National Swimming Technical Officials Committee Procedures Booklet. February 2016

National Swimming Technical Officials Committee Procedures Booklet February 2016

Index No. Procedure Issue Date 1 National STO Chair and Committee September 2015 2 Initial Registration, Re-registration and Amending the September 2015 Database 3 Timekeeper Register September 2015 4 Conversion of Timekeeper/Registered Timekeeper to September 2015 Judge 1 5 Initial Registration Judge 1 September 2015 6 Application for Judge 2 September 2015 7 Application for Judge 2S September 2015 8 Application for British Swimming Referee Training December 2015 9 AOE Application and Assessment September 2015 10 Registration of Recorder Exam Application September 2015 11 Notification to Exam Applicants September 2015 12 Exam Venue Arrangements September 2015 13 Preparing Recorder Exam Papers September 2015 14 Recorder Exam Papers Distribution September 2015 15 Recorder Exam Marking Procedure September 2015 16 Recorder Exam Result Notification September 2015 17 Recorders Examination Appeal September 2015 18 STO Award September 2015 19 Scottish Swimming Lapel Badge Issue September 2015 20 Finance September 2015 21 Meet Referee National Events September 2015 22 Meet Referee In Training Programme September 2015 23 Meet Referee Refresher Training Programme September 2015 24 British Swimming Development Programme Referees September 2015 and Starters (Judge 2S) 25 Appointments to ASA, WASA and International Events September 2015 26 Invitations to ASA, WASA and International Officials September 2015

Procedure 1 NATIONAL STO COMMITTEE CHAIR AND COMMITTEE 1. EXPERIENCE NATIONAL STO COMMITTEE CHAIR CANDIDATES 1.1. Must have passed their Referees Examination at least two (2) years prior to the date of application. 1.2. Must have experience of report writing, budgetary control, good communication and management skills and IT. 1.3. Must commit to a two year term, reviewed annually. 2. APPLICATION 2.1. Candidates must apply with the appropriate evidence of experience to the National STO Secretary through their District Convenor. 2.2. Any person holding office, as any of the following, shall not be eligible to be appointed as a Chair of a National Committee: 2.2.1. President of a District 2.2.2. Secretary of a District 2.2.3. Treasurer of a District 2.2.4. President of SASA 2.2.5. Vice Presidents of SASA 2.2.6. Board Director of the Company 2.3. Application must be made by 1 st September. 3. REVIEW 3.1. The list of applicants will be reviewed at the September meeting of the National STO Committee. 3.2. It will be the decision of the National STO Committee to select and invite candidates for interview.

3.3. It will be the decision of the Interview Panel, consisting of a minimum of three members of the National STO Committee, excluding the National STO Committee Chair, to appoint the National STO Committee Chair. 3.4. The Chairperson of the Interview Panel will submit the nomination for National STO Committee Chair to Scottish Swimming by 15 th November. 4. NATIONAL STO COMMITTEE 4.1. The National STO Committee shall consist of the following: 4.1.1. National STO Committee Chair. 4.1.2. One representative from each District, normally the STO Convenor. 4.1.3. Two persons elected, for a two year term, at the STO Annual Seminar. 4.1.4. Co-opted Members, if necessary, subject to approval of the Company Board. 4.1.5. Secretary. All members shall be certificated registered Referees.

Procedure 2 INITIAL REGISTRATION 1. A Swimming Technical Official must be a member of SASA to register through their club. A Swimming Technical Official who holds one or more certificates of competence issued by the SASA can register with the association through online submission by their Club Secretary. 2. The SASA Office will allocate a registration number and enter the applicant s information into the database. 3. The SASA Office will refer membership issues to the National STO Chair. RE-REGISTRATION 4. A Swimming Technical Official must be a member of SASA to register through their club. 5. A Swimming Technical Official who has previously registered with the SASA can re-register with the association by contacting SASA via their Club Secretary with the SASA Office. AMENDING THE DATABASE 6. Amendments to the registration information held in the STO database should be completed through online submission by their Club Secretary.

Procedure 3 TIMEKEEPER REGISTER 1. The District STO Convenor is responsible for the administration of the Timekeeper category of Official. 2. The application form STO 1 will be forwarded to the appropriate District Convenor by an affiliated club requiring an assessment session to be carried out. 3. The District Convenor will arrange for an Area Co-ordinator to be appointed and advise the applying club of the arrangements. 4. On completion of the assessment session the Area Co-ordinator will forward the assessment records to the District Convenor. 5. The District Convenor will enter the Name, Address, Post Code and Telephone number of each Candidate who achieved a pass in the District Timekeeper Register. The register will also have the date on which the assessment was carried out and a unique number for each successful candidate. e.g. 001W12 (Number, District, Year) 6. The District Convenor or Area Co-ordinator will complete a Timekeepers card for each successful candidate and issue the cards to the candidates at the end of the training course. 7. A Timekeeper can apply to become a Judge 1 after completing their Timekeepers assessment or their SASA Timekeepers certificate. This process is detailed in Procedure 4.

