2. MHSAA Meet Director s Guidebook May be downloaded from MS.MileSplit.com

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1 Track & Field Meet Director s Guidebook January 2017

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3 Purpose of this Guidebook To increase the interest in track and field in our state it is important that our competitions be memorable and positive experiences for athletes, coaches, and spectators. The success of any track and field meet falls on the shoulders of the Meet Director. This guidebook along with the MHSAA Track & Field Meet Management Manual has been put together to assist the Meet Director by bringing together guidelines, policies, and procedures set forth by the Mississippi High School Activities Association and the National Federation of State High School Associations for track and field meets. Contents Meet Director s Needs List Meet Director s Checklist Meet Directors On-line Entry Setup Instructions Division Meet MS.MileSplit Schools On-Line Entry Instructions Hy-Tek Meet Manager Software Instructions MEET DIRECTOR S NEEDS LIST 1. Hy-Tek Meet Manager Software with Seed Heats / Flights Option To be purchased by the host school! Only Versions 3.0, 4.0 or the newest 5.0 Versions will be used to run division, region or north/south state meets! Schools that do not own Hy-Tek Software qualify for a 25% discount! When ordering be sure to list the MHSAA as the association along with your school. The program can be ordered from 2. MHSAA Meet Director s Guidebook May be downloaded from MS.MileSplit.com 3. MHSAA Track & Field Meet Management Manual This manual has been put together to assist the meet director and contains all the guidelines, policies, and procedures set forth by the MHSAA to conduct division, region, north/south, and state meets. (Online at 4. MHSAA Meet Database Zip File These MHSAA Databases must be used for all meets!!! Schools are not to create their own database (this will prevent advancers to be exported to the next meet director)! Division Meets: Tfmm4Bkup2017 MHSAA State Track _ Field Meet - Division-01.zip Region & North/South State Meets: Tfmm4Bkup2017 MHSAA State Track _ Field Meet - Region-N-S State-01.zip. Use the Hy-Tek Meet Manager Software Instructions in this guidebook to copy these MHSAA meet databases to your meet computer National Federation Track & Field Rule Book - May be purchased from the MHSAA Office! If you have any questions please feel free to contact Woody Barnett at or by at wbarnett@misshsaa.com.

4 MEET DIRECTOR S CHECKLIST Division Meet Directors 1- Attend a MHSAA Meet Director Seminar (There are no 2017 Seminars) 2- Download a MHSAA Meet Manager Manual 3- Request and setup on-line registration (Instructions Included) 4- Send Division Meet info to participating schools 5- Request MHSAA State Meet Database (Instructions Included) 6- Copy & restore MHSAA State Meet Database to computer 7- Set-up Division Meet on computer 8- Download & import entries from ms.milesplit.com 9- Setup events & Seed 10- Print forms & reports for meet a- Print program b- Print finish line sheets c- Print field event sheets d- Print entry list by school 11- Run the meet 12- Export results for Region Meet 13- Send export file (.tcl) to appropriate Region Meet director 14- Make & send backup copy of Division Meet to wbarnett@misshsaa.com Region/North/South Meet Directors 1- Attend a MHSAA Meet Director Seminar (There are no 2017 Seminars) 2- Download a MHSAA Meet Manager Manual 3- Send Region or North/South Meet info to participating schools 4- Request MHSAA State Meet Database (Instructions Included) 5- Copy & restore MHSAA State Meet Database to computer 6- Set-up Region or North/South Meet on computer 7- Receive entries via from the previous Division or Region Meet Director(s) 8- Import entries 9- Seed events 10- Print forms & reports for meet a- Print program b- Print finish line sheets c- Print field event sheets d- Print entry list by school 11- Run the meet 12- Export results for North/South or State Meet 13- Send export file (.tcl) to appropriate North/South or State Meet director 14- Make & send backup copy of Region or North/South Meet to wbarnett@misshsaa.com

