FHSAA Swimming & Diving Hy-Tek Instructions

Please print this page and follow instructions closely to avoid problems!

Introduction

The FHSAA District Swimming & Diving Championships consist of 48 district meets with more than 400 teams.  In order to correctly advance the top 24 swimmers and divers (16 relays) to their respective region and state meets, there needs to be a certain degree of standardization of the HyTek programs at the district meets.  Pre-built templates of the 48 district meets are available for download from the FHSAA web site.  These templates are built with the correct format and coding.  After downloading and installing the HyTek backup for your district, the district host needs to ONLY enter the coaches and athletes with their event entries to be ready to run the district meet.  It is important to understand any data entered in the district meet database is transferred electronically to the FHSAA Finals State Meet database.  Completeness and accuracy of this data is paramount. DO NOT, UNDER ANY CIRCUMSTANCES, CHANGE THE PRE-LOADED SCHOOL CODES!  THIS WILL CAUSE A DELAY IN POSTING RESULTS.
 
Meet Manger 7.0/6.0/5.0/4.0/3.0 can be used. Please make sure you are using HyTek Meet Manager version 3.0 or higher. 
 

Instructions

This tutorial is meant to help a novice computer operator prepare for the meet. (NOTE: Experienced users need to read these instructions carefully as well to ensure proper data transfer.) 

1.      Go to the FHSAA Swimming & Diving main page on the FHSAA Web Site – www.fhsaa.org Look for and click on the hyperlink – District Series HyTek Backups

2.      You should open up to the HyTek instruction page.  After reading, click on the Accept and Download hyperlink located at the bottom of the page.

3.      Locate your district and click on the hyperlink.

4.      You will be prompted to either Open the file from the current location or “Save the file.”  Select “Save the file.” Your computer should ask you where you want to save the file.  You may want to save the file to a folder on the computer that is used for data entry. Save the file when you have specified a location.

5.      Open HyTek Meet Manager.

6.      Click on “File” then  “Restore” - Select the 4th button down that says “Unzip, copy database to a selected folder, and open this new database.”

7.      The program will ask for you to identify the backup file to unzip.  Locate and select the file that you just downloaded and select “Open”.

8.      The program will ask you what folder to restore the meet to.  The default folder is set to “swmeets”…select “OK” The file will be unzipped and copied to the swmeets folder. A final click of “OK” when prompted will open the database.

   9.      The meet is ready for the computer operator to customize. Perform the following:

 

A. Click on SETUP, MEET SETUPDO NOT CHANGE THE MEET NAME.

  • Check to see that the location and date of the meet is correct.  Change if necessary.

B. Click on SETUP, REPORT PREFERENCES, HEADERS-You may modify the report headers if desired.

C. EVENTS-DO NOT change the numbering or names of the events.  When uploading entries, DO NOT CLICK on “match event numbers.”

D. Click on EVENTS, SESSIONS-You may change session name and start time.

E. Click on SCHOOLS – Participating schools are pre-loaded in the program. Please review the team abbreviation and name.  Contact the FHSAA office if there are any missing teams or discrepancies noted in the team names.

F. IF INPUTTING DISTRICT ENTRIES MANUALLY: Click on ATHLETES – Enter each athlete’s full legal Last Name, First Name and school year (9, 10, 11, or 12) as they appear on the eligibility listing which should accompany all entries.  Enter the athlete in the events as listed on the entry form.  Please add any swimmer who is on the eligibility roster to the database, even if they are not on the entry list; this will allow swimmers to be placed in relays on succeeding levels.

G. CREATE AN EVENT ENTRY FILE FOR COACHES: If you wish to create an event entry list for coaches to provide their entries via Team Manager, click on FILE, EXPORT, EVENTS FOR TM. Click ‘Oks’ and save file to swmeets folder default. Then you can find that entry file in the swmeets folder to email as an attachment to coaches. It will have the name similar to “Meet Events-2018 FHSAA 2A District 12-20Oct2017-001” depending on your class and district. Once the coach returns the file you will FILE, IMPORT, ENTRIES to bring in their entries electronically. Again please add any swimmer who is on the eligibility roster to the database, even if they are not on the entry list; this will allow swimmers to be placed in relays on succeeding levels.

District/Region hosts may receive requests from coaches to load USA Swimming registration ID numbers in the “Reg ID #” field on the athlete menu for some of the athletes.  The FHSAA does not object to you performing this service if time permits.  Having these numbers loaded helps the athletes use the times achieved from the State Series at higher level meets.

Meet Operations Guidelines

Swimming Relays


Load ALL names - Utilize the district entry list and be sure to include alternates of participating swimmers under “Relay Names” in the RUN menu or the RELAY menu.  The names loaded will be transferred during the merging of the district meets and will save many hours of loading “Relay Only” swimmers at the FHSAA Region and State Finals meets. SHOULD A RELAY HAVE NAMES IN AND THEY DID NOT SWIM PLEASE REMEMBER TO REMOVE ATHLETE’S NAMES

Use of backup times – If the Referee determines a touch pad time is not valid, the backup button time (semi-automatic time) may be used.  Prior to inserting a button time for the final time, it should be compared to the watch time (manual time) and Order of Finish to determine its accuracy.  If a time needs to be adjusted, you must coordinate with the Meet Referee! Please refer to the Timing Adjustment Chart for additional information.  

Diving

The diving events have been set up as a single round event for results purposes. The event has been placed in its’ own “Session”.  The meet management program is set up to rank final total points for the diving event.  Enter the final point totals for each diver in the “Finals Points” field on the diving results page.  As far as the Meet Management program is concerned, there is only one score entered---Final Points.

Post-Meet

Immediately following the meet, email a full meet backup to swimming [at] fhsaa [dot] org

A.    Create a backup - (File, Backup).

B.    When prompted by the program to add a comment to be included with the backup type: “Final backup __A District ___”. For example, Final backup 2A District 8.

C.    In the body of the email please include the name and contact phone numbers for the computer operator.  Please bring a copy of the backup file home after the meet.  In the event that there was a failure in the original email having the backup at home will allow for immediate retransmission.   Failure to include a phone contact may delay the State Finals selection process.

The sender will receive a confirmation of receipt all meet backups via email. It is imperative that the meet backup is received as soon as possible after the meet.

Please note that failure to follow the above instructions may result in a financial penalty for the host school.

  • To accept the terms of these instructions and proceed to the Hy-Tek district meets backup download page: click here
  • To accept the terms of these instructions and proceed to the Hy-Tek regional meets backup download page: click here

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