Observed Meets

USA Swimming has set up policies and guidelines for entering times data into the SWIMS system. Times achieved in meets that are not sanctioned or approved by USA Swimming may qualify for entry into SWIMS if the meet is authorized as an “Observed Meet”.  Approval for meets is done on a case-by-case basis. Please see policy and procedures for observed meets in PNS Officials’ Policy and Procedures.

The applications must be filled out by the Meet Referee. When the form is complete, please email it to [email protected].

The PNS Officials Committee will review it, and the Chair (or his/her designee) will send it to the USA Swimming Times and Recognition Committee Chair, for final approval. Upon approval, the Meet Referee will be notified by email of the Observed Meet Approval number. Additionally, the number will be posted on the PNS Website under “Meets Accepted for Observed Status”.

  • Note that the only observed meets for which PNS/USA swimming records will be recognized are the Boys and Girls State Championship High School meets.

The following is a summary of the requirements for “Observed” status:

At the conclusion of the meet the following items must be emailed to the PNS office, at [email protected]:

  1. MM backup file
  2. Athletes' full name (first, middle, last), birthdate, USAS membership number
  3. List of non-conforming USA swims (include swimmer’s Name, Event, Heat, and Lane)



Meet Name Date Sanction # Type Pool Meet Referee
Kitsap HS Swimvitational-Girls 9/30/2023 2309-OHS-M01 Invite North Kitsap Pool Rubie
Mukilteo Invitational - Girls 10/14/2023 2310-OHS-M02 Invite KCAC Soper
WCD District 3A Girls Champs 10/27-28/2023 2310-OHS-D01 Champs Rogers Pool Murphy
WCD District 4A Girls Champs 10/27-28/2023 2310-OHS-D02 Champs Curtis Pool Cox
Metro League Girls H.S. Champs 10/27-10/28 2310-OHS-D04 Champs Snohomish D Baer
KingCo Conference Girls H.S. Champs 10/27-10/28 2310-OHS-L07 Champs Mary Wayte Siripipat
Wesco North 4A Girls H.S. Champs 11/2 & 11/4 2311-OHS-D05 Champs Snohomish D Limberg
Sea-King District II 1A/2A/3A/4A Girls H.S. Champs 11/2-11/4 2311-OHS-D08 Champs Mary Wayte Siripipat/Robertson
NW District 1 Girls 2A Champs 11/3-11/4 2311-OHS-D03 Champs Fidalgo A Pohl
Wesco North 3A Girls H.S. Champs 11/3-11/4 2311-OHS-D06 Champs Snohomish Soper
WIAA 1A/2A Girls H.S. State Champs 11/10-11/11 2311-OHS-S01 Champs KCAC Masse
WIAA 3A Girls H.S. State Champs 11/10-11/11 2311-OHS-S02 Champs KCAC Cox
WIAA 4A Girls H.S. State Champs 11/10-11/11 2311-OHS-S03 Champs KCAC Murphy
Kentridge Invitational 1/6/2024 2401-OHS-M04 Invite KCAC B Keller
Boys Swimvitational 1/13 2401-OHS-M03 Invite Olympic/Silverdale R Rubie
2024 KingCo Conference Boys Swim Championships 2/2-2/3/2024 2402-OHS-L03 League Mary Wayte N Siripipat
4A 3 WCD District Meet 02/03/2024 2402-OHS-D09 District Curtis HS R Cox
3A WCD Boys Championships 2/2-2/3/2024 2402-OHS-D10 District Rogers HS P Sachs
4A,3A,2A,1A SeaKing District 2 Boys Swim Championships 2/8-2/10/2024 2402-OHS-D11 District Mary Wayte B Karl
Boys 2A North West District 1 Swim/ Dive Championships 2/9-2/10/2024 2402-OHS-D12 District Fidalgo Pool and Fitness Center A Pohl
WIAA Boys 1A/2A State 2/16-17/2024 2402-OHS-S04 Championship KCAC L Masse
WIAA Boys 3A State 2/16-2/17/2024 2402-OHS-S05 Championship KCAC R Cox
WIAA Boys 4A State 2/16-2/17/2024 2402-OHS-S06 Championship KCAC T Wang
Metro Boys Championship 2/2-2/3/2024 2402-OHS-D13 District Snohomish Aquatic Center D Baer
WESCO NORTH 4A Boys HS Championships 2/8-2/10/2024 2402-OHS-D14 District Snohomish Aquatic Center D Limberg
WESCO NORTH 3A Boys HS Championships 2/9-2/10/2024 2402-OHS-D15 District Snohomish Aquatic Center D Limberg


When meet files have been received and times uploaded to SWIMS the meet will appear under Meet/Results>Results  

Should an athlete's time NOT appear in SWIMS, the USA Swimming Coach should contact the PNS Office.

High School Observed Swims Procedure Change:

Athletes need to have First Name, Middle Initial, Last Name, Birthdate and USAS Swimming ID in the meet manager file for a time to be uploaded to SWIMS.  If this info is not included in the meet manager backup that is provided to the office, it will delay getting the results into SWIMS.  It is a very time-consuming process to match athletes in SWIMS compared to the previous version of SWIMS.  The previous version of SWIMS allowed us to create a times export that could then be uploaded to Team Manager or TeamUnify.  This is no longer an option in SWIMS and according to USAS there is no plan in the works to add this function back into their systems.

The issue stems around the time-consuming process of changing every athlete in the meet manager file from their high school team to Unattached.  This also requires verifying their USAS ID did not change in the process and if the USAS ID is incorrect TeamUnify will not match the time with athlete in their database.  With these added steps to manipulate the Meet Manager file it has created double the work compared to the old process.  With the increased amount of time to change the Meet Manager file the PNS Office will not be uploading results into either TM or TU platforms.  Coaches will need to enter their athletes’ results manually into their team management platform.

Once the times are uploaded to SWIMS a pdf of those uploaded results will be posted to the meet page for athletes/coaches to review.  If you find that a result is missing on the posted pdf you will need to send the office the athlete’s info along with which meet(s) they participated in so we can match the result with the swimmer.