. For some competitions you will have to have achieved a time at a certain level of meet – Level 4 time trials may not be acceptable for example. Make sure the time you use on the form is one from a valid meet, not just your fastest time on rankings.
5) Check the AGE UP date – sometimes it’s the age of the swimmer on the last day of competition, other times it is the age your swimmer is on the last date of the year.
5) Read the Promoters Conditions carefully! Finally always read through ALL the conditions of entry to ensure that your swimmer meets any other qualifying criteria. At County Championships swimmers may not have entered another County’s Championships for example.
It is always useful to read through the Promoters Conditions to familiarise yourself with any other terms and conditions. For example age groups for awards/medals can be different at every meet. Ensuring your swimmer is aware of these before a meet can help you and your swimmer set expectations so they are not disappointed when they realise at the meet there are double age groups and they didn’t get a medal!
Thank you for your co-operation.