Procedure 4 CONVERSION OF TIMEKEEPER TO JUDGE 1 1. A Timekeeper, minimum age 15 years, can apply to become a Judge 1 after completing their Timekeepers Assessment or their SASA Timekeepers Certificate, by submitting a British Swimming Judge Application Form - STO2 to their District STO Convenor accompanied by the appropriate fee. Cheques payable to SASA. 2. On receipt of an application the District Convenor will confirm the information relating to the application is consistent with the District Timekeeper database. 3. The District Convenor will forward the applicant s fee to the SASA Office. The fee will be credited to Account 7203 - STO Examinations. 4. The District Convenor will advise the candidate the name(s) of their Course Leader(s). The Course Leader will arrange the date/time/venue of the course workshops and advise the candidates. 5. The District Convenor will advise the candidate to download the Judge 1 Workbook from the British Swimming website or provide them with a copy of the Judge 1 Workbook. 6. After completion of the course, a final assessment shall be arranged by the District Convenor. 7. The Final Assessment form will be submitted to the National STO Committee Chair who will issue a Judge 1 card, FINA Rules Extract and British Swimming Licence Application Form. 8. The National STO Committee Chair shall e-mail the SASA office to enable the database to be updated. 9. The minimum age for Final Assessment is 16 years.

Procedure 5 INITIAL REGISTRATION JUDGE 1 1. A Swimming Technical Official must be a member of SASA to register through their Club. 2. On receipt of assessment forms the District Convenor will check the form to ensure that the individual is currently a member of SASA and ensure that the assessment form contains all the required information. The District Convenor will then forward the assessment form to the National STO Committee Chair with an email copy to the SASA office. 3. On receipt of the assessment form the SASA Office will check the database to establish if the individual has a membership number. The membership number is then entered on the record form. 4. The SASA Office will send the record form to the National STO Committee Chair who will check the information on the form for compliance and if satisfied issue a Scottish STO Number, if required and a certificate of competence. 5. The National STO Committee Chair will enter the date of issue of the certificate on the record form, send the details by email to the SASA Office and send the form to the respective District Convenor. 6. On receipt of the record form the SASA Office will enter the official s information into the database.

Procedure 6 APPLICATION FOR JUDGE 2 1. A Judge 1, minimum age 16 years, can apply to become a Judge 2, by submitting a British Swimming Judge Application Form - STO2 to their District STO Convenor accompanied by the appropriate fee. Cheques payable to SASA. 2. On receipt of an application the District Convenor will confirm the information relating to the application is consistent with the Judge 1 database. 3. The District Convenor will forward the applicant s fee to the SASA Office. The fee will be credited to Account 7203 - STO Examinations. 4. The District Convenor will advise the candidate the name(s) of their Course Leader(s). The Course Leader will arrange the date/time/venue of the course workshops and advise the candidates. 5. The District Convenor will advise the candidate to download the Judge 2 Workbook from the British Swimming website or provide them with a copy of the Judge 2 Workbook. 6. After completion of the course and hours of experience as stated in SASA STO regulation STO 3.2.3, a final assessment shall be arranged by the District Convenor. 7. The final assessment form will be submitted to the National STO Committee Chair who will issue a Judge 2 Card. 8. The National STO Committee Chair shall e-mail the SASA office to enable the database to be updated.

Procedure 7 APPLICATION FOR JUDGE 2S 1. A Judge 2 who has completed the required post qualification experience as stated in SASA STO regulation STO 3.2.4 can apply to become a Judge 2S, by submitting a British Swimming Judge Application Form - STO2 to their District STO Convenor accompanied by the appropriate fee. Cheques payable to SASA. 2. On receipt of an application the District Convenor will confirm the information relating to the application is consistent with the Judge 2 database. 3. The District Convenor will forward the applicant s fee to the SASA Office. The fee will be credited to Account 7203 - STO Examinations. 4. The District Convenor will advise the candidate the name(s) of their Course Leader(s). The Course Leader will arrange the date/time/venue of the course workshops and advise the candidates. 5. The District Convenor will advise the candidate to download the Judge 2S Workbook from the British Swimming website or provide them with a copy of the Judge 2S Workbook. 6. After completion of the Course, a final assessment shall be arranged by the District Convenor. 7. The final assessment form will be submitted to the National STO Committee Chair who will issue a Judge 2S Card. 8. The National STO Committee Chair shall e-mail the SASA office to enable the database to be updated.

Procedure 8 APPLICATION FOR BRITISH SWIMMING REFEREE TRAINING 1. The Candidate must apply on the appropriate form to the BS Administrator who will check the database for the following: - 1.1 Applicant is a current registered official. 1.2 Applicant must be minimum 19 years (20 years at date of Exam). 1.3 Applicant has sat and passed the Recorders Exam prior to submitting their application form to British Swimming. 1.4 Applicant is a qualified Judge 2S and has completed a minimum of 50 hours across all levels of officiating since the date of qualification. 1.5 Applicant must obtain the approval of their district STO Convenor before applying and provide them with evidence of the 50+ signed hours. 1.6 The applicant must enclose the relevant fee (cheque payable to British Swimming Ltd). 1.7 Application document to be sent to the Swimming officials coordinator by the 31 st December of the year prior to the training period commencing. 2. The training period is based on a maximum 2 year training cycle. For full criteria and supplementary notes please find the descriptor: http://www.swimming.org/britishswimming/swimming/organising-officials-training/ 3. If checks in 1. are satisfactory, the BS Administrator will issue a set of Referee Notes to the Candidate(s) and arrange for a Course Leader to be appointed. 4. The Course Leader will organise workshops with the Candidate(s). 5. The Course Leader will arrange for suitably willing registered Referees to undertake the supervision of the training of the Candidate as per the notes on the reverse of the poolside duties. 6. On satisfactorily completion of the Record of Poolside Duties Form and the referee training the Candidate will sit the referee examination in November of the year of training. 7. On successful completion of the examination the Candidate will undertake a Final Assessment which will be arranged by the Course Leader. This final assessment must be taken within six months of successful completion of the referee s examination. 8. The Final Assessment Form will be submitted to the National STO Committee Chair who will issue a Referee Certificate and Card. 9. The National STO Committee Chair shall e-mail the SASA office to enable the database to be updated.

