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2011-2012 Short Course Bid Information and Procedures

Revised 06.08.11 Revisions are in red text.

Welcome to the 2011-2012 SC Bid Declarations page for CSI non-championship meets and Regional Championships. Using the Connecticut FAST  application Swim Meet Bids, clubs will post their bids "virtually" to a password protected online calendar, and in real-time, view all bid declarations. Bidding clubs may move, edit or remove their bids until the deadline. After the deadline, clubs may view all bids in a calendar format, but may not edit their bids.

SANCTIONS and APPROVALS: Using this procedure, clubs will bid on regularly scheduled sanctioned and approved meets. This option will appear as a selection in the bid details.

BLACKOUT DATES: The following weekends are reserved for championship bidding: February 23-26, 2012; March 1-4, 2012; March 8-11, 2012; and March 15-18, 2012.

REGIONAL CHAMPIONSHIP MEETS: Bidding for Regional Championship meets opens on June 8, 2011 and closes on July 6, 2011.

DEADLINES: The non-championship meet bids will open May 15, 2011 and close on Tuesday, June 21, 2011. Meet hosts are strongly encouraged to resolve any pool conflicts and/or re-arrange bids so that the CSI calendar best meets the needs of the clubs and athletes. After the bidding closes, the Program Operations Chair will review the bids and resolve any remaining conflicts or address any scheduling concerns.

BEFORE YOU START: Bidders will need the following information so they are prepared to submit a "virtual" bid:

1. FAST administration page password.
2. Officials registered with your club.  Please check FAST- Officials to make sure that a.) your officials are registered for 2011, b.) your officials are listed with the correct certification, and c.) your officials are listed with the correct (your) club.  Any errors or omissions should be reported to Ed Becker, Officials Chair.
3. Letter of Intention from "guest" officials.  If your club will be bidding on a meet and you don't have a referee and starter, you are still required to supply Program Operations will a letter of intention from your guest official. This may be done by the guest official sending a letter of intention to Mike Huffman, Program Operations Chair.

The following information is required:

1. meet classification (sanctioned or approved)

2. meet dates

3. meet location (pool)

4. meet type (invitational, distance, etc.)

5. meet format (timed finals, prelim/finals)

6. age groups

7. time standards

8. time trials

9. pool course

10. closed or open meets

11. awards

12. splash fees (entry fees)

13. officials

Except for changes to the bid submittal process, all other bid policies and procedures apply for both regularly-scheduled meets and championship meets.

Regional Championships: 

• On-line bid submittals are due Wednesday, July 6, 2011.
• Bidding clubs will receive, via email attachment, a list of all bid declarations by Friday July 8, 2011. 
• Please read:
  • Directions for submitting a bid
  • Regional Championship Scheduling Procedures
  • 2011-2012 SC Preliminary Schedule
• I have read the above documents and would like to submit a bid.

Regularly-Scheduled Meets:

• Deadline is Tuesday, June 21, 2011
• Bidding clubs will see all submitted bids in real time on the "Meet Bid Link" on their club administration page in FAST. After bids close, the final bids maybe viewed but not changed.
• Please read:
  • To submit a bid, clubs must login to Connecticut FAST administration page annd click on "Swim Meet Bids"
  • Directions
  • Scheduling Procedures for Regularly Scheduled Meets
  • Qualifier and 8&Under Meet Guidelines Qualifier List of Events
  • 2011-2012 SC Preliminary Schedule is incomplete. It will be updated in the near future.

DIRECTIONS for Regional Championship bids:

1. Please remember there are two separate bid procedures for Regional Championships and regularly-scheduled meets.
2. Read the Scheduling Procedures before submitting a bid.
3. Every field must be completed on the on-line submittal form. 
4. If you would like to change your bid submittal or made an error, please email office@ctswim.org. Please, do not submit another bid until you have contacted the office.
5. The confirmation page is your "receipt".   For your records, print the submittal page and confirmation page for each meet.
6. After printing your confirmation page, you may select the browser back button and re-submit a new bid. Your contact information will be displayed and you will not have to enter it again.

DIRECTIONS for regularly-scheduled (non-championship) meets:

Note about the pools.  Pool information is pre-loaded into FAST. If a pool is missing, please email me and I will load it. After you select the course for your meet, the list of pools will refresh and contain only pools with the specified course.

1. Log into Connecticut FAST  administration page using your club's password.  This is the same password that is used for Online Entries.
2. Click on "Swim Meet Bids"
3. Click on a calendar for the month in which you are bidding. Then select the day. A "New Swim Meet Bid" form will open. You must complete all the fields. If you plan to use officials from another club to round out your officials list, be sure to select that option. When you are done click "Submit New Meet Bid".
4. To View your bid: Click on Details on the Calendar page.
5. To Move your bid: Click on Edit on the Calendar page and change the dates. You will not have to re-enter any details.
6. To Delete your bid: Click on Delete on the Calendar page.
7. You may edit, move, delete and add as many bids as you like until the deadline. After the deadline, you may only view the calendar and bid details.
8. You may View other clubs' bids, but you may not edit, move or delete another clubs' bids.
9. You may select officials from another club, but you must have one officials from your club and you must supply a letter of intent from "guest" officials to Program Operations.
10. After bids close, Program Operations will review the list and look for pool conflicts, etc. You should be available to answer any questions from Program Operations.
11. Bids that are rejected by Program Operations, after the closing date, will display in red as "rejected". Rejections will be due to pool conflicts, requests from bidder to remove a bid, lack of letter of intent from an official, etc.

