/ Swimming
Licence Application / Form Reference R4.4 (OW)
Fee £20.00
It is recommended that the guidance notes on Page 4 are read before completing this form / LICENCE NO.

PART 1:To be completed by the Meet Organiser when the Licence is being applied for

A: Contact Details of Applicant

Organisation
Name of Organiser
Address
Post Code / Email
Tel No (day) / Tel No (eve)

B: Category of Licence applied for (Please tick appropriate box)

Level 1 / International, National & District Meets
Level 2 / Other Meets
NB.A Licence is not required for Internal Club events.

C: Details of meet for which application is being made

1. / TITLE OF MEET
2. / DATE(S) OF MEET
3. / VENUE OF MEET
4. / EVENT DESCRIPTION(S)
e.g. Age categories,
distances, course details,
eligible swimmers
5. / PLANNED RACE TIMES / 1. Event(s) / Briefing Time / Start Time
1. All race times must be / 2. Event(s) / Briefing Time / Start Time
shown. / 3. Event(s) / Briefing Time / Start Time
2. Indicate day of race if / 4. Event(s) / Briefing Time / Start Time
event lasts more than 1 day. / 5. Event(s) / Briefing Time / Start Time
6. Event(s) / Briefing Time / Start Time
6. / Do you wish the event to be open to entries to swimmers with temporary membership of SASA? / Yes/No

D: Declaration of behalf of Organising Body

I confirm the following:
1. / A check will be made that all competitors are registered to a national association or are temporary members of SASA.
2. / The meet will be conducted under Scottish Swimming Open Water Swimming Regulations, and
will follow Scottish Swimming Open Water Swimming Safety Guidelines.
3. / A preliminary risk assessment has been carried out and is attached.
4. / I will check Temporary Membership forms (if applicable) and send them to the Chair of the National Open Water Committee, with the fees, to arrive at least one week prior to the Meet.
Name: / Date:
The appropriate licence fee must be submitted with this application

PART 2:To be completed by the Chair of the National Open Water Swimming Committee before the Meet has taken place

E: Licensing

LICENCE APPLICATION FORM RECEIVED / Accepted  / Refused
Date: / DATE:
PRELIMINARY RISK ASSESSMENT RECEIVED
Date:
LICENCE APPLICATION FEE (£20) RECEIVED
Date:
TEMPORARY MEMBERSHIP REQUEST SUBMITTED / Accepted  / Refused
Date: / DATE:
LICENCE NUMBER NOTIFIED TO ORGANISING BODY
Date:
Comments (if applicable):

PART 3:To Be Completed Immediately After the Meet Has Taken Place

F: Meet Organiser’s Comments

Did all competitors have a valid membership number? / Yes
No
Were the meet objectives achieved? / Yes
No
Was the meet financially viable? / Yes
No
Do you intend to run the meet on similar lines next year? / Yes
No
Please comment on any failure to meet minimum requirements. Include any corrective actions that will be taken for future Meets.

G:Environmental Conditions

General Conditions: / Wind Speed
...as measured (give units) / Air Temperature:
... or approx (Beaufort) / Water Temperature:

H: Referee’s Report: (Please ensure that the list of officials is attached and signed)

Name of Referee:
 / Yes / No / N/A
a. / Was the meet held under Scottish Swimming Open Water Swimming Regulations?
b. / Did the meet run to time?
c. / Did you have at least the minimum requirement of officials?
d. / Were you satisfied with the meet organisation?
e. / Were programmes with required information provided?
f. / Were drug testing facilities available (Level 1 meet only)?
g. / Were results supplied in an appropriate format?
h. / Are you satisfied that the formal results attached to this form are correct?
i. / Were there any disqualifications? (if so, attach DQ forms)
Referee’s comments