Procedure 9 AOE APPLICATION AND ASSESSMENT 1. On receipt of a completed AOE Application Form STO 3, the District Convenor will check the following: 1.1 Applicant is at least a Timekeeper and has completed the District Record of Timekeeping form. 1.2 Application is accompanied with the appropriate fee. 1.3 The amount shall be determined at the STO Annual Seminar. 2. Unless condition 1. is satisfied, application MUST be rejected. 3. If checks in 1. are satisfactory, District Convenor will allocate a Grade 1 AOE Assessor to train the Candidate. 4. The District Convenor shall at the next STO meeting inform the National STO Committee Chair that training has commenced. 5. On completion of training the District STO Convenor shall arrange for an AOE Assessment Form STO 4 to be sent to the Testing Assessor to carry out the assessment. 6. On completion of the assessment the Testing Assessor and the Candidate will sign the form and send them to the District STO Convenor. 7. On completion of the assessment the District STO Convenor shall send the completed form to the National STO Committee Chair. 8. The National STO Committee Chair on receipt of the completed form shall issue an appropriate level AOE Card to the Candidate. 9. The National STO Committee Chair shall complete form and send it to the SASA Office to enable the database to be updated.

Procedure 10 REGISTRATION OF RECORDER EXAM APPLICATION 1. On receipt of a completed recorder exam application form STO 5, the District Convenor will check the following: 1.1 Applicant is current registered official. 1.2 Applicant is at least a Timekeeper and has completed the District Record of Timekeeping form. 1.3 Application is accompanied by entry fee. 2. Unless condition 1. is satisfied, application MUST be rejected. 3. If checks in 1. are satisfactory, District Convenor will allocate a unique exam number to each Candidate as follows. XXX/ X/ XX District Exam Year Number Month (see below) District Numbers Exam Month West 001-199 May M North 200-399 November - N East 400-599 Midland 600-799 For example: 001/M/12 4. On receipt of all forms the District Convenor will list the Candidates on pro forma STO 7 for Recorder and hold for adding information on Pass/Fail/DNS following declaration of results. 5. On receipt of all forms the District Convenor will list the Candidates on pro forma STO 6 for Recorder and send the appropriate list to the nominated First Marker to arrive no later than the Saturday before the exams are held. 6. District STO Convenors shall notify the National STO Committee Chair of exam invigilator(s), their addresses and respective Candidates for Recorder no later than two weeks prior to the date of the examination.

Procedure 11 NOTIFICATION TO EXAM APPLICANTS 1. Once an application has been accepted and registered in accordance with Procedure 12. The District Convenor will send the applicant the following: 1.1 Notification of exam number. 1.2 Information on venue and timing of exam. 1.3 Exam briefing notes. 1.4 Copy of Procedure 12 - exam venue arrangements. 1.5 Information on workshops/briefing session that the Candidate should attend.

Procedure 12 EXAM VENUE ARRANGEMENTS 1. District Convenor appoints Invigilator(s). 2. Invigilators/District Convenor arranges venue and time. The venue MUST be suitable to allow "classroom" layout - i.e. each Candidate sitting apart. 3. Invigilator checks Candidates and their exam number. 4. Invigilator advises Candidates as follows: 4.1 Put exam number on each page. 4.2 Use a pen (black or blue ink) - NOT pencil. 4.3 No briefing notes or other written/printed information can be used. 4.4 Correction fluid must not be used. 4.5 Use only the exam paper (i.e. use back of question sheet if necessary). 4.6 Error line through it. 5. Invigilator opens sealed envelope and distributes papers. 6. Candidates will be given 15 minutes prior to the start of the exam to put exam number on each page and read through paper. 7. Thereafter, Candidates will be given 2 hours to complete the exam. 8. Invigilator indicates start of exam. 9. Invigilator advises Candidates time lapse at intervals. 10. Invigilator collects papers at completion of exam(s), staples each paper and puts all papers (including those not used) in envelope(s) provided. 11. Invigilator sends exam papers to appropriate First Marker, by recorded post, the next day. 12. Invigilators should send their expenses claim form to the District Convenor as soon as possible.

Procedure 13 PREPARING RECORDER EXAM PAPERS 1. At the June/December Committee Meeting, the National STO Committee Chair will bring forward proposals for appointment of the First and Second Markers for the November/May examinations for endorsement. 2. The First Marker will prepare a draft paper, including answers (two parts - Part A - 40 marks; Part B - 60 marks) and send the draft to the appointed Second Marker. 3. The Second Marker will review the paper and answers, then either endorse the paper or suggest amendments and return the paper to the First Marker. 4. The First Marker will revise the paper as necessary and send the paper/revised paper including answers to the National STO Committee Chair no later than two weeks before the September/April Committee Meeting. 5. The First Marker will arrange for the papers to be copied and bring the copies to the September/April Committee Meetings. 6. The First Marker will distribute copies to all those attending the September/April Committee Meeting for discussion and endorsement. 7. Following discussion and endorsement all copies of the papers will be returned to the National STO Committee Chair who will arrange for master papers to be prepared for the November/May examinations.

Procedure 14 RECORDER EXAM PAPERS DISTRIBUTION 1. The National STO Committee Chair will arrange for the number of copies of each exam paper to be produced. 2. The National STO Committee Chair will arrange for envelopes, addressed to First Markers, to be available for sending to Invigilators. 3. The National STO Committee Chair will arrange for the Exam Papers for each venue to be placed in envelope(s) and sealed. 4. The National STO Committee Chair will arrange for each Invigilator to receive by "Recorded Delivery" the following: 4.1 The required number of Exam Papers in a sealed envelope. 4.2 A copy of STO Procedure 12. 4.3 The number of individuals sitting the exam and their exam numbers. 4.4 An envelope (more than one if required) addressed to the First Marker. 4.5 Covering letter from the National STO Committee Chair.

