MEET OPERATIONS

Meet Forms

Sanction applications will be considered based on this approved calendar. Sanctions must be submitted no later than 60 days prior to the start of the meet.

SANCTIONING

Sanctioning assures that the meet will be conducted according to USA Swimming and NTSI rules. Sanction fees are submitted with the post-meet financial reports and splash fees.

"Approval" is for swim meets where USA Swimming athletes will compete but other non-registered athletes will also participate. This is generally limited to YMCA meets. The swimmer's result times will be usable as official results for currently-registered USA Swimming athletes. Refer to the NTSI Swimming Policies and Procedures for complete information.

Sanction Process Beginning July 14, 2025

Questions: [email protected]

Complete the Sanction Request in USA Swimming (questions- email [email protected])- click here for help and email the meet information to m[email protected] 

  • To prevent a delay in sanctioning, be sure the information below is correct:
    • Calendar requirements are met
    • Fees- Do they match the policies & procedures?
    • Officials- Are they all in good standing at the time of submission?
    • Head Coach & Club- Are they in good standing at the time of submission?
    • Meet Announcement
      • Dates correct throughout?
      • Is event numbering in correct order?
  • Once approved, the meet announcement will be updated with the sanction number and a sanction letter will be sent back to the person who submitted the sanction request.
    • Website- Sanction letter and meet announcement with sanction number posted
    • To ensure proper handling of any meet announcement revisions, all changes must go through the NTSI staff and possibly the NTSI Board for approval before posting.

 

PRE- MEET REQUIREMENTS (AFTER ENTRIES ARE SUBMITTED)

  • Email the meet database to [email protected]
    • Recon Reports will be run
      • Run club in good standing report
      • Registration check for athletes
        • APT, memberships, and club attachment (60-day transfer rule)
      • Registration report for non-athletes for attending clubs
      • Registration check for Officials listed in Meet Sanction
    • Times Recon
      • Verification/ exceptions  
  • Email new database, run reports again:
    • Any exceptions on the latest should be pulled from the meet
    • Fees and fines will apply where necessary
  • Any changes to the database after final recon should be communicated with NTSI designated representative prior to the start of the meet. (Fines may still apply)

 

POST-MEET REQUIREMENTS

  • Email results file & backup file to [email protected].
    • Membership Recon
      • Verify all athletes are in good standing
      • Not in Good Standing-Times may or may not qualify for upload to SWIMS
    • Times
      • Double check & upload to swims
    • Website- Meet Results File and PDF will be posted on the website

 

OBSERVED & APPROVED MEET RESULTS

Approved or Observed meets must have results emailed to NTSI in order for official times to be loaded into SWIMS, but meet results generally are not posted on the NTSI website.

FILE FORMAT AND BACKUP

The only acceptable format for results is a Hy-Tek Meet Manager database zipped backup. 

POST-MEET REVIEW

The results will be reviewed for adherence to NT LSC Policy and Procedure.

  • All relays have the 4 swimmer names listed in the order swum
  • Overachievers are flagged with a + to indicate achievement of a new time standard as the software allows
  • Scoring is performed according to the meet information
  • Ineligible swimmers are not allowed to score points
    • Swimmers entered with "A" times at "BB/B/C" meet
    • Unattached swimmer on a relay
  • Appropriate and correct time standards have been included for this meet classification
  • Meet setup includes correct sanction number, venue, meet name and description
  • Results may be inspected and clarification requested.
  • The meet host will be asked to make any modifications required to bring their results to compliance. 
  • Results will be upload into SWIMS and the Hy-Tek file and pdf results will be posted on the NTSI website.

SPECIAL SCORING

If a special meet scoring was done without using the Hy-Tek software, submit that information

DUE DATES

Results must be submitted on the last day of competition for "Last Chance" or other qualifying meets, and within 3 days for all other meets. The email message headers will be used to determine the date sent. Refer to the NTSI Policies and Procedures Manual for fines associated with late submittals.

REVISIONS BY HOST TEAM

If you subsequently make corrections to the meet results, you will need to re-send the revised meet database backup or other affected documents with a narrative description of the changes in the email body to recipients listed above.

CONFIRMATION OF RECEIPT

A confirmation email will be sent within 48 hours. If you do not receive confirmation and your meet results are not posted, please email NTSI at [email protected].

PROCESSING AND POSTING

It is advisable to review your meet results on the NTSI website and in SWIMS once they are posted.

FINANCIAL REPORTS & EQUIPMENT RENTAL

  • All meets are required to have a Financial Summary of Meet submitted to NTSI within 30 days of the completion of the meet.
    • After the meet concludes, run a HyTek Meet Manager "Team Entry Fee" report PDF.
  • Complete our Financial Summary of Meet from the MEET FORMS
    • Upon submitting the form, you will receive a confirmation email.  The host team will be invoiced the amount owed.
  • Equipment rental forms can be found under MEET FORMS.