GPSA Representative Duties
The GPSA Representative is the designated point of contact and primary authority for their team. This guide provides a practical overview of responsibilities organized by timeframe.
For official rules, see the GPSA Rulebook - Officials section.
Quick Reference
- Who can serve: Must be a Bona Fide Member of the pool
- Board role: Voting member on GPSA Board of Directors
- Primary duties: Roster management, official certification, meet operations, team conduct
Pre-Season Responsibilities
Code of Conduct
Submit signed Code of Conduct acknowledgment forms to the Rules Committee no later than 7 days before your team’s first meet.
Required signatures:
- GPSA Representative
- All coaches
Consequence: Teams that fail to submit by deadline forfeit all meets until forms are received.
Roster Submittal
Submit initial roster no later than one week before the season starts.
- Maintain accurate roster of swimmers, coaches, and certified officials
- List each official’s name and current certifications
- See Roster Submittal Process for step-by-step instructions
Consequence: Failure to submit on time results in a $50 fine.
Official Certification
Ensure your team has sufficient certified officials for meets. Required certifications:
- Referee
- Starter
- Stroke & Turn Judge
Certification options:
- USA Swimming certification (current)
- Attend annual GPSA Officials’ Training Clinic
- Complete USA Swimming online course
- Rules Committee certification
See GPSA Rulebook - Certification for details.
SwimTopia Setup
Ensure your team’s SwimTopia registration includes the GPSA Code of Conduct agreement as a required element for parents and guardians. See SwimTopia Guidelines for platform configuration.
Meet Day - Home Team
As the home team GPSA Representative, you have primary responsibility for meet setup and operations.
Before the Meet
See GPSA Rulebook - Pre-Meet Requirements for official deadlines.
| Time | Task |
|---|---|
| 12:00 PM | Verify both teams marked “Ready to Merge” |
| 12:00 PM | Merge entries in SwimTopia |
| After merge | Verify entries comply with participation rules (event limits, exhibition, max scoring entrants) |
| After merge | Work with coaches to consolidate heats and relocate exhibition swimmers |
| After merge | Prepare all meet materials |
See Meet Preparation Guide for detailed instructions.
Equipment and Officials to Provide
See GPSA Rulebook - Team Responsibilities for official requirements.
| Item | Quantity |
|---|---|
| Referee | 1 |
| Starter | 1 |
| Stroke & Turn Judges | 2 |
| Timers | 1 per lane |
| Head Timer | 1 |
| Sweep Judge | 1 |
| Scorekeeper | 1 |
| Ribbon writer | 1 |
| Runners | 2 |
| Stopwatches | 1 per lane + 1 extra (backup if using Time Drops) |
| Starting horn/whistle | 1 |
| Certified Lifeguard | 1 |
| Scorekeeper table and chairs | As needed |
| Laptop/Tablet for Meet Maestro | 1 |
Mutual Agreements with Visiting Rep
Before the meet, agree with the opposing GPSA Representative on:
- Warm-up times (minimum 20 minutes per team)
- Heat sheet publication (mobile app access requires mutual agreement)
- Alternative official assignments (sharing officials if needed)
- Timer configuration (1, 2, or 3 timers per lane)
- Pool area boundaries (smoking/alcohol prohibition zone)
Default: If reps cannot agree on heat sheet publication, default is NOT to publish.
During the Meet
- Monitor team conduct (swimmers, coaches, spectators)
- Coordinate with referee on any issues
- If serving as an official, designate an alternate rep (cannot be the coach)
- Handle any suspended/banned individual situations with the other rep
Post-Meet
- Lock out changes in Meet Maestro and transfer results (see Scorekeeper Guide - Post-Meet)
- Collect meet artifacts from scorekeeper (Place Judge Forms, DQ slips, lane slips, etc.)
- Receive awards from ribbon writers to distribute
- Submit results to GPSA Publicity Committee within 24 hours
Consequence: Failure to submit results within 24 hours may result in penalties.
