Procedure for Using USA Swimming’s Online Meet Entry (OME) for Middle Atlantic Swimming Championship Entries

1. Overview This document outlines the step-by-step procedure for Middle Atlantic Swimming (MASI) clubs and administrators to use USA Swimming’s Online Meet Entry (OME) system to process entries for championship meets. Adhering to this procedure ensures smooth and accurate submissions.

2. Prerequisites

Before accessing the OME system, ensure:

  • You have an active USA Swimming Club Portal account with appropriate permissions.
  • All athletes are registered with USA Swimming for the current season.
  • Entry files, including proof of time and relay declarations, are prepared.
  • The meet entry deadlines and qualifying standards are reviewed and understood.

3. Accessing the OME System

  1. Navigate to the USA Swimming website (www.usaswimming.org).
  2. Log in with your Club Portal credentials.
  3. Under the “Events” tab, select “Online Meet Entry (OME).”
  4. Locate the specific championship meet by filtering for Middle Atlantic Swimming events.
  5. Click on the event to begin the entry process.

4. Athlete Entries

  1. Add Individual Entries:
    • Select “Athletes” to view your club’s eligible swimmers.
    • For each swimmer, click “Add Entry” and choose the events they will compete in.
    • Verify the entry time meets the qualifying standards and update any missing proof of time if prompted.
  2. Add Relay Entries:
    • Navigate to the “Relays” section.
    • Specify the relay teams and list the potential swimmers for each relay.
    • Enter seed times based on qualifying performances or default times if no seed time is provided.

5. Reviewing and Confirming Entries

  1. Review Individual Entries:
    • Double-check all athlete entries for accuracy in event selection and entry times.
    • Ensure proof of times is attached for verification purposes.
  2. Review Relay Entries:
    • Verify team composition and seed times.
    • Confirm the correct number of relay entries per event.
  3. Validate Entries:
    • Use the “Validate” function to check for errors or omissions.
    • Address any flagged issues before proceeding to payment.

6. Submitting Entries

  1. Click “Submit” after completing all individual and relay entries.
  2. Follow the on-screen prompts to finalize the submission.
  3. Make payment via the OME system using an approved payment method (e.g., credit card or e-check).
  4. Save the confirmation receipt and entry summary for your records.

7. Post-Submission Steps

  1. Confirm Acceptance:
    • Ensure you receive an email confirmation of your submission from USA Swimming.
    • Review the confirmation to confirm all entries were processed correctly.
  2. Submit Additional Documentation (if required):
    • If the meet host requests additional forms or waivers, submit them promptly.
  3. Monitor for Updates:
    • Check the meet’s information regularly for any updates or changes to entries or schedules.

8. Troubleshooting and Support

  1. Technical Issues:
    • Contact USA Swimming’s technical support for OME-related issues.
  2. Entry Questions:
    • Direct questions about qualifying times, standards, or event eligibility to the Middle Atlantic Swimming office.
  3. General Assistance:
    • Email or call the championship meet director for clarification on meet-specific rules or processes.

9. Compliance and Deadlines

  • All entries must be submitted by the published deadline. Late entries will not be accepted.
  • Ensure compliance with Middle Atlantic Swimming and USA Swimming rules for meet entry.

10. Contact Information

  • Middle Atlantic Swimming Office: [email protected]
  • Middle Atlantic Swimming OME Support: [email protected]
  • Meet Director: each meet has its own Meet Director listed on meet announcement

By following this procedure, Middle Atlantic Swimming clubs can efficiently and accurately process their championship meet entries using USA Swimming’s Online Meet Entry system.