Running a Team Gala

League registration

At the start of each league season, the league secretary will email to ask if we still want to be in the league, with a form to fill in.

1. Fill in the form and send it back to the league secretary.
2. Copy in the treasurer, treasurer@teamsharks.com, so they can pay the league fees.

Swimmer register

The league also needs a list of eligible swimmers. Get this from a report in SCM.

1. Go to Reports.
2. In Select Fields, add: First Name, Last Name, Date Of Birth, Age, Gender, SE Number and Active.
3. Under filters, set Table: Members, Column: Active, Condition: Equal to, Value: 1.
4. Run the report. This gives you a table of all the data you need for the league spreadsheet.
5. Download it from SCM as a .csv or Excel file, then copy the data into the league spreadsheet.

Before you start

Look on the league websites for the fixture dates:

• Junior League: nuneatonjsl.uk
• Mercian League: merciansummerleague.uk
• Arena League: nationalswimmingleague.org.uk (West Midlands)

Steps

1. In SCM go to Club > Events and choose Add Event.
2. Select Event type > Club Event.
3. Choose Event Type > Team Gala.
4. Fill in the gala details: name, venue, dates, course, and the licence level and age-at date for the league:
   • Arena League: Level 4 licence, age at 31 December
   • Mercian League and Junior League: unlicensed (licence N/A), age at the date of the finals
5. Tick Allow Entries To Be Edited Up To Closing Date and Ignore Deadline For Volunteers.
6. Click Update Event.

There are already three prebuilt templates, one for each league. Simply use the drop-down and select the one you need.

The coach responsible for the team will send out the invites.

1. Once the coach has finished the team sheet, export the meet files from Club > Events > Meet Files, then transpose the team onto the relevant league spreadsheet:
   • Junior League: Team sheet (Excel)
   • Mercian League: Recording sheet (Excel)
   • Arena League: Team sheet and validation (Excel)
2. Email the completed team sheet to the host club.

Arena League (licensed)

The Arena League is a licensed gala, so the results go up on the Swim England rankings. Import them using the importing results instructions for open meets.

Junior League and Mercian League (unlicensed)

These aren't licensed galas, so the host will send you a spreadsheet of results after the gala. Add the times in one of two ways:

• Manually: go to Club > Events > [event name], choose Add Swim Times and enter each time.
• In one go: add the times to the results .csv in the meet files .zip, then import it.