MEET ENTRY POLICY & PROCEDURES

2023-2024 Season

DUAL MEET/TIME TRIAL ENTRY POLICY & PROCEDURES

  • Approximately 10 days prior to the meet, details regarding the upcoming meet will be posted on the calendar.  Details include meet information, entry information, and a link to the entry form will be posted on the website calendar.  
  • Entries can be submitted the Saturday 1 week prior through 7:30pm the Wednesday before the meet.
  • The deadline for signing-up for a dual meet/time trial is the end of practice (7:30pm) on the Wednesday prior to the meet.  No late entries will be accepted
  • You will receive a confirmation email that your entries were received. 
  • Due dates are strictly enforced and late entries will not be accepted.  
  • You may sign-up to swim up to 3 events.  A list of events will be in the pre-meet info on the calendar.  The events offered for each age group change from meet to meet.  If an event is not listed for your age group, you can NOT swim the event.  
  • ALL ENTRIES ARE VIA the website  – THERE WILL BE NO EMAILED ENTRIES 
  • Please list the events in preferential order of the events your swimmer would like to swim.  In case there is a limitation of 2 events per swimmer, due to time restrictions, your swimmer will get their top event choices. 
  • All entries can be viewed on the website under meet submissions (must be logged in).  If you make an error on your entry form or want to make changes, you can make as many changes as you want before the entry deadline.   
  • If you sign-up for a meet and are a no show (do not show up for the meet) you may not be able to swim in the next dual meet.  If you need to scratch from the meet you can email the parent association at [email protected] up until meet check in (Saturday 8:45am).  
  • Swimmers do not need a time to swim dual meets or time trials.  Dual meets and Time trials are for obtaining times to be used for invitation meets.
  • For Home dual meets and time trials swimmers need to arrive by 8:45am and check-in with the coaches.  Coach’s hand in scratch sheets at 8:50am of all swimmers not checked-in.  Any swimmer not checked-in is removed from the meet and can NOT swim.  Due to the large number of participants a strict time line needs to be followed.
  • For away dual meets information will be posted on the gator website regarding check-in times.  Swimmers need to arrive by the stated check-in times to avoid being scratched from the meet.
  • All meet entries are final – there will be no deck entries, switching or changing of events.
  • Amended/late entry fee – in the very RARE event entries can be amended (or a late entry can be accepted) there will be a $10/event fee. Amended entry fees are due in CASH to the payment box on the pool deck within 3 days

INVITATIONAL MEET ENTRY POLICY & PROCEDURES

  • Once a meet opens up swimmers will be notified via Facebook & StackTeam.  Meet information, entry information, eligibility reports (showing which swimmers can participate and in what events) and a link to the entry form will be posted on the website calendar.  
  • An escrow account must be set up by the 1st invitational meet of the season to enter invitational meets.
  • All entries are online via links that can be found on the website calendar.   
  • Due dates are strictly enforced
  • Late entries will not be accepted.  
  • If there is not enough money in the escrow account to cover the entry fees, payment (payable to “Cranford Jersey Gators”  is due within 3 days to the payment box on the pool deck (under the stairs)
  • You will receive a confirmation email that your entries were received.  
  • All entries can be viewed on the website under meet submissions (must be logged in).  If you make an error on your entry form or want to make changes, you can make as many changes as you want before the entry deadline.   
  • Invitational meet entries usually have a very quick turn around time.  It is your responsibility to check FaceBook & StackTeam regularly as late entries can NOT be accepted.  Depending on the meet, entries will need to be back in as little as a few hours, a day or several days.  Each meet is different.  You were away on vacation, didn’t check the apps, at work, etc aren’t excuses that will be accepted for missing an entry deadline.
  • The deadline for entry submission is determined by Coach Lou and strictly enforced.  The actual meet announcement may contain a different deadline but that date is NOT used for Gator entry purposes.  Most popular meets fill up quickly. 
  • All Gator entries must go through the Gator entry coordinator as they are submitted in a special format.  Please do not contact the host club directly with any questions.  Questions can be directed to [email protected] or your swimmers coach.
  • Invitational meets are usually entered well in advance of the actual meet date.  Unfortunately meet entries CAN NOT be updated if a swimmer qualifies after the meet entries have been submitted. 
  • Time standards may change therefore a qualifying time achieved early in the season may not qualify at the same level at the end of the season. (time standards are listed on www.njswim.org)
  • Do not sign-up for events in which the swimmer does not have a recorded time.  Swimmers with such entries will not be entered into the meet.  NJ swimming does not allow entries without a time.
  • You are responsible for all entry fees even if a swimmer scratches from the meet.
  • Amended/late entry fee – in the very RARE event entries can be amended (or a late entry can be accepted) there will be a $10/event fee. Amended entry fees are due in CASH to the payment box on the pool deck within 3 days

SPECIAL TIME TRIAL POLICY & PROCEDURES

  • Any swimmer that will be “aging up” may request a special time trial that will take place the week (7 days) prior to their birthday to make an attempt at breaking a team record.
  • The swimmer must get approval from Coach Lou and their coach for the special time trial.
  • 3 timers are required for the special time trial.  The timers can not consist of the swimmers coach or a relative of the swimmer.
  • An official is required to witness the special time trial.  It is the swimmers parent’s responsibility to obtain an official.
  • The middle time of the three watches will be considered official. 


MISCELLANEOUS MEET ENTRY POLICY & PROCEDURES

  • Amended/late entry fee – in the very RARE event entries can be amended (or a late entry can be accepted) there will be a $10/swimmer fee. Amended entry fees are due in CASH to the payment box on the pool deck within 3 days.
  • Parents are responsible for all entry fees.  
  • Parents will be assessed a $25.00 fee at the end of the season if entry fees are not paid in full.   

      Winter entry fees are due by 3/1/24 to avoid a $25.00 late fee
      Championship and Junior Olympic entry fees are due by 4/1/24 to avoid a $25.00 late fee

  • Deadlines are strictly enforced and no late entries will be submitted.
  • Swimmer top times reports will be posted and updated regularly on the Gator website   
  • If there are any questions regarding billings or meet entries please contact Christine Piatkowski at entries@jerseygatorsparents for all other questions please contact the parent association at [email protected]. 

Invoices will be emailed monthly if there is an outstanding balance ONLY. Payments can be left in the payment box under the stairs on the pool deck.  Payment can also be mailed to:              
      Jersey Gators
      c/o Christine Piatkowski
      18 Chester Lang Place
      Cranford, NJ 07016