DRAFT 4/17/2010

SECTION FIVE

ENTRY PROCEDURES

GENERAL INSTRUCTIONS

 

2009-2010 AIA 1A-2A-3A State Track & Field Championships

 

NOTE:  In lieu of a coaches meeting at the state meet, all stakeholders should review both the general and specific instructions for coaches to submit entries for the state meet.

                                                         

 

 

CONTACT INFORMATION

Greg Wayne, Meet Director

AIA 1A-2A-3A State Track & Field Championships

Alternative Programs Coordinator

Monument Valley High School

PO Box 337

Kayenta, Arizona 86033

gwayne@kayenta.k12.az.us

gwayne@hughes.net

(Challenge Center) 928-697-2181

(Home)  928-697-8572

 

 

 

 

 

 

 

 

 

1A-2A-3A AIA STATE TRACK & FIELD CHAMPIONSHIPS

ENTRY PROCEDURES

 

(AIA bylaws 12.2.1)—Mechanics and procedures for state tournaments will be determined by the AIA Executive Board (or designees).

 

HISTORY:  With the advent of outside qualifying in 1986, the possibility of an athlete qualifying in more than four (4) individual events became a regular occurrence.   Prior to the online entry system being introduced to the state meet, 99% of the entries were done correctly.  However, due to various breakdowns in the communication triangle (coaches-region meet directors-state meet directors) entry omissions as well as erroneous entry submissions were taking place. 

 

SOLUTION:   (NFHS rule 3-18-3) each school is responsible for submitting their entries for the state meet online at www.directathletics.com prior to the stipulated deadline.

 

(NFHS rule 3-18-3) Athletes are officially entered into the meet when the coach has submitted their team’s entries online and the stipulated deadline has passed (Tuesday, 12:00 noon MST).

 

(NFHS rule 4-2-1) Each athlete is limited to being entered in four (4) individual events for which they qualify either through the region meet or the outside qualification process.

 

(NFHS rule 4-1-2) An athlete is said to compete in a given event once he or she reports to the bullpen or field event venue. 

 

(NFHS rule 4-2-2) Each athlete is limited to actually competing in four (4) events including relays.

 

(AIA bylaws 29.8.1) An athlete may scratch an individual event to compete in a relay.

 

SUBSTITUTIONS (region place winners):  Each region has been allotted a specific number of slots in each event at the state meet. If a region place winner (athlete A) is not going to compete in that particular event at the state meet, the subsequent region place winner (athlete B) may be substituted in for that athlete or relay team.  Please note that it is the responsibility of the coach of Athlete A to contact the coach of Athlete B no later than MONDAY 3:00 pm MST. 

 

SUBSTITUTIONS (outside qualifiers):  There are no substitutions for outside qualifiers.

 

All entries, including substitutions per the above mentioned provision, must be submitted online at www.directathletics.com no later than 12:00 noon MST—Tuesday May 11, 2010.

 

CHALLENGES:  If a coach believes an athlete has not qualified (and shouldn’t be entered in the meet), or an illegitimate mark has been submitted, a challenge can be submitted to the appeals clerk located at the press box prior to the start of the meet as per any other protest.

 

ONLINE ENTRY PROBLEMS:  Please contact Greg Wayne (Meet Director) prior to the entry deadline.

 

 

 

 

 

 

 

 

 

 

 

            CONTACT INFORMATION

                PO Box 1151

                Boston, Mass.  02134

                TEL:  617-879-1797                                               support@directathletics.com

 

COACHES—please follow this step-by-step process long before the season begins.

 

1.             Activate your account

  • Prior to the start of the season, coaches should visit www.directathletics.com
  • If a username and password is known and available, each coach should logon.
  • If a username and password is not available, do not create a new account.  Contact support@directathletics.com via e-mail and they will get that to you as soon as feasible to do so.  It has been known for the webmaster to get this information out to schools a few days later—so, be patient.
  • After logging on, the state meet should appear on the team’s invite list.  This is located on the right hand side of the screen, the state meet should be there dated 5/14/2009 and a GREEN capsule should be there as well stating “register.”
  • Greg Wayne has invited every 1A, 2A, and 3A school that has an account to the state meet.  If for some reason you aren’t invited—contact him via e-mail at gwayne@kayenta.k12.az.us
  • Update the team’s contact information (coaches, e-mail, phone number, etc.)

 

2.             Performance list

  • The performance list is not the official outside qualification list (that is outlined in another section).  The performance list for each conference is located at www.directathletics.com.
  • Regular season meets using www.directathletics.com for online entries should export the results back to the website and the performance list will be automatically updated.
  • For regular season meets not using the website, the coaches will then have to manually add performances to the list (after logging on, click on TEAM, then click on ADD PERFORMANCES—note that all field events use English measurement and it should look something line 15’03.25”)
  • The performance list should reflect each athlete’s season best mark.  These are the marks that should be used when submitting entries for the state meet.
  • NOTE:  Prior to the region meets, wind-aided marks will be deleted from the performance list.  Normally, the website will automatically then load up the next best mark for that athlete.
  • Region meets are encouraged, but not required, to use www.directathletics.com

 

 

 

 

 

 

 

 

 

 

 

 

 

 

3.             Submitting individual entries for the state meet

  • All entries, including substitutions, must be submitted by 12:00 noon MST—Tuesday May 11, 2010.  With 118 schools participating, meet management can’t afford to extend the deadline.  Coaches having online entry issues—contact Greg Wayne prior to the deadline.
  • Only submit entries that have qualified – either through the region meets or as outside qualifiers.
  • Entry marks submitted should be season best marks as noted on the performance list.  Incorrect entries will be edited by meet management. 
  • (AIA bylaws 16.3.1) coaches that knowingly and/ or intentionally submit erroneous entries may be subject to ejection per the sportsmanship rule of the AIA.
  • (NFHS rule 3-4-8) by submitting entries, the head coach agrees to make sure all athletes will exhibit good sportsmanship, that all athletes will compete properly equipped, and that all rules and regulations will be adhered to.

 

4.             Submitting relay entries for the state meet

  • (AIA bylaws 29.1.3) Coaches should not be preoccupied with the names of the runners originally submitted through the online process. 
  • (NFHS rule 5-9-2) Relay cards will be submitted to the clerk-of-course located in the bullpen no later than “report call” the day of the meet.  Since a “timed-finals” format is being used, only the names of the four (4) actual runners (preferably in order), need to be submitted.  Relay cards shall be in each team’s packet.

 

5.             Start lists

  • Will be posted on the AIA website (www.aiaonline.org) no later than Wednesday morning.

 

6.             Results

  • Will be posted at the meet site (please—do not remove posted start lists and/or results)
  • Will be posted online

 

7.             Disputes

  • Coaches with a dispute on the start list or results should bring that to the attention of the appeals clerk