Procedure 15 FIRST MARKER RECORDER EXAM MARKING PROCEDURE 1. On receipt of exam papers the marker will check the papers received with list provided by appropriate District Convenor. 2. The marker will insert "did not sit" in the remarks column of the appropriate STO 6 forms (received from the District Convenors) and destroy all unused papers. 3. The marker will complete marking the papers and record marks attained on the appropriate STO 6 forms received from the District Convenors. 4. The marker will send the papers and the completed STO 6 form(s) to the Second Marker by recorded post, normally within two weeks from initial receipt of the exam papers. SECOND MARKER 5. On receipt of exam papers the marker will check the papers received with those listed on appropriate STO 6 form(s). 6. Marker will complete marking the papers and record the marks attained on the appropriate STO 6 form and declare the result by taking the higher of the two markings. 7. The marker will arrange for copies of the appropriate STO 6 form(s) to be sent to each District Convenor and the National STO Committee Chair prior to the review meeting. 8. The marker will bring the exam papers and markings to the review meeting and present/discuss the markings (as appropriate).

Procedure 16 RECORDER EXAM RESULT NOTIFICATION DISTRICT CONVENOR 1. Each District Convenor will notify Candidates who achieved pass marks by completing STO 8 and sending it to the Candidate along with a Record of Pondside Duty Form - STO10 with the Candidates name, registration number and exam number, sections completed. The District Convenor will authorise the form by signing the top right hand side. 2. Each District Convenor will notify Candidates who failed to achieve pass marks by completing STO 9 and sending it to the Candidates. 3. The District Convenor will complete the STO 7 pro forma (prepared as part of Procedure 10) who passed the exam and send to the SASA Office to enable the database to be updated. NATIONAL STO COMMITTEE CHAIR 4. The National STO Committee Chair will send out a Recorders Card on completion of a Record of Pondside Duty Form - STO10. 5. The National STO Committee Chair will advise the SASA Office to enable the database to be updated.

Procedure 17 RECORDERS EXAMINATION APPEAL A Candidate has the right to appeal his/her examination result to the National STO Committee Chair. 1. The appeal must be lodged within 28 days of the examination result being declared. 2. The Candidate must detail the grounds on which the appeal is based. 3. The decision of the National STO Committee will be final. The Candidate will be notified by the National STO Committee Chair on the outcome of the appeal no later than 28 days after the next available STO Meeting following the receipt of the appeal.

Procedure 18 STO AWARD 1. Awards are presented annually, normally at the STO Seminar, to Officials in recognition of dedicated service as a Swimming Technical Official. 2. Nominations will be presented by the District Convenors at the STO Committee's June meeting for endorsement. 3. An official being nominated for award should satisfy the following criteria. 3.1 Be a current Registered Technical Official. 3.2 Have been a Registered Technical Official of the SASA for at least 8 years. 3.3 Have officiated at Club and District levels of competition regularly throughout. 4. Following endorsement at the STO Committee's June meeting the SASA Office will arrange to obtain the required number of award plaques inscribed: STO Award Year (Year of Award) A N Other (Preferred First Name and Surname) 5. One month in advance of the STO Seminar the Seminar Organiser or the National STO Committee Chair will check with the SASA Office that award plaques have been ordered. 6. The SASA Office will make the necessary arrangements to have the award plaques available at the STO seminar. 7. STO awards would not normally be awarded to an STO on more than one occasion. The STO award may be awarded to an STO on more than one occasion in exceptional circumstances. Subsequent awards must be endorsed by the STO Committee.

Procedure 19 SCOTTISH SWIMMING LAPEL BADGE ISSUE 1. Any SASA Swimming Technical Official nominated to represent the association at an International event will be provided with a supply of small SASA lapel badges. 2. The National STO Chair will hold a supply of small SASA lapel badges. 3. The official will apply to the National STO Chair for the badges in writing stating the event venue and dates. 4. The National STO Chair on receipt of a request will send 10 small SASA lapel badges to the Official (normally no later than 7 days before the event). 5. The National STO chair will debit any costs incurred for the badges and postage and packaging to STO Committee Account 7200.

Procedure 20 FINANCE 1. EXPENDITURE 1.1 Expense claims must be made by completing a SASA expenditure report and submitting it along with receipts as appropriate after endorsement by the National STO Committee Chair to the SASA Office. Online submission is available via the Scottish Swimming website. 1.2 The appropriate STO Committee account number must be quoted on the expenditure report. The SASA Office on receipt of the expenditure report will check, as appropriate, the information and pay the expenditure into the individual s bank account as registered with SASA. 2. INCOME 2.1 Income must be recorded by completing a SASA income report and submitting it, on a monthly basis, along with cheques/po s to the SASA Office with a copy being sent to the National STO Committee Chair. 2.2 The appropriate STO Committee account number must be quoted on the income report. 2.3 The SASA Office on receipt of the income report will check the information and accompanying cheques/po s and sign and date the report. 2.4 The SASA Office will return a copy of the signed and dated report to sender. (This will be the sender's receipt for monies submitted). 3. STO ACCOUNTS a) 7200 STO Committee b) 7203 STO Examinations c) 7201 STO Development

Procedure 21 MEET REFEREE - NATIONAL EVENTS 1. APPLICATION 1.1 Prior to the September STO Committee Meeting the National STO Committee Chair will contact those individuals who are qualified to act as Meet Referee to ascertain their availability for Nationals Events for the following competition year 1.2 The National STO Committee Chair will draw up a list of those individuals who have confirmed their availability to be reviewed by the STO Committee at the September STO Committee Meeting. 1.3 Availability must be confirmed to the National STO Committee Chair two weeks prior to the September STO Committee Meeting. 2. REVIEW 2.1 The list of Meet Referees will be reviewed at the September STO Committee Meetings and a Meet Referee will be selected by the STO Committee for appointment to each National Event. 2.2 The National STO Committee Chair will advise the selected Meet Referee by email or letter and request written confirmation of acceptance of the appointment. 2.3 The National STO Committee Chair will advise the National Championships Meet Convenor and Meet Director which Meet Referee has been appointed to each National Event. 2.4 The STO Committee Chair will set criteria for the selection and appointment of Technical Officials for National Events (where appropriate).