5 DIVISION MEET DIRECTOR S ON-LINE ENTRY SETUP INSTRUCTIONS The on-line registration site for MHSAA Division Meets will be Division Meet Directors will use this site to set up their on-line entries. There is no cost for the host school or teams entering the meet on MileSplit. The following information is intended to help meet directors setup their division meet on-line. If you have any questions or problems arise please feel free to contact Woody Barnett at or by at wbarnett@misshsaa.com. For specific help with MileSplit contact James Mathews at MS.MileSplit Division Meet Set-Up Request and Meet Set-Up Step 1: All division meet directors must request their division meet(s) to be set up on MS.MileSplit. the following information to James Mathews at mathewsjames1950@gmail.com: Meet Director s Name, & Cell Number Host School Host Venue Divisions-Classes to Host (ex. 4-6A, 3-2A, 8-1A, etc.) Meet Date An will be sent confirming receipt of your setup request. Within 24 hours of receiving your confirmation receipt your division meet should be on MS.MileSplit.com and open for registration. IMPORTANT: MEET DIRECTORS MUST NOT USE THE MILESPLIT ONLINE SETUP WIZZARD TO SETUP DIVISION MEETS!!! ALL MEETS SETUP USING THE WIZZARD WILL BE DELETED!!! Step 2: Login or Register (First time users have to register for a MileSplit Account to setup a User Name & Password. After the user receives an account confirmation the user then must proceed to claim their team. Once the user will receives a team confirmation the user can begin to enter & edit team members, manage their registered meets and enter meets). Step 3: On the main page click Calendar, find and click on your Division Meet by date and location Step 4: On your Division Meet page click Meet Manager to go to the Meet Admin page to make any administrative changes or additions, but remember very few will be required! Usually only information located under the following heading needs to be changed or added: Registration Properties Registration Closes Date Payment Options Additional Information The generic information below can be edited, added to, copied and pasted directly in the additional information: o MHSAA Division Meet (class)-(division) o Site: (location) o Meet Date: April (date), 2017

6 o Times: Scratch Meeting (time) Field Events (time) 4 x 800 m Relay (time) 3200 m Run (time) All Other Track Events o Entry Deadline: (time), (day of week), April (date). Schools that do not meet this deadline will be fined $100.00, payable to (school name). This will be enforced!!! o Entry Fee: $(amount) per school. Bring entry fee to the meet, Do Not Mail! o Notes: Top four participants in each event will qualify for regionals! o Meet Admission: ($0.00) o Awards: (meet awards) o For Further Info Contact: (meet director) ( address) or (phone number) Edit Divisions By clicking on one of the divisions (1A, 2A, etc.) entry fees can be entered for the meet. This will show each team entering the meet the amount owed for entry fees. Step 5: Click Save Changes at the bottom of each page before exiting Meet Admin Important Division Meet Notes: Coaches may enter or make changes to their original entries on-line at any time prior to your entry deadline. After this deadline schools will not be able to enter on-line without first contacting their respective division meet director. Schools that do not meet the deadline will be fined $ payable to the host school. After the entry deadline no additions will be allowed!!! Any corrections and/or changes must be made with the meet director by 12:00 noon the day prior to the division meet. After the 12:00 noon deadline teams will be allowed to make changes (even on the day of the meet), but will be charged $10.00 for each and every change payable to the host school!!! Only changes due to injuries, sickness and no shows will be exempt from the $10.00 charge!!! Allowing Teams to Enter after Entries Close Date To allow teams to enter after the entry close date in MileSplit and BEFORE YOU HAVE DOWNLOADED AND SEEDED YOUR MEET go to your Meet Manager Meet Admin page and change the Registration Close date and click Save at the bottom of the page.

