Club Administration Resources
Registering a Club
Club Information Changes
Any changes to a club’s physical address, head coach information, registration contact information, or the House of Delegates contact information must be reported. Please contact firstname.lastname@example.org with changes.
Access and print your club athlete roster, and verify athlete registrations. Access Your Club Portal and Reports.
In an effort to maintain consistency and alleviate errors, all athlete registrations from Middle Atlantic clubs MUST be completed via electronic software. The registration system is integrated with the meet and times reconciliation systems, which means that you MUST use your registration database to enter swimmers in meets so that the swimmers are entered in meets EXACTLY as you registered them. Check your club portal’s athlete roster while you enter swimmers in meets to verify that you’ve entered them correctly. Your cooperation minimizes mistakes and ensures that athlete times are posted correctly.
The athlete form can be used to collect information from swimmers and enter it into your database. You DO NOT need to send us the individual forms–just the file.
Athlete Registration Fees and Deadlines
Athletes may be registered at any time, but MUST be registered at least 2 weeks prior a to any meet they wish to swim in. Any swimmers not registered 10 days prior to a sanctioned or approved meet will NOT be entered into the meet. They may, however, still swim in the meet if the Meet Director accepts deck entries, and the swimmer is registered prior to the start of the meet. The fee for processing registrations in less than two weeks is $140.
Coach and Non-Athlete Registration
All forms for non-athletes must be sent to MA Swimming. Use the coach checklist to be sure all coaching certifications and courses are up to date prior to registering.
Any time there is an accident or injury during activities such as Sanctioned or Approved swim meets, swimming practices, contracted Swim-a-Thons or approved social events, a Report of Occurrence must be submitted by a coach, official or someone affiliated with the club/facility. This form is submitted online, and sent to USA Swimming, its insurance company, and the Middle Atlantic Swimming office.
Insurance Certificates for Your Club
As a USA Swimming member club, you have the benefit of General Liability insurance coverage at no charge to the club. The terms and limitations are reviewed annually with each policy period renewal. Currently, the policy limits are $1M per occurrence/$2M general aggregate. Beginning with each new membership year, USA Swimming mails each club an insurance certificate as proof of their insurance coverage.
Facilities used by USA Swimming clubs may also request to be named on the certificate. This is called an “Additional Insured Endorsement.” Obtaining an Additional Insurance Endorsement is done online through the CertificatesNow website. USA Swimming headquarters does not request this certificate for the club, and the certificate is not automatically renewed annually. Click here for the easy step-by-step directions to requesting the Additional Insured Endorsement.