3. DUTIES & RESPONSIBILITIES Meet Referee - Prior to the Meet The Meet Referee will be a member of the organising committee to provide technical expertise in relation to FINA rules, Scottish Swimming Regulations, Meet rules, session timings, etc. The Meet Referee must ensure: 1. All requests of the Organising Committee and STO Committee are considered in relation to the appointment of officials. 2. Procedures agreed by the Organising Committee are implemented. 3. Adequate and agreed backup measures will be in place in the event of breakdown of the AOE. 4. Communication and liaison exists between all areas Officials, AOE, Recorders, Announcers, etc. 5. Arrange pool and equipment inspection, electronic timing equipment (pads, starter, etc), blocks, lane ropes, backstroke flags, backstroke ledges, false start rope(s), official s seating, etc. Meet Referee During the Meet The Meet Referee s duties are:- 1. To attend all briefing sessions and information meetings for Coaches and Team Managers:- To make them aware of any relevant technical matters. To answer any technical questions they ask. To make himself/herself known to them. 2. Hold daily, at least, briefing sessions for all Officials:- To introduce Referees and other lead officials. To make them aware of their duties and what is expected of them. To update them on any special features. To make himself/herself known to them and to answer their queries. 3. Ensure all appointed Referees and Starters are present and if not appoint deputies. 4. Obtain session feedback from Referees for the Meet Licence. 5. Ensure that Officials carry out their duties effectively and efficiently and deal with matters of discipline inappropriate behaviour etc. 6. Liaise with the National Championships Meet Convenor and be constantly in communication they must work together as a team. 7. Provide technical advice to the Jury of Appeal, if required.

The Meet Referee has no jurisdiction over the Session Referees regarding technical matters of the events in the water. The Session Referees are responsible for:- Ensuring that events are swum fairly. Ensuring a valid result is obtained and that all swimmers receive a valid time. Dealing with possible infringement reports. The Meet Referee can only observe and advise. He/she can offer assistance and should do so when asked, however, he/she must ensure that there is consistency of policy when different Session Referees are being used. Meet Referee After the Meet The Meet Referee s duties are:- 1. Attend debriefing to review all aspects of the Meet lessons learnt updates. 2. Complete the Meet Licence and check and sign copies of the results. 3. Produce a report for the National Championships Meet Convenor, which should include recommendations, positions held by officials, disqualifications list. 4. Report to the Organising Committee as required. 5. Arrange a debrief meeting with any Meet Referees in the Training or Refresher Programme who have been allocated to the event and ensure that feedback is provided on his/her performance and/or suitability to the National STO Committee Chair.

Procedure 22 MEET REFEREE - IN TRAINING PROGRAMME 1. EXPERIENCE CANDIDATES 1.1 Must have passed their Referees Examination at least two (2) years prior to the date of application. 1.2 Must have attended, during this period, at least (8) District Events - Age Groups, Sprints, Open Championships. 1.3 Must have attended, during this period, at least four (4) Scottish National Events Scottish National Open Short Course Championships, Scottish National Masters Championships, Scottish Schools, Scottish National Age Group Championships or Scottish National Open Championships. 1.4 Must have attended at least the majority of the sessions of these Scottish National Events. 1.5 Must commit to attending three National Meets over two consecutive years to complete the Training Programme. 2. APPLICATION 2.1 Candidates must apply with the appropriate evidence of experience, Institute of Swimming Log Book and/or CV to the National STO Committee Chair through their District Convenor. 2.2 Application must be made by 1 st September. 3. SELECTION 3.1 The list of applicants will be reviewed annually at the September Meeting of the STO Committee. 3.2 It will be the decision of the STO Committee to interview, select and appoint suitable candidates to the Meet Referee - In Training Programme. The National Championships Meet Convenor should also be involved in this process.

