The current Hawaiian Swimming P&P (Article XIV) requires "Each Hawaiian Swimming club is required to provide one (1) “active” certified deck official per sixteen (16) “competitive” athletes who compete in more than one (1) Hawaiian Swimming sanctioned meet during the swimming year (September 1 to August 31). This number is the club’s “quota”. The quota is rounded up for a partial quota of eight (8) or more athletes and rounded down for a partial quota of less than eight (8) athletes." See the P&P for details.
Section 16.03 CLUB OFFICIALS QUOTA Each club of is required to have registered a number of active certified officials relative to the club’s number of competitive athletes. Clubs in violation of this quota are subject to an annual registration fee assessment of $250 per official short of the quota.
16.03.1 Purpose Each Hawaiian Swimming club is required to maintain a specified level of certified deck official support for meets on an ongoing basis or be subject to an annual registration fee assessment commencing with the annual 2016 club registration. Failure to comply shall cause the participating Group Member to be deemed “not in good standing”. Region Leagues may have additional requirements to participate in League meets in their region.
16.03.2 Ratio Each Hawaiian Swimming club is required to provide one (1) “active” certified deck official per sixteen (16) “competitive” athletes who compete in more than one (1) Hawaiian Swimming sanctioned meet during the swimming year (September 1 to August 31). This number is the club’s “quota”. The quota is rounded up for a partial quota of eight (8) or more athletes and rounded down for a partial quota of less than eight (8) athletes.
16.03.3 Active Certified Official An “active” official is a registered certified deck or dryside official who provides at least ten (10) sessions of service at four (4) or more Hawaiian Swimming age group program or senior program meets throughout the swimming year. Intra-squad and inter-squad meets are excluded and shall not be applied toward the quota calculation. An official who meets or exceeds this level of service in a swimming year satisfies one quota unit for a given team.
16.03.4 Transfers Officials who transfer from one Hawaiian Swimming club to another Hawaiian Swimming club during the swimming year shall have their first ten (10) sessions of the swimming year count towards their former team and their remaining sessions towards their current team.
16.03.5 Registration Fee Assessment For each active official a club is short of the calculated quota, the club will be assessed a fee of $250 due with their annual registration fee for the next swimming year.
16.03.6 Registration Fee Incentive Clubs that exceed their quota by 20% (rounded up to the nearest whole number) will have their annual registration fee reduced for the next swimming year. Hawaiian LSC Policies and Procedures Manual April 2022 29
16.03.7 Exceptions – Active Duty Military Personnel Active duty military personnel, or their spouse, who officiate less than ten (10) sessions per swimming year will have their quota prorated.
16.03.8 Exceptions – Family Emergencies If an official has a family emergency and cannot fulfill their session requirement in a swimming year, another official on the club may step up and complete more sessions for the official who cannot because of the emergency. This exception must be approved by the Officials’ Committee Chair.
16.03.9 Exceptions – Military Clubs Clubs whose athlete membership comprises 80% or more athletes who are dependents of Active Duty Military Personnel shall have their Club Official Quota reduced by 50%.
16.03.10 Exceptions – Non-Competitive Clubs Clubs whose athlete membership competes in less than five (5) Hawaiian Swimming age group program meets during the swimming year are exempt from the quota.
16.03.11 Apprentice Recognition New volunteers receive credit for each session they train or “shadow”. New members shall receive credit retroactively for each session they train or “shadow” once they are registered as a USAS non- athlete member.
16.03.12 Unattached Athletes Athletes who compete as unattached, but do not need to compete as unattached per USAS rules, are allocated to the club they practice with for purposes of calculating the quota.
16.03.13 Reporting Each club shall submit with their annual club registration form: 1) a report listing their competitive athletes (including the number of meets swum for each athlete), and 2) a report listing their deck officials (including sessions and meets worked for each registered deck official) from the USA Swimming Officials’ Tracking System (OTS).
16.03.14 Failure to Comply Group Members declared “not in good standing” for failure to have met their quota must increase their number of certified deck officials to the required level of their quota prior to their annual registration being approved for the next calendar year. (Doing this does NOT reduce their calculated registration fee.) It is recognized that new officials may not achieve the level of an “active” official as defined above prior to the start of the registration (calendar) year. As such, new officials must have completed all of the requirements to be added to the USA Swimming Officials’ Tracking System (OTS) AND have started training as an “apprentice”.