7 DIVISION MEET MS.MILESPLIT SCHOOLS ON-LINE ENTRY INSTRUCTIONS (Meet Directors should complete the information and or mail to participating schools!) Entries for the MHSAA Division Meets will be done on-line. There is no charge to schools entering on-line. The following information is intended to help first time users of the on-line entry process. One person should be designated to make both boys and girls entries during the same session! If you have any questions or problems arise please feel free to contact Woody Barnett at or by at For specific help with MileSplit contact James Mathews at Entry Information Entries Open: (day, date, time) Entries Close: (day, date, time) Coaches are to use the following On-line Registration Site: ms.milesplit.com Schools will not be able to enter on-line after (day), (date) without first contacting their respective meet director. Schools that do not meet this deadline will be fined $ payable to the host school. ONLY ON-LINE ENTRIES WILL BE ACCEPTED!!! Entry Fee: The MHSAA Division hosting the division meets will determine entries fees. Registering Your School MileSplit Step 1: Log on to ms.milesplit.com Step 2: Login or Register (First time users have to register for a MileSplit Account to setup a User Name & Password. After the user receives an account confirmation the user then must proceed to claim their team. Once the user will receives a team confirmation (this could take a day or two) the user can begin to enter & edit team members and enter meets). Step 3: New users must add and/or edit their roster before going to step 4 Step 4: Click Calendar Step 5: On the Calendar page scroll down and click your CORRECT MHSAA Division Meet (host school will be listed to the right of the meet) to enter. Step 6: On the meet page notice any Additional Information that the division meet director may want you to know. Step 7: Click the Enter Online Now green ribbon Step 8: Begin entering your team Instructions for Claiming Your Team, Editing Your Team Roster and Entering a Meet Online can be found at:

8 HY-TEK MEET MANAGER SOFTWARE INSTRUCTIONS Hy-Tek Meet Manager Version 3.0, 4.0, 5.0 or 6.0 Software will be used for all Divisional, Regional, and North/South State Meets. Host schools must own or purchase the Hy-Tek Meet Manager Software. The following information is designed to help first time users of this program and insure that all users are following the same procedures. Most of the information required to run the qualifying meets in the Hy-Tek Meet Manager Software has already been entered (division names, events, schools, and seeding preferences) in a MHSAA State Meet Database. If you have any questions please feel free to call Woody Barnett at or him at wbarnett@misshsaa.com! Important Notes: Most of the information to run a meet has already been entered in the MHSAA State Meet Database. DO NOT ATTEMPT TO CREATE YOUR OWN DATABASE FROM SCRATCH!! It is VERY IMPORTANT to CHANGE ONLY the information that is called for in this document!!! By default the MHSAA State Meet Database is set up for an eight-lane track!!! Entries for this year s MHSAA Division Meets will be done online at ms.milesplit.com. Division meet directors will setup their online meet registration, schools will go online to enter their athletes in all events and relays and then the division meet director will go to the ms.milesplit.com to download the entries for their meet(s). It is important to remember that a new database MUST be used for each meet!!! These instructions are for Hy-Tek Meet Manager 4.0. There may be some slight differences in Meet Manager 3.0, 5.0 or 6.0! Install or Have Hy-Tek Meet Manager 3.0, 4.0, 5.0 or 6.0 on Your Computer Request MHSAA State Meet Database: wbarnett@misshsaa.com to request the MHSAA State Meet Database be sent to you! Download and Save MHSAA State Meet Database to Your Computer: Download and save the MHSAA State Meet Database file Tfmm4Bkup2017 MHSAA State Track & Field Meet, requested and received by , on your Desktop or in the tfmeets directory on the meet computer with the Hy-Tek Meet Manager Software. Start Meet Manager: Double click the T & F Meet Manager Icon on the computer desktop Restore the MHSAA State Meet Database Step 1: On the Meet Manager Main Window click File on the menu bar and then click Restore Step 2: In the Restore Method box, select the dial Unzip and copy database to C:\tfmeets and then click OK Step 3: In the Locate the Zip Backup File and Open It window click the Desktop or tfmeets directory and then click Tfmm4Bkup2017 MHSAA State Track & Field Meet saved earlier, click OK in the Unzip the Backup File box Step 4: Next on the Meet Manager Main Window click File on the menu bar and then click Open / New Step 5: In the Open Existing Database or Create New Database box, click the correct 2016 MHSAA Qualifying Track Meet to highlight it and then click Open

