Regional
Directors
Dear Regional Directors,
The Regional Championships will be October 21st, so read below to
ensure you’re prepared for your meet.
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
& start race – 2 qualify
6-9 teams entered
& start race – 3 qualify
10 & above
entered & start race – 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:
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.
To qualify as an INDIVIDUAL: Each region will qualify 20% of
the total number of (AA & A) contestants that start the
regional race to the state meet, inclusive of those
individuals that qualified as a team qualifier. A minimum of 10 individuals
will qualify from each region. Regular math rounding (.5 & up, round up,
below .5, round down) will apply. Please note: Individual
qualifying is not separated by classes!
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 number. This
has never happened, but you never know.
When emailing your Hytek
backup file with the Regional results, you must also email the Regional State
Qualifying info form. We are not at your Regional meet, so we have no idea how
many runners & teams START your
race, so the Regional State Qualifying form is very important. The Hytek backup file only indicates who
finishes your Regional races.
Email your Hytek backup
file (only takes a few minutes) & Region State Qualifying Form to Marshall
Cavender at mecavender62@outlook.com & Coach Chris Parsons (coachparsons@yahoo.com) 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, it’s crucial to get your results
emailed no later than 9pm on Thursday, October 21st.
If you have questions
about Hy-Tek or any other regional entry items, email Marshall Cavender at mecavender62@outlook.com