It is each team's responsibility to enter their swimmers entries in their Team Database for the All City Championship Meet.  Please follow the 10 step process below. 

Before proceeding, you should backup your data first.  Follow the instructions on the first half of this document.  If you have not yet imported your team's All City meet results for last season (2009), follow the instructions on the second half of the same document.  Meet results for 2009 can be downloaded here.

IMPORTANT DEADLINES:  The entry file must be emailed to the Meet Entry Coordinator (allcitymeetentries@gmail.com) NO LATER THAN MONDAY, JULY 26th. Hardcopy paper entry forms must be dropped off at the Aquatics Office NO LATER THAN 12 NOON TUESDAY, JULY 27th.

1. Import Standards File
The first file is the time standards file that will allow you to tag swimmers' times with the A/B/C Time Standards when you prepare reports, which allows swimmers to see the division in which their time falls. The file may be different from last year’s standards file, so make sure you download the file for this year. You can view these time standards as a pdf here.  To import this data file into Team Manager, follow these steps:

1a.   Save this file to your hard drive: ACCM10.ST2
(if using Internet Explorer, right-click and select Save Target As ...).
1b.   Open Team Manager and from the top menu go to the Standards --> Import Standards
1c.   Select this file from your hard drive.

2. Import Meet Entry Events File
The second file is the meet entry events file.  The event numbers for regular dual meets cannot be used since we have additional events in the All City meet. To import this file into Team Manager, follow these steps:

2a.   Save this file to your hard drive:
        Meet Events-2010 CNSL All City Championship-30Jul2010-001.zip
2b.   Open Team Manager and from the top menu go to File --> Import --> Meet Events
2c.   Select this file from your hard drive.

3. Verify Meet Data
Please verify that the Meet Entry Events file has correct information for the All City meet

3a.   Open Team Manager and from the top menu go to Meets
3b.   Select the All City meet
3c.   Select Edit from the top menu or double-click on the meet.
3d.   Verify the following:
        - Course: Y
        - Do NOT Allow No Time Entries is checked*
        - Start Date: July 30, 2010
        - End Date: July 31, 2010
        - Age-Up Date: June 1, 2010
        - Use Times Since: June 1, 2010
        - Use Since Date is checked

*The Do NOT Allow No Time Entries option will force entries for the eligible events only with their best times since a swimmer must have swum the desired event legally in either a dual meet or Time Trials.

4. Enter Meet Entries for Individual Events
To enter meet entries for individual events into Team Manager, follow these steps:

4a.   Sort your Meet Entry forms by swimmer Last Name, First Name
4b.   Open Team Manager and from the top menu go to Meets
4c.   Select the All City meet
4d.   Select Entries --> Entries by Name
4e.   Check the box in the Entered column to add entries for each swimmer.  Remember, each swimmer can be entered in a maximum of 2 individual events (and 1 relay).  Also, no swim-ups allowed for All City.

5. Enter Meet Entries for Relay Events
To enter meet entries for relay events into Team Manager, follow these steps:

5a.   Get a copy of the Relay Entry Form (PDF document) 2010RelayEntryForm.pdf from your coach.  The coach should indicate on this form which relays your team will enter and seed times for each relay.  This form may also list the relay swimmers, however, the list of swimmers is not required until the day of the meet. Blank forms will be available at the meet and swimmers' names can always be changed up until the relay is swum.
5b.   Open Team Manager and from the top menu go to Meets
5c.   Select the All City meet
5d.   Select Entries --> Entries by Event
5e.   Click on New Relay to add an "A" relay team.  If you have the list of swimmers, you can enter those too.  You must enter a seed time* (in the Best column).  Remember, each swimmer can be entered in only 1 relay.

*Make sure that you include a seed time with the relays. If your coach has not provided a seed time on the relay entry form, you can calculate a "Custom Seed Time" by adding up the individual times for the relay members who are swimming and enter it as a custom time. You should not use the seed time that the software generates since this is the fastest time that your team has swum during the season, regardless of who the swimmers were. Also, please do not leave relay seed time as NT. We want to properly seed your relays, and there will likely be 2 heats for each relay if all teams enter one relay. 

Remember that you do not have to put the relay swimmers' names in at this time and that you can change relay swimmers up until the meet begins. What is required is that you enter a relay with a seed time so that your space is reserved. We can always scratch relays from the meet, but we do not want to have to deck-enter any relays. Remember that only one relay per event per team is allowed (i.e., only A Relays).

6. Create the Meet Entry Report
After all the swimmers and relays (with a seed time) have been entered, follow these steps to create the Meet Entry Report:

6a.   Open Team Manager and from the top menu go to Meets
6b.   Select the All City meet
6c.   Select Reports --> Entry Report
6d.   Sort by Meet Event Number, and under Event Filters select Individual and Relays
6e.   Select Create Report and save as a pdf.
6f.    Check the entries in this report for accuracy.
6g.   Provide a copy of this report to the person who will be turning in the hardcopies of the Meet Entry Forms to the CNSL at the Aquatic Office.  When you turn in your hardcopy Meet Entry Forms to the Aquatic Office, please include a paper copy of this Meet Entry Report.  The hardcopy entry forms must be dropped off at the Aquatics Office NO LATER THAN 12 NOON TUESDAY, JULY 27th.

7. Export Your Meet Entries and Send to CNSL
After your Meet Entry Report is checked for accuracy, follow these steps to send this info as a file to the CNSL:

7a.   Open Team Manager and from the top menu go to File --> Export --> Meet Entries
7b.   Save the file to your hard drive
7c.   Attached this file and the Meet Entry Report created in the previous step to an email and send to allcitymeetentries@gmail.com. Your meet entries should be emailed to the CNSL no later than Monday July 26, so that they will have time to problem solve and post the entry lists on the website by Thursday. All questions pertaining to the entries should be directed to the CNSL staff (Sue Mangan) at the Outdoor Pools Office.

8. Create Graduating Swimmer Report
Each team should send a list of swimmers who are swimming in their last year, even if they are not participating in the All City. We always include their names in the program. You can create a roster with the Low Age=18 to easily get this list (assuming you have entered all swimmers' birthdates in your database). Any swimmer who turns 18 after June 1 still has one more year of swimming eligibility. Follow these steps to create this report:

8a.  Open Team Manager and from the top menu go to Reports --> Administrative Reports --> Athletes
8b.  Select the tab Athlete Rosters
8c.   For Low Age enter 18
8d.  Select Create Report and save as a pdf.
8e.  Attached this file to an email and send to cnsl@columbiaassociation.com. This report should be emailed to the CNSL no later than Wednesday July 28.

9. Send Email Reminder regarding Relays to your team
Please remind coaches, swimmers, and parents that all relay events, Medley and Free, will be swum at the end of the meet sessions, as stated in the Meet Notices. That is because that many times the same swimmers will be doing the Medley Relay and the IM and there is not enough rest between the events. Since swimmers will only be swimming in one relay, we always run all of them at the end of the meet.

10. After the All City meet
After the All City meet, you should receive a Meet Results file from the CNSL that contains your swimmer's results.  You can also download this file here.  Follow these steps to import this data into your team's database.

10a.  File --> Import --> Meet Results
10b.  Select the All City Meet Results zip file

This will import only results for your team.

Thank you all for all the time you put in for your team!