9 Meet Set-Up Step 1: On the Meet Manager Main Window click Set-Up on the menu bar and then click Meet Set-up Step 2: In the Meet Set-Up box enter meet name (ex. MHSAA Division 6-4A), meet location, and start & end dates and then click OK (DO NOT CHANGE ANY OTHER DETAILS!!!) Report Preferences Set-Up (Printer Selection) Step 1: On the Meet Manager Main Window click Set-Up on the menu bar and then click Report Preferences Step 2: In the Report Preferences box click the Printer Set-Up Tab and select the Report Printer that will be used and then click OK Scoring Set-Up Step 1: On the Meet Manager Main Window click Set-Up on the menu bar and then click Scoring Set-Up Step 2: In the Scoring Set-Up box select a class / division (1A, 2A, 3A, 4A, 5A or 6A) Step 3: For the class / division selected enter the individual and team scoring for boys and girls for each place that corresponds to the number of teams entered in that class / division as called for in the MHSAA Track & Field Meet Management Manual Step 4: Repeat for each class / division in the meet and then click OK Download & Import Entries for Division Meets Division Meet Directors will download entries on-line from their on-line registration site. Download Entries Online from MS.MileSplit.com for Division Meet Step 1: Go to web site and click Download to Hytek under Download Entries Step 2: Save the file on your Desktop or in the tfmeets directory and click Save (please note: file my be renamed as you wish and saved in any directory you wish) Import Entries into Division Meet Step 1: Open Track & Field Meet Manger by double clicking the TF MM Icon and open the correct 2017 MHSAA Qualifying Track Meet Database Step 2: On the Meet Manager Main Window click File on the menu bar, highlight Import and then click Semi-Colon Delimited Rosters/Entries Step 3: In the Select Semi-Colon Delimited Entries window click the entry.txt file saved earlier on your Desktop or the tfmeets directory to highlight it and click Open Step 4: Next click OK in the Import File Progress window to return to the Main Window Step 5: If there were any errors during the import click OK to create an Exception Report Entries Are Now Ready To Be Seeded In Meet Manager!!! Import Entries for Region & North/South State Meets Region and North/South State Meet Directors will receive entries via from the previous meet director. Copy Export Files (TCL) To Your Computer: after receiving the Export Files (TCL) via from the previous meet director save the file(s) on your Desktop or in the tfmeets directory located on the meet computer with the Hy-Tek Meet Manager Software

10 Import the Export Files (TCL) Step 1: Open Track & Field Meet Manger by double clicking the TF MM Icon and open the correct 2017 MHSAA Qualifying Track Meet Database Step 2: On the Meet Manager Main Window click File on the menu bar and then click Import and then click Entries Step 3: In the Open File for Import box choose the directory where the TCL file is located and click to highlight the TCL file to be imported and then click Open Step 4: In the TCL File Information box verify the file selected and click OK to open the Import Entries box Step 5: In the Import Entries box check Include entries with No Mark/Time, be sure Exact match on team abbreviation and athlete name and Exact match on team abbreviation and team name are the options selected and then click OK Step 6: When import is finished click OK Entries Are Now Ready To Be Seeded In Meet Manager!!! Enter Athletes Manually Enter Athletes & Athletes in Events Manually: In case of late entries, changes, corrections, or errors in the download or import of entries! ENTER ALL ATHLETES WITH THE CAPS LOCK ON!!! Step 1: On the Meet Manager Main Window click Athletes on the menu bar Step 2: In the Athletes window, click Add Athletes Step 3: In the Add New Athlete window enter an athlete s last name, first name, gender, school (using team abbreviation found on right side of window), class year, events entered and time/height/distances using caution to enter correct event number and school code (abbr) Step 4: Click OK to enter another athlete Step 5: Click Cancel to return to the Athletes window Step 6: Click Close to return to the Meet Manager Main Window Entering Relay Teams Manually: In case of late entries, changes, corrections, or errors in the download or import of entries! Step 1: On the Meet Manager Main Window click Relays on the menu bar to open the Relay window Step 2: To enter teams in a relay, click to highlight a relay and then double-click a team to enter Step 3: Enter an entry time for each team if available Step 4: To remove a team from a relay, double-click the team and then click Yes in the Delete Highlighted Relay? box Step 5: Click Close to return to the Meet Manager Main Window Note: Relay team members do not have to be entered!!! compete on a relay! Any member of a team may Event Set-Up and Seeding Event Set-Up: All events are set up for finals in advance!!!

