Regional Directors

 

Dear Regional Directors,

The Regional Championships will be October 20th, 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 20th.

 

If you have questions about Hy-Tek or any other regional entry items, email Marshall Cavender at mecavender62@outlook.com