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, Sweep Judge Sheets from both teams, 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
Scholarships and Awards
Applications and nominations are submitted online by the applicant or nominating family at awards.gpsaswimming.org — you no longer collect or email them. Your role is to spread the word:
- J. Kyle Hurdle Scholarship: Encourage eligible graduating seniors on your team to apply.
- Kei Lamberson Outstanding Coach Award: Let families know they can nominate your team’s coach.
Both are due by midnight, July 27 each year, and the online forms close automatically at the deadline.
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.