11 Seeding: Lane Races Step 1:On the Meet Manager Main Window click Seeding on the menu bar to open the Seeding the Meet window Step 2: In the Seeding the Meet window click Select All and then Start Seeding on the menu bar Step 3: When the Start Seeding button is clicked a box opens asking Pick break points for the Event selected? select No if 8 or less participants are entered. Next a seeding box will open, click OK and Finally a Preview/Adjust screen opens, make any adjustments needed and click Save. If 9 or more participants are entered select Yes to pick break points for heats. A Pick Break Points screen opens, check break point(s) desired and click Save. Next a Preview/Adjust screen opens, make any adjustments needed and click Save. Step 4:Repeat as necessary and when finished click Close to return to the Meet Manager Main Window Seeding: Non Lane Races / Field Event Flights: Seed by clicking Select All and then Start Seeding on the menu bar. When the Start Seeding button is clicked a box opens asking Pick break points for the Event selected? click OK to pick break points or NO to allow the program to automatically pick the break points for the heat/flight. If no is selected a box opens that asks Number of athletes per flight select number and click OK. Finally a Preview/Adjust screen opens, make any adjustments needed and click Save. Print Forms & Reports for Meet Print Program Step 1: On the Meet Manager Main Window click Reports on the menu bar and then click Meet Program Step 2: In the Meet Program window click to select the events to be included or click Select All on the menu bar Step 3: Select the rounds, number of columns and any other options to include in the meet program and then click Create Report on the menu bar to open the Heat Sheet window Step 4: Click the Print Icon button on the tool bar to print the meet program for coaches, announcer, clerk of the course, spectators, etc. Step 5: Click X to close the window and to return the Meet Program window and then click Close to return to the Meet Manager Main Window Print Finish Line Sheets Step 1: On the Meet Manager Main Window click Reports on the menu bar and then click Finish Line Sheets Step 2: In the Finish Line Sheets window click to select the events to be included or click Select All on the menu bar Step 3: Select the rounds and any other options to include on the finish line sheets and then click Create Report on the menu bar to open the Finish Line Sheet window Step 4: Click the Print Icon button on the tool bar to print the finish line sheets for the finish line recorder Step 5: Click X to close the window and to return the Finish Line Sheets window and then click Close to return to the Meet Manager Main Window

12 Print Field Event Score Sheets Step 1: On the Meet Manager Main Window click Reports on the menu bar and then click Field Event Score Sheets Step 2: In the Field Score Sheets window click to select the events to be included or click Select All on the menu bar Step 3: Select the rounds and any other options to include on the field event score sheets and then click Create Report on the menu bar to open the Field Score Sheet window Step 4: Click the Print Icon button on the tool bar to print the field event score sheets for the field event judges Step 5: Click X to close window and to return to the Field Score Sheets window and then click Close to return to the Meet Manager Main Window Print Entry List by School (Optional): This option allows the meet director to print each school s entry list. Step 1: On the Meet Manager Main Window click Reports on the menu bar and then click Entry Lists Step 2: Select the options to include on entry lists (to print all School leave schools blank) and then click Create Report on the menu bar to open the Entries window Step 4: Click the Print Icon button on the tool bar to print the entry sheets for the coaches Run the Meet Enter Results and Scoring: Please note that all athletes MUST have a time or mark entered for meet manager to score the meet!!! Results are to be entered at the completion of each event and scored!! Step 1: On the Meet Manager Main Window click Run on the menu bar to open the Run the Meet window Step 2: In the Run the Meet window click to select an event and enter results (the red numbered buttons indicate heat number) NOTE: IF CHANGES, SCRATCHES, OR CORRECTIONS ARE NEEDED IN A SECTION OR HEAT BEFORE SCORING PLEASE READ ADJUSTING HEATS, SECTIONS, OR FLIGHTS BELOW Step 3: After entering results for the selected event click the Score button to score the event. Step 4: In the Results window click the Print Icon button on the tool bar to print the results Step 5: Click X to close window and to return the Run the Meet window Step 6: Select the next event and continue as above Adjusting Heats or Sections: This allows for changes, scratches, or corrections as needed in a heat, section, or flight after seeding and before an event is scored Step 1: In the Run the Meet window click the Adjust Button Step 2: In the Preview / Adjust window to: to scratch an athlete, double click on the name and a box opens that asks Scratch Athlete from Heat or Section? click Yes or No to add an athlete, double click in the name column in an empty row, an athlete box opens, select the athlete to add and click OK to add a relay, click the Show Schools dial and add relay by holding down left mouse button while pointing to the school to add and dragging to an empty lane Step 3: When finished click Save on the menu bar and return to the Run the Meet window