I: Safety Officer’s report

Name of Safety Officer:
 / Yes / No
a. / Was a final risk assessment completed and documented
b. / Was the final risk assessment sufficient?
c. / Were appropriate safety craft available?
d. / Was First Aid supplied by qualified agency (Level 1 meet)
Or
Were there First Aider(s) (Level 2 meet)
e. / Were there any incidents?
f. / If there were any incidents, how many? Give comments. (and attach Incident Forms)
Safety Officer’s comments

PART 4:Licence sign-off, after the meet has taken place

J: Open Water Committee Chair’s report /  / Yes / No
a. / Was the referee suitably qualified?
b. / Date form returned
Date results returned
Date list officials returned
Date programme returned
Date final risk assessment returned

OPEN WATER LICENCE APPLICATION

GUIDANCE NOTES

GENERAL

  • In accordance with Company Rule 4.4.1 “All competitive aquatic meets in Scotland, involving members from two or more clubs, require to be licensed by the Company”. Club championships and Time Trials do not need a licence.
  • All Licensed Meets are required to satisfy “minimum standards” as set out in Open Water Regulations.
  • All aspects of Licensing are defined in Scottish Swimming Open Water Swimming Regulations OW2.4, the latest version of which can be downloaded from the Scottish Swimming website or obtained, on request from the Scottish Swimming office.
  • It is essential that the Regulation requirements are read and understood before an application is made.
  • The number of officials on duty must comply with Open Water Regulation OW2.10.
  • It is the responsibility of the organising body to ensure that the event takes due account of the requirements of the Scottish Swimming Open Water Event Guidelines.
  • Prior notice of intent to hold a meet can be included in the National/District Calendar, but the meet cannot be advertised otherwise, without the appropriate licence number.
  • Any queries regarding the Regulations should be directed to the Chair of the Open Water Swimming Committee.

PROCEDURE

Making an application

a)Complete Part 1. There is no requirement for signatures and applicants are requested, where possible, to complete the form electronically and submit by E-mail.

b)The application must be accompanied by a copy of the Preliminary Risk Assessment for the Meet. Note that amendments to the assessment must be made after this if there are any changes in the circumstances.

c)Send the completed form to the Chair of the Open Water Swimming Committee to arrive a minimum of eight weeks prior to the event.

d)A fee of £20 is required for each licence application. This should be sent at the same time as the application is made to the Chair of the Open Water Swimming Committee (cheques made payable to SASA Ltd.).

e)The Chair will assess whether a licence can be granted and, if so, add a Licence number to the form and return it to you.

f)Applications to allow entries from temporary members require the permission of the CEO of Scottish Swimming.

g)Confirmation that a Licence has been granted will be advised in accordance with Reg OW2.4.6

h)On receipt of the Licence Number, arrangements may be made to advertise the meet.

After the Meet

a)Provide the Referee with a copy of the results. This may be done by E-mail within a few days of the event.

b)Ensure the Organisers, Referee and Safety Officer have completed their reports (Part 3)

c)Within seven days of the meet, send the original Licence Application, with Part 3 completed, to the Chair of the National Open Water Committee accompanied by;

1) a list of the Technical Officials who took part in the event on the appropriate form.

2) a consolidated list of all participating athletes and result sheets in electronic format.

3) a copy of the final version of the risk assessment, even if it was unchanged from the preliminary.

4) copies of any Disqualification forms relating to the event

5) copies of any incident forms relating to the event.

6) for level 1 meets, a copy of the event programme must also be included.

Note that the referee may do this on behalf of the organiser if arranged by mutual consent. E-mail may be used.

NOTES

1Licence applications will not be issued for meets outwith the months of June – September or, except under extraneous circumstances, on dates which clash with a Scottish National Championship event or a District Championship in the same district as the venue for the meet.

2It is the responsibility of the Organising Body to ensure that all participants comply with the current Scottish Swimming Open Water Swimming Event Guidelines.

CONTACT DETAILS :

The Chair of the Scottish Open Water Swimming Committee during the 2015 season is;

Les Rodger, 27 Beechwood, Linlithgow, EH49 6SD

Tel. 01506 847250

E-mail :