MEET REFEREE - IN TRAINING PROGRAMME Reference 1. Scottish National Championships Main Functions and Duties Meet 1 Meet 2 Meet 3 Prior to the Meet The Meet Referee will attend the Organising Committee Meeting to provide technical expertise in relation to FINA Rules, Scottish Swimming Regulations, Meet Rules, session timings, etc. The Meet Referee must ensure that all requests of the Organising Committee and STO Committee are considered in relation to the appointment of officials, procedures agreed by the Organising Committee are implemented, adequate and agreed backup measures will be in place in the event of breakdown of the AOE, all aspects of Officials needs are met or considered changing facilities, meals, drinks, breaks, expenses, etc. The Meet Referee must ensure communication and liaison exists between all areas Officials, AOE, Recorders, Announcers, arrange pool and equipment inspection, electronic timing equipment (pads, starter, etc), blocks, lane ropes, back stroke flags, false start rope(s), official s seating. The Meet Referee must prepare the Officials Meet Information. The Meet Referee must appoint the Referees and Starters for each session. Lead Meet Referee Supported By Meet Referee - In Training Lead Meet Referee - In Training Supported By Meet Referee Lead Meet Referee - In Training Supported By Meet Referee During the Meet The Meet Referee must attend all briefing sessions and information meetings for Coaches and Team Managers to make them aware of any relevant technical matters and answer any technical questions they ask and make himself/herself known to them. Hold daily briefing sessions for all officials, introduce Referees and Starters, make them aware of their duties and what is expected of them, update them on any special features, and make himself/herself known to them and to answer any questions. Ensure all appointed Referees and Starters are present and if not appoint deputies. Obtain session feedback from Referees for the Meet License. Liaise with the National Meets Convenor. Provide technical advice to the Jury of Appeal, if required. Lead Meet Referee Supported By Meet Referee - In Training Lead Meet Referee Supported By Meet Referee - In Training Lead Meet Referee - In Training Supported By Meet Referee After the Meet The Meet Referee must attend debriefing to review all aspects of the meet and lessons learned, complete the Meet License and sign copies of the results. Produce a report for the National Meets Convenor. Lead Meet Referee Supported By Meet Referee - In Training Lead Meet Referee - In Training Supported By Meet Referee Lead Meet Referee - In Training Supported By Meet Referee

Procedure 23 MEET REFEREE - REFRESHER TRAINING PROGRAMME 1. EXPERIENCE CANDIDATES 1.1 Meet Referees who have not acted in that capacity for at least 4 years should apply to be considered for Refresher Training. 1.2 Meet Referees who have not acted in that capacity for over 6 years should apply to be considered for the Meet Referee In Training Programme as outlined in Procedure 22. 1.2 Must have attended, during this period, at least (8) District Events - Age Groups, Sprints, Open Championships. 1.3 Must have attended, during this period, at least four (4) Scottish National Events Scottish National Open Short Course Championships, Scottish National Masters Championships, Scottish Schools, Scottish National Age Group Championships or Scottish National Open Championships. 1.4 Must have attended at least the majority of the sessions of these Scottish National Events. 1.5 Must commit to attending two National Meets over two consecutive years to complete the Refresher Training Programme. 2. EXPERIENCE 2.1 Candidates must apply with the appropriate evidence of experience, Institute of Swimming Log Book and/or CV to the National STO Committee Chair through their District Convenor. 2.2 Application must be made by 1 st September.

3. REVIEW 3.1 The list of applicants will be reviewed annually at the September Meeting of the STO Committee. 3.2 It will be the decision of the STO Committee to interview, select and appoint suitable candidates to the Meet Referee Refresher Training Programme. The National Championships Meet Convenor should also be involved in this process.

MEET REFEREE - REFRESHER TRAINING PROGRAMME Reference 2. Scottish National Championships Main Functions and Duties Meet 1 Meet 2 Prior to the Meet The Meet Referee will attend the Organising Committee Meeting to provide technical expertise in relation to FINA Rules, Scottish Swimming Regulations, Meet Rules, session timings, etc. The Meet Referee must ensure that all requests of the Organising Committee and STO Committee are considered in relation to the appointment of officials, procedures agreed by the Organising Committee are implemented, adequate and agreed backup measures will be in place in the event of breakdown of the AOE, all aspects of Officials needs are met or considered changing facilities, meals, drinks, breaks, expenses, etc. The Meet Referee must ensure communication and liaison exists between all areas Officials, AOE, Recorders, Announcers, arrange pool and equipment inspection, electronic timing equipment (pads, starter, etc), blocks, lane ropes, back stroke flags, false start rope(s), official s seating. The Meet Referee must prepare the Officials Meet Information. The Meet Referee must appoint the Referees and Starters for each session. Lead Meet Referee Supported By Meet Referee - Refresher Lead Meet Referee Refresher Supported By Meet Referee During the Meet The Meet Referee must attend all briefing sessions and information meetings for Coaches and Team Managers to make them aware of any relevant technical matters and answer any technical questions they ask and make himself/herself known to them. Hold daily briefing sessions for all officials, introduce Referees and Starters, make them aware of their duties and what is expected of them, update them on any special features, and make himself/herself known to them and to answer any questions. Ensure all appointed Referees and Starters are present and if not appoint deputies. Obtain session feedback from Referees for the Meet License. Liaise with the National Meets Convenor. Provide technical advice to the Jury of Appeal, if required. After the Meet The Meet Referee must attend debriefing to review all aspects of the meet and lessons learned, complete the Meet License and sign copies of the results. Produce a report for the National Meets Convenor. Lead Meet Referee Supported By Meet Referee - Refresher Lead Meet Referee Supported By Meet Referee - Refresher Lead Meet Referee Refresher Supported By Meet Referee Lead Meet Referee Refresher Supported By Meet Referee

1. EXPERIENCE CANDIDATES Procedure 24 BRITISH SWIMMING DEVELOPMENT - REFEREES AND STARTERS (JUDGE 2S) 1.1 Must have passed their Referees Examination or Starters Examination or Judge 2S Final Assessment at least two (2) years prior to the date of application. 1.2 Must have attended, during this period, at least (8) District Events - Age Groups, Sprints, Open Championships.. 1.3 Must have attended, during this period, at least four (4) Scottish National Events Scottish National Open Short Course Championships, Scottish National Masters Championships, Scottish Schools, Scottish National Age Group Championships or Scottish National Open Championships. 1.4 Must have attended at least the majority of the sessions of these Scottish National events. 2. APPLICATION 2.1 Candidates must apply with the appropriate evidence of experience, Institute of Swimming Log Book and/or CV to the National STO Committee Chair through their District Convenor. 2.2 Application must be made by 1 st September. 3. SELECTION 3.1 The list of applicants will be reviewed annually at the September Meeting of the STO Committee. 3.2 It will be the decision of the STO Committee to interview and select suitable Candidates to be submitted to British Swimming by 1 st December for consideration.

