Manages the Swimming Canada Registration System for Officials
This role can be combined with the Club Official Chair Role
The Club Official Administrator (COA) and the Club Official Chair (COC) will need to acquire access to the Swimming Canada Registration (RTR) system for registering and maintaining profiles for club officials. The Club President and the COA/COC must complete and sign the Additional User Access Declaration Form and email the completed form to Nicole. Swim Ontario will setup the COA account on the system. Clubs may have multiple COA accounts for various roles within the club organization. The functions of the COA account are the same for all the different roles. .
In order to facilitate the collection of registration information required for officials, Clubs may opt-in to use an online application for officials registration form. The Club Official Administrator (COA) will receive a notification for application of an official wishing to be registered with their club along with the required paperwork completed. The COA will then use this information to register the official on the RTR system. Clubs may choose to collect the information as they wish. This service is not mandatory.
The online application form will list clubs that are participating. To have a club listed on the registration form, the COA must sign-up by completing the following form HERE.
Club Officials Administrators can upload a CSV file to the RTR with new officials to create accounts. The template CSV file will contain required fields only (Name, Gender and Email Address). It is the expectation that officials will update their home address, phone numbers and DOB when they complete the registration process. As a result of this, we will no longer require officials to complete their address, phone number and DOB information on the application form. Level 4/5 completing an Offence Declaration will be asked for their DOB.
The official and COA will receive an email with required details to create an account on the RTR for any new officials.
The online form is divided into 2 components:
All other contact information and required forms (Assumption of Risk & Concussion Management Acknowledgment - Rowan's Law) will be completed and tracked on the Swimming Canada registration system (RTR) by the official themselves. Officials will be required to login to their official account and complete the contact information and execute these forms.
Swim Ontario 2023-2024 Official Application for Registration Online Form
The RTR User Guide for COA outlines all the different features and steps to update an officials online profile on the RTR system to help the COA in maintaining and identifying officials progression.
The Club Official Chair and Administrator will work together to monitor officials development within the club with the support of Level 4/5 officials within their club or region and their Regional Officials Representative (ROR). The Swimming Canada Certification Pathway and the details can be found at Officials/Certification.
The COA will update certification levels for officials in the RTR system for officials. Level 2 and above certifications will be reviewed by Swim Ontario before approval of the certification.
COAs will be able to upload a CSV file with new officials listed that will create an account for the official. Currently, the system will flag anyone that already has an account with the Club only, although they are working at identifying those that have an account in the system Canada wide. The Template CSV can be found HERE. The file must have the exact column headers in this order and must be saved as a CSV file. The file can have any name.