Swim England South East group licence for Swim-Meet Software
The Region has purchased a group licence for the Swim-Meet software that can be used to recruit Officials and Volunteers for events, to allocate duties, produce sign-in sheets and prepare the reporting documents for licensed meets. Currently, the licence is for swimming meets only.
All clubs and Counties within the Region may use the software free of charge. Swim-Meet have, very generously, agreed to refund Counties and Clubs that already have licences pro-rata on a daily basis for the period from 01 January 2023 until the end of their current licence period!
Clubs or Counties who wish to use the software will need to set up an account with Swim-Meet. To do this go to https://swim-meet.com/RegisterModule/ , choose ‘Pool swimming officials sign-up’ and follow the instructions to set up an account. Once that account is set up, you will be able to add the ‘Pool swimming volunteers (non-technical) sign-up’ module. The software should recognise that your club is within the Region and not charge for the account. At the moment, counties do not appear on the drop-down list of clubs but this is being adjusted.
Changes to licensing criteria
For licensing applications received on or after September 1st 2022:
- All meets licensed at Levels 1 or 2 MUST provide a secondary strobe where it is requested by an athlete at the time of entry unless a secondary strobe cannot be provided at the meet for technical reasons.
In the case that a secondary strobe cannot be provided at the venue a full explanation of the issues preventing the provision must be provided with the licensing application and forwarded to the National Licensing Officer for recording purposes and to allow Swim England to investigate fully.
- Meet Conditions must advise athletes that “a secondary strobe will be provided where it is requested by the athlete at the time of entry”.
If this cannot be met, for technical reasons only, it should be stated in the Conditions and a full explanation be submitted with the Licence Application.
- For licensing applications received on or after September 1st 2022, all meets Licensed at Level 1 or 2 MUST have a minimum depth at the starting end of 1.35 metres. advance at other times.
Licensing your meet.
The region has established a licensing panel to scrutinise all license applications and post meet reports. This means that applications that do not adhere to the published guidelines will be identified and clubs asked to take remedial action before a license or a future license will be granted. All applications for meet licenses and post meet reports must be submitted by e-mail to firstname.lastname@example.org. The completed forms and supporting documents should be included as attachments to the e-mail. Please make sure that you use the correct versions of the forms (see below).
- A single application may only cover a series of meets if the conditions, entry/limit times etc. for the series are the same.
- Separate applications must be submitted for competitions with different conditions, times etc.
The role of the panel is to help clubs deliver high quality competitions, not to punish people who get things wrong.
- Where there is a problem with the application for a license, rather than rejecting the application, one of the members of the panel works with the submitter to address the problem
- Where Meet Reports are incomplete and/or highlight a problem, one of the members of the panel will contact the club. If reports are incomplete we provide assistance in completion. Where there is a problem, we contact the club to understand why the problem occurred, the impact on the competition and how the clubs plans to avoid the same problem happening in the future.
Applying for Licence
All applications for licensing must be sent to: email@example.com
Applications for meets after 1 October 2023 MUST be submitted using the Revised Licence Application Form
Open Meet licensing requirements
Swim England regularly update guidance for meet licensing. The very latest information is always published on the event licensing page of their website.
Swim England Transgender Policy (to be included in ALL applications for licensed events from 1st September 2023).
Post Meet Paperwork
To help meet organisers all of the required forms are now available here:
Officials in Attendance Report Form (23 Dec 2023)
Officials requirements (effective from 11 March 2022)
Completed report forms should be sent to firstname.lastname@example.org. within 14 days of the meet.
Useful additional documents
Swim England have a created a library of approved documents to support clubs, volunteers and athletes with Health & Safety advice, risk assessment and best practice. You can access the library here.
Promoting your open meet
When you have licensed your meet it will automatically be added to the National events calendar. We suggest that you also promote it through your club’s social channels using appropriate hashtags so that it is more likely to get recognised by a wider audience.