Procedure 25 APPOINTMENTS TO ASA, WASA AND INTERNATIONAL EVENTS 1.1 The National STO Committee Chair will provide details to the National STO Committee of any Events where SASA have been invited to send an Exchange Official. This shall include the event, dates, venue and closing date for applications. 1.2 The STO Convenors will circulate the details to Technical Officials in their District who meet the selection criteria; minimum qualification Judge 2, at least two years experience and must attend all sessions. 1.3 The STO Convenors shall forward to the National STO Committee Chair the name of any Technical Official who has expressed an interest in the Exchange Visit. 1.4 Depending on the closing date for applications, the National STO Committee Chair will either bring the list of names to the next available STO Committee Meeting or email the list of names to the STO Committee. 1.5 The STO Committee will select a suitable Technical Official for the Exchange Visit and the National STO Committee Chair will advise ASA or WASA as appropriate.

Procedure 26 INVITATIONS TO ASA, WASA AND INTERNATIONAL OFFICIALS 1.1 The National STO Committee Chair will invite officials from ASA and WASA to attend SASA National Events. 1.2 The National STO Committee Chair will advise ASA and WASA Representatives the event, dates, venue and closing date for applications. 1.3 The National STO Committee Chair will forward the details of any Exchange Officials to the STO Manager for the National Event and he/she will send an Invitation pro forma to the Exchange Official for completion. 1.4 The STO Manager will provide the SASA Office with the full details of the ASA or WASA Exchange Official and ensure that their accommodation requirements are confirmed. 1.5 During the Event the Meet Referee and/or STO Manager will ensure that the ASA and/or WASA Exchange Official is welcomed and introduced to the event Technical Officials and, where possible, organise transport to and from the venue for the Exchange Official.

Forms Index No. Form Issue Date STO 1 Timekeeper Workshop Application Form February 2016 STO 2 British Swimming Judge Application Form February 2016 STO 3 AOE Application Form February 2016 STO 4 AOE Assessment Form February 2016 STO 5 Recorder Exam Application Form February 2016 STO 6 Examinations - Recorder February 2016 STO 7 Examinations Candidates/Results - Recorder February 2016 STO 8 Notification of Exam Results Pass February 2016 STO 9 Notification of Exam Results - Fail February 2016 STO 10 Pondside Duty Form - Recorder February 2016 STO 11 Referee Certification February 2016 Appendix Index No. Title 1 Officials Expenses at National Events September 2015 The latest version of British Swimming Forms and Workbooks can be downloaded at: Qualifications http://www.swimming.org/britishswimming/swimming/organisingofficials-training/qualifications-available-for-officials/1288/ Licensing http://www.swimming.org/britishswimming/swimming/licencing-officials/ General Enquiries British Swimming Officials Co-ordinator helen.akers@swimming.org

Club Name: Timekeeper Workshop Application Form Candidates (minimum age14 years maximum 10 per session) Date of Application: / / 1 2 3 4 5 6 7 8 9 10 Forename Surname Address Post Code Telephone Number CLUB CONTACT SASA Membership No. Completed form and 25 fee (cheques made payable to SASA) to be sent to your District Convenor: East Alistair Shields 18 Chalybeate, Haddington, East Lothian EH41 4NX 01620 825319 sasaeastdistrictsto@gmail.com Midland Neil Valentine 78 Lour Road, Forfar, Angus, DD8 2AZ 01307 463427 Midlandsto@aol.com North Eleanore Ferguson Lochton Cottage, Slug Road, Durris, Banchory. AB31 6DD 01330 844624 ellie_190@hotmail.co.uk West Carole McDonald 6 Balrossie Drive, Kilmalcolm, Renfrewshire, PA13 4SU 01505 873815 stoconvenor@scotswimwest.co.uk OFFICE USE ONLY Received by Convenor Reply sent to Club Assessment Assessment carried out by Assessment Record Receipt by Dist Convenor Certificates Issued District Record Updated Date Date Date Date Date Date STO 1 February 2016

British Swimming Judge Application Form Anyone wishing to undertake training must be a Member of SASA and Registered as a Technical Official Judge Office use only Assess. No: / Judge 1 Judge 2 Judge 2/S (Tick box applicable) First Name: Surname: Address Post Code: Club: Tel: Email: STO Reg. No/ Club Timekeeper No: INFORMATION EXTRACTED FROM SASA REGULATIONS 1. An applicant for the Judge 1 certificate must be a certificated Timekeeper/SASA Registered Timekeeper. 2. An applicant for the Judge 2 certificate must be a certificated Judge 1. 3. An applicant for the Judge 2/S certificate must be a certificated Judge 2. This form, together with the examination fee remittance of 8.00 (payable to S.A.S.A.), to be sent to your appropriate District STO Convenor. Assessment Workbooks, time and place of the appropriate workshops, will be sent to you by the District Convenor on receipt of your application. Alistair Shields 18 Chalybeate Haddington East Lothian EH41 4NX Tel: 01620 825319 sasaeastdistrictsto@gmail.com District Convenors East Midland North West Neil Valentine Helen Guy 78 Lour Road 11 Druid Temple Way Forfar Inverness Angus IV2 6UQ DD8 2AZ Tel: Tel: 01307 463427 NDSTO.Committee@outlook Midlandsto@aol.com.com Carole McDonald 6 Balrossie Drive Kilmalcolm Renfrewshire PA13 4SU Tel: 01505 873815 stoconvenor@scotswimwest.co. uk STO2 February 2016