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Scheduling Procedures for a Regularly-Scheduled Meet

A lottery system will be used if there is more than one club with officials bidding for a particular pool on a particular date. Any club with officials who receives a date by lottery will be ineligible for a second meet by lottery until all clubs with officials have received their first meet. Clubs without officials may also receive pools and dates by lottery; but, if there is a club with officials bidding, that club will be given priority.

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• CSI clubs that wish to host a 2012 SC Regional Championship meet shall be required to declare their intention to sponsor a meet by completing an on-line Declaration of Intention. Clubs will be required to return their declaration by Wednesday, July 6, 2011. Declarations will be submitted on-line at ctswim.org. Declarations will be date and time stamped by the CSI server.

• Clubs who return a Declaration will receive a list of all bidders, no later than Friday, July 8, 2011. Clubs may withdraw their bids no later than Monday, July 11, 2011.

• The Meet Selection Committee will review all the declarations. Program Operations will put forth its recommendation to the CSI Board of Directors for approval. Scheduled bid award date will be Wednesday, July 13, 2011. (The Program Operations Division and the Board of Directors reserve the right to make final Regional Championship awards later than scheduled if necessary.)

• Format: CSI will be conducting four (4) Regional Championship meets on February 24-26, 2012.

• Declarations of Intention for meets must include: 1.) All officials registered with bidding club, 2.) Experience running championship meets, 3.) Club biography outlining club's qualifications for running a championship meet

• Officials: All bidding clubs are required to have a certified Referee, Starter and Stroke & Turn Officials, registered with their club. For clubs unable to meet this requirement for a starter and referee (All bid submittals also must include at least one certified Stroke and Turn Official, registered with the host club, in order to bid.); the requirement can be met by acquiring a letter of intent, sent to CSI Program Operations, demonstrating the commitment of both the starter and referee to work the bid meets. Please send commitment letters to Mike Huffman, Program Operations Chair  not later than Wednesday, July 6, 2011.

• Selection Criteria: If there is more than one club bidding for a particular meet, preference will be given to a club based on the level of certification of officials and number of officials; experience hosting championship meets; qualifications of meet management; and evaluation of the club's bio. The Connecticut Swimming will select meet hosts based on these criteria.

• Host information for the Regional Championship meet announcement will be due in the CSI office by Friday, September 9, 2011. If any club is late, it will be notified and will have 48 hours in which to submit its announcement or the club will be subject to partial forfeiture of its meet sanction fee deposit.

• Meet Acceptance Form and Sanction Deposit will be due in the CSI office by Friday, September 9, 2011.   The Meet Acceptance Form and Sanction Deposit Policy are available online. Sanction deposits of $150 may be paid with Visa or MC or check payable to CT Swimming. Payment information is posted on the Meet Acceptance Form.

Deadline:                              Wednesday, July 6, 2011, 11:59 PM
On-line Submittal:                  I have read the Scheduling Procedures and would like to submit a bid.

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In an effort to better serve CSI clubs and swimmers regarding Age Group Qualifiers for the short course season, the following guidelines are in effect: 

·        All clubs hosting an invitational or championship meet must bid for a 1-day or 2-day Qualifier. 

·        Hosting clubs may bid for any weekend day(s) of their choice; clubs are not limited to a specific weekend of the month. 

·        Qualifier events will be designated for Saturday and Sunday events by CSI Technical Planning, alternating the day events order each month; i.e. all weekends in November will have the same Sat. and Sun. event schedule; December will have a switched event schedule, etc.

·        Host clubs may change the order of the day’s events on their meet announcement, but may not change one day’s events for another. 

·        Those clubs hosting 2-day Qualifier may choose to pull out long-distance events and hold them at a different session/day; i.e. 500 free, 400IM. However, the event(s)  must be counted towards number of events for the weekend total and put in original meet announcement. 

·        Clubs may add events not included in other days’ session; i.e. 1650 and 1000 Free, relays, etc., in original meet announcement. 

·        Qualifiers may be OPEN or CLOSED; OPEN qualifiers must have a CT deadline and an OUT-OF-STATE deadline.

·        All awards must be given to each age group; 9-10. 11-12, 13-14, 15-18, regardless of combining swimmers and events. 

·        CSI Procedures for Cutting Over-Subscribed Meets must be followed. http://www.ctswim.org/ctswim/policies/Cut Protocol.pdf

·        8/U Meets should be scheduled to be run in one session. If the time line exceeds 3.5 hours the meet should be divided into two sessions, one for girls and one for boys.

·        In the event of over- or under-subscription (once the entry deadline has passed and entries are in the meet database), hosts should contact Program Operations to adjust meet sessions or determine any appropriate cancellation.  Ample notification time must be given to participating clubs based on the original meet announcement. 

·        Any club inconvenienced by a session or venue change should be refunded their splash fees. 

·         Entry limits for Qualifiers 4 individual events per day or 8 individual events per weekend.

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