13 Print Results Step 1: On the Meet Manager Main Window click Reports on the menu bar and then click Results Step 2: In the Results window click to select the events to be included or click Select All on the menu bar Step 3: Select the rounds, number of column and any other options to include in the results and then click Create Report on the menu bar to open the Results window Step 4: Click the Print Icon button on the tool bar to print the results Step 5: Click X to close the window and to return the Results window and then click Close to return to the Meet Manager Main Window Print Meet Scores Step 1: On the Meet Manager Main Window click Reports on the menu bar and then click Scores Step 2: In the Scores window click to select the events to be included or click Select All on the menu bar Step 3: Select the options for the scores and then click Create Report on the menu bar to open the Scores window Step 4: Click the Print Icon button on the tool bar to print the scores Step 5: Click X to close window and to return the Scores window and then click Close to return to the Meet Manager Main Window Export Results for Next Meet Export Results for Next Meet Step 1: On the Meet Manager Main Window click File on the menu bar and then click Export and then click Advancers Step 2: In the Export Advancers window click to select the events from which advancers are to be exported or click Select All on the menu bar Step 3: Enter 4 for Top How Many from each Event Advance and leave all other boxes blank!!! Step 4: Click Export on the menu bar and then click OK in the Export File Progress window Step 5: In the Merge Advancer Entries window select the drive and directory to save the Export File (TCL), click OK and then click OK in the Export Successful window to return to the Meet Manager Main Window Send Export File (TCL) to Next Meet Director: Compose an message and attach the Export File (TCL) created above and send to the next meet director. Make Backup Copy of Meet for MHSAA Web Site: Results of each meet will be posted on Step 1: On the Meet Manager Main Window click File on the menu bar and then click Backup Step 2: In the Backup Current Database click to highlight the tfmeets directory and click OK Step 3: In the next window click NO to the question Would you like to include a message with this backup? Step 4: In the next window write down the backup zip file name and then click OK Step 5: Compose an message and attach the backup zip file created above and send to wbarnett@misshsaa.com

14 FULLY AUTOMATIC TIMING WHAT IT IS AND WHAT IT IS NOT! This year brings some much needed changes for track & field in Mississippi. These changes will greatly improve the quality of track & field and allow for much greater participation in our state. The great thing about our sport is that EVERYONE can find an event in which they can participate in and that is what high school athletics are all about, PARTICIPATION!!! This year one great change is doing away with the preliminaries in our division meets. This will allow our division meets to be held on one day. As you are aware of in the past we usually held field events and preliminaries on separate days from the finals or ran preliminaries in the morning and finals in the afternoon. Now division meets can be held in one afternoon cutting down on valuable missed school time. What is allowing us to do away with preliminaries is fully automatic timing (FAT). FAT systems allow us to run finals against times. Heats will be run and athletes with the four (4) fastest times out of all the heats will qualify to move on to the region meet. Over the last several years our athletes have been running finals against times in all of our regular season meets, preliminaries have become a thing of the past! The uncertainty of hand or semi-automatic timing would not allow us to do this. This year the MHSAA will require all division host sites to use a FAT system. These systems include but are not limited to Pyro-Flash Video, Eagle Eye and FinishLynx. What makes a system fully automatic? 1. The FAT timing device MUST be activated automatically by a start signal, rather than manually (e.g., like with a stopwatch or a computer key stroke). 2. The finish time MUST also be captured digitally (picture or video) to remove any human error or delays from the equation. 3. Most importantly, the finish line results MUST be accurate to at least 1/100 th of a second. A system MUST meet ALL of the above to be considered a fully automatic timing system! Please Note: Timing systems such as Sprint 8 or Time Machine are not fully automatic timing systems and are not permissible for timing division meets. Also any fully automatic timing system that is started by hand becomes a semi-automatic timing system thus becoming ineligible for timing a division meet.