AOE Application Form Anyone wishing to undertake training must be a Member of SASA and Registered as a Technical Official AOE Office use only GRADE 1 GRADE 2 GRADE 3 ARES Tick box(s) applicable First Name: Surname: Address Tel: Post Code: Email: STO Reg No: AOE Grades Grade 1 Grade 2 Grade 3 INFORMATION EXTRACTED FROM SASA REGULATIONS An applicant for an AOE Assessment must be a certificated Timekeeper. An individual who is capable of establishing and operating AOE equipment in its full range of attributes and who is further able to carry out repairs to the equipment to maintain its operating integrity. An individual capable of establishing a fully operational AOE system from the integration of its various component parts and is further capable of operating such equipment to obtain the time and/or place of the competing swimmers. An individual who is capable of operating AOE equipment, which is already in place to obtain the time and/or place of the competing swimmers. This form together with the examination fee remittance of 8.00 (payable to SASA) to be sent to your appropriate District STO Convenor. Assessment Briefing Notes will be sent to you by the District Convenor on receipt of your application and you will be advised of your training details. Alistair Shields 18 Chalybeate Haddington East Lothian EH41 4NX Tel: 01620 825319 sasaeastdistrictsto@gmail.com District Convenors East Midland North West Neil Valentine Kevin Paterson 78 Lour Road 474 Lee Crescent North Forfar Bridge of Don Angus AB22 8GJ DD8 2AZ Tel: 01224 706404 Tel: 01307 463427 northsto@gmail.com Midlandsto@aol.com Carole McDonald 6 Balrossie Drive Kilmalcolm Renfrewshire PA13 4SU Tel: 01505 873815 stoconvenor@scotswimwest.co. uk STO 3 September 2015

AOE FINAL ASSESSMENT Candidate s Name: SASA No: Address : Club: STO No: Assessment Date: Venue: Assessor: Assessors Comments Switch on Equipment and Set Up Create Database File Initial Systems Checks Check Start System Check Speakers Audible Enter Session Events Manual Enter Session Events - Disk

Start of Race Monitor System during Race Obtain Placing and/or Times at Finish Adjust where required by Referee False Start Insert Times and Start Maintain Scoreboard Results Switch Off Assessors Overall comments Recommendation PASS / FAIL Form received Submitted to National STO Committee, Chair OFFICE USE ONLY Certificate Date Computer Record updated Copy sent to District Convenor Date Date Date Date Date Sign Sign Sign Sign Sign STO 4 September 2015

Recorder Exam Application Form 2016 Anyone wishing to sit an examination must be a Member of SASA and Registered as a Technical Official Office use only Exam No: /16 RECORDER EXAMINATION First Name: Surname: Address Tel: Post Code: SASA Membership No. Email: STO Reg No: INFORMATION EXTRACTED FROM SASA REGULATIONS 1. An applicant for the RECORDER certificate must be a Timekeeper or SASA Timekeeper. This form together with the examination fee remittance of 8.00 (payable to S.A.S.A.) to be sent to your appropriate District STO Convenor to arrive no later than: - 1 st March - Examination date 14 th May 2016 1 st September - Examination date 5 th Nov 2016 Examination Briefing Notes, time and place of the appropriate workshops and the examination, will be sent to you by the District Convenor on receipt of your application. Alistair Shields 18 Chalybeate Haddington East Lothian EH41 4NX Tel: 01620 825319 sasaeastdistrictsto@gmail.com District Convenors East Midland North West Neil Valentine Kevin Paterson 78 Lour Road 474 Lee Crescent North Forfar Bridge of Don Angus AB22 8GJ DD8 2AZ Tel: 01224 706404 Tel: 01307 463427 northsto@gmail.com Midlandsto@aol.com Carole McDonald 6 Balrossie Drive Kilmalcolm Renfrewshire PA13 4SU Tel: 01505 873815 stoconvenor@scotswimwest.co. uk STO 5 February 2016

EXAMINATIONS (YEAR TO BE INSERTED) RECORDER 1 st Marker 2 nd Marker EXAM NUMBER First Marking Second Marking % RESULT REMARKS PART A PART B PART A PART B PART A PART B STO 6 February 2016

EXAMINATIONS (YEAR TO BE INSERTED) CANDIDATES/RESULTS RECORDER NUMBER NAME REGISTRATION NO. RESULT PASS FAIL DNS PASS FAIL DNS PASS FAIL DNS PASS FAIL DNS PASS FAIL DNS PASS FAIL DNS PASS FAIL DNS PASS FAIL DNS PASS FAIL DNS PASS FAIL DNS PASS FAIL DNS PASS FAIL DNS PASS FAIL DNS PASS FAIL DNS PASS FAIL DNS PASS FAIL DNS From: OFFICIAL USE ONLY Date: Form Received Computer Record Updated Copy Sent To District Convenor Signature: Date Initials Date Initials Date Initials STO 7 February 2016

Notification of Examination Results Exam Number Congratulations on achieving a pass mark in the following examination. RECORDER Result Part A Part B Mark % Mark % You are now required to undertake a period of probationary service by attending a number of galas or gala sessions. The number and the duties you require to carry out to the satisfaction of the Referee are detailed on the enclosed Record of Pondside Duties. Please note that at least five of the gala sessions attended should be at Level 1, Level 2 or Level 3 events, these are likely to be National, District or Accredited Club events. I would urge you to complete your probation service so that you may become fully authorised and certificated as soon as possible. It must be a Registered Referee who signs your Record of Pondside Duties form. Joanna Maguire National STO Committee, Chair STO 8 February 2016