Regional
Directors
Dear Regional Directors,
The Regional Championships are fast approaching, so I want to make
sure all Regions are on the same page for October 18th.
All Regions
will use RaceTimeEntry.com for entry method and use Hytek for scoring & result
purposes. Both programs set by WVSSAC and must be used in the Regional meets.
Also, make
sure you have a VIDEO camera set up for any discrepancies
Qualifying:
Teams:
1
5 teams entered 2 qualify
6
9 teams entered 3 qualify
10 & above entered 4 qualify
*** 5 team members must start the race
to qualify as a team entry, but a team does have to finish 5 to be counted as a
team.
Individual Qualifiers:
20% of the number of runners
that start the race. Minimum of 10
Do
a count & figure the amount of individuals who will qualify (have a
calculator) and inform the runners BEFORE the gun goes off. This helps prepare
your Regional runners what they need to do to qualify for states before the
race starts.
VERY IMPORTANT: You may
only enter a MAXIMUM of 10
athletes at the regional meet.
Go into your RaceTimeEntry
Regional View Report file and make sure no team has entered more than 10
runners. If they have, contact that team and make them go back into their
RaceTimeEntry and delete runners beyond their 10th runner.
While only seven (7) may
run at the regional and state, all the names you indicate will receive a race number
and may be substituted at the state meet. By
entering your alternates ahead of time, you will not need to take
the time to get extra race numbers at the state meet. The
substitute runner will already have an assigned number and be ready the day of
the state meet. For some unforeseen reason a team competing at states would
have multiple runners get sick, hurt, or etc. beyond their 10th
runner, anyone listed on their eligibility sheet can compete. We would just
have to assign the runner or runners beyond the 10 runner a bib & shoe
chip. This has never happened, but you never know.
When emailing your Hytek
backup file with the Regional results, you must indicate in your email and SPELL it out to us how many individuals
qualify in the girls race and boys race. Also, SPELL it out in your email how many
girls & boys teams qualify from your Region. We are not at your Regional
meet, so we have no idea how many runners & teams START your race. The Hytek backup file only indicates who finishes
your Regional races.
Email your Hytek backup
file (only takes a few minutes) to Marshall Cavender at mcavender@mail.kana.k12.wv.us by Thursday no later than 9:00pm. Preparing for the WV
State Meet is a huge task and getting the State Meet Program prepared before
Monday evening printing for the WVSSAC, its crucial to get your results
emailed no later than 9pm on Thursday, October 18th.
If you have questions
about Hy-Tek or any other regional entry items, email Marshall Cavender at mcavender@mail.kana.k12.wv.us