Info for Time Trials
Hello, Otters Parents and Coaches!
We’re officially kicking off meet season—time to get excited! You’ll be hearing from me regularly via email, so I wanted to introduce myself and share how I can help.
If you have any questions about your child’s meet entries, feel free to reach out:
- Text (fastest): 361-771-5206
- Email: [email protected]
What do I handle?
I manage the behind-the-scenes meet setup—everything from entering swimmers into events to organizing heats, lanes, and ensuring times/results are accurately recorded. Think of it as the digital side of running a smooth meet.
Weekly Meet Declarations (VERY IMPORTANT)
Each week, you’ll need to declare your swimmer’s attendance for the upcoming meet by Wednesday at 8:00 PM. Please set a reminder on your phone.
You may declare on the web browser by logging in on the website > Upcoming Events. To the right of the meet, you will see “Meet Entry” and “Job Signup.” You may also use the SwimTopia app to declare and sign up for volunteer positions.
Declaring means indicating:
- Yes, my child will attend, or
- No, my child will not attend
Any swimmer not declared by the deadline will be marked as NOT attending and cannot be added after entries close.
When selecting “Yes,” you’ll also indicate relay availability:
- All age groups (except 6U) have morning and afternoon relays
- 6U swimmers have morning relay only
Please only select relay availability that fits your schedule—if your swimmer is placed on a relay, the team is counting on them to be there.
Time Trials (This Week’s Practice Meet)
Time Trials establish your swimmer’s official entry times for the season. Swimmers must have a recorded time to compete in future meets.
Your swimmer should participate in all events they may want to swim this season. If they don’t get a time in an event now, they won’t be eligible to swim it later.
Event Guidelines by Age Group:
- 6U:
- 25 Free, 25 Back
- Optional (advanced swimmers): 50 Free, 25 Breast, 25 Fly
- Note requests in “Notes to Coach” for approval
- 7–8:
- 25 Free, 50 Free, 25 Back
- 25 Breast & 25 Fly (encouraged, even if not perfect)
- Optional 100 IM (note in “Notes to Coach”)
- 9–10:
- 25 Free, 50 Free, 25 Back, 25 Breast, 25 Fly
- Optional 100 IM (note in “Notes to Coach”)
- 11+:
- 100 Free, 50 Free, 50 Back, 50 Breast, 50 Fly, 100 IM
- Note any opt-outs in “Notes to Coach”
Important: There are no relays at Time Trials.
If You Miss Time Trials
We strongly encourage everyone to attend, but if you can’t:
- Coaches will leave a lane open during upcoming practices (only after Time Trials)
- Parents will time their swimmer using a phone timer. Please refer to the info above by age group to know what stoke/distances to time them for.
- Email me the results so I can enter them.
Deadline:
All times must be submitted by Wednesday, May 6 for eligibility in the first meet (May 9). Please don’t wait—our goal is to return practices to normal as soon as possible.
If Time Trials are canceled due to weather, the makeup date is Saturday, May 2.
Future Meets
- Declarations remain due Wednesdays at 8:00 PM.
- When you declare “Yes,” you’ll select 3 events per swimmer and relay availability.
- Coaches will assign relays based on performance and times.
Volunteer Sign-Ups
- Open each Sunday at 8:00 PM.
- Sign up through the team system.
- Volunteer coordinators will follow up if help is still needed.
It takes all of us to run successful meets—thank you in advance for pitching in!
That should cover everything for now!
Thanks for taking the time to read through, and please reach out if you have any questions.
Ali Sulak