Meet Day - Visiting Team
Before the Meet
| Time | Task |
|---|---|
| By 12:00 PM | Mark team as “Ready to Merge” in SwimTopia |
| Before meet | Prepare backup heat sheets and scorekeeper materials |
Equipment and Officials to Provide
| Item | Quantity |
|---|---|
| Stroke & Turn Judges | 2 |
| Timers | 1 per assigned lane |
| Sweep Judge | 1 |
| Scorekeeper | 1 |
| Ribbon writer | 1 |
| Stopwatches | 1 per assigned lane |
| Stand-by starting horn/whistle | 1 |
| Laptop/Tablet for Meet Maestro | Recommended |
During the Meet
- Monitor team conduct
- Coordinate with home rep and referee on any issues
- Handle substitutions through coach (3-event rule applies)
Post-Meet
- Receive yellow copies of DQ slips for your swimmers
- Collect awards to distribute to your team
- Coordinate with home rep if any post-meet issues arise
Postponements and Rescheduling
For complete rules, see GPSA Rulebook - Scheduling and Postponements.
Before Meet Starts
If conditions are unsafe or facility unusable:
- Notify the visiting team’s GPSA Representative immediately
- Notify the GPSA Publicity Committee
- A meet may be postponed by mutual agreement of both reps
During Meet
- Confer with referee and opposing rep on delays
- May temporarily delay in 30-minute increments for weather
- Referee has authority to postpone if conditions are unsafe
Rescheduling Requirements
- First priority: agree on a date as soon as possible (e.g., next day)
- If no immediate date, use next available league rain date
- Must confirm rescheduled date within 24 hours of postponement
- Meets after Summer Splash require Rules Committee approval
Consequence: Failure to agree on reschedule within 24 hours = loss for both teams.
Meet Completion Rules
- Meet is complete if all events through Event 30 have been swum
- Meet is suspended if stopped before Event 30 - must be rescheduled
- Both reps may mutually agree a meet is complete at any point
Protests
For complete rules, see GPSA Rulebook - Protests.
During-Meet Protests
- File with Meet Referee within 30 minutes of alleged infraction
- Referee resolves immediately (may stop meet)
Post-Meet Appeals
You may appeal a referee’s decision to the Rules Committee if:
- The protest determined the winning team, OR
- You believe the decision warrants further review
Timeline:
- Submit written appeal within 3 days of the meet
Post-Meet Protests (New Issues)
For issues discovered after the meet:
- Initial notification to Rules Committee within 24 hours
- Formal written protest within 3 days
Ongoing Responsibilities
Board Meetings
- Attend and participate in all GPSA Board meetings
- Vote on league matters as your team’s representative
Roster Maintenance
See GPSA Rulebook - Roster Revisions for complete rules.
- Keep roster current throughout the season
- Publish updates at least 24 hours before any meet
- Note: Swimmers removed after roster deadline cannot be reinstated
Eligibility
See GPSA Rulebook - Eligibility Challenges for procedures.
- Primary responsibility for swimmer eligibility
- Provide proof of eligibility upon Rules Committee request
- May challenge another team’s swimmer eligibility in writing
Conduct
- Responsible for conduct of swimmers, coaches, and spectators
- Assist referee in resolving disciplinary issues
- Enforce Code of Conduct
Scholarship and Award Submissions
You are responsible for submitting scholarship applications and coach nominations on behalf of your team:
- J. Kyle Hurdle Scholarship: Review and submit applications from graduating seniors. Your submission serves as a recommendation of the applicant’s leadership, work ethic, and sportsmanship.
- Kei Lamberson Outstanding Coach Award: Submit coach nominations from families on your team.
Both submissions are due by midnight, July 27 each year. Email to scholarships@gpsaswimming.org.
If You Change Mid-Season
If you step down as GPSA Representative:
- Submit new Code of Conduct form for the new representative
- Ensure smooth handoff of all responsibilities
- Notify the league of the change
Questions?
Contact your division representative or the GPSA President for guidance on representative duties.