Role of Recorder
Prior to AGM:
Suggest season dates to Management Committee (to be voted on at AGM).
Ask Secretary to email Club Reps, advising Clubs they can nominate teams directly into League Manager (LM) after the AGM. Remind teams to nominate a Captain for each team with their mobile number.
After AGM:
Work with another committee member (Sandra is very familiar with LM) to put season dates into LM and open LM for nominations. Nominations to close one week before Grading Meeting.
After nominations have closed, send email to Management Committee, attaching:
- Two LM reports: “Mean Teams Sorted” (manually write on it ladder positions from last season), and “Team and Squad Overview”.
- Also number of nominations in each division, and suggestions for draws. Take this info to Grading Meeting, together with a copy of last season’s ladders at end of the minor round.
After Grading Meeting:
In LM (Nominated Teams, edit team settings) - change Division Desired to the Division that was allocated for each team.
Check ladders are correct in Match Centre (MC) for each division.
Meet with other Committee Member (suggest Sandra) to do draws. Once Divisions are correct lock teams so only Reserves can be added.
Email “Court Allocation Review” (LM report) to Management Committee.
Email Secretary when draw is done so she can let Club Reps know.
Weekly (once season has commenced):
On Friday night/Sat morning:
Log into LM (Results Management, Matches, Overview) - change start date to current round.
“View scorecard” for each match, check for any comments/disputes/unspecified players – contact Team Captain or Club Rep for more info if needed. If results are entered and confirmed, it will already show as “Official”. If results are entered but not confirmed, it will show as “Unofficial”. Press “save” on all scorecards. (There is no need to chase up teams that haven’t confirmed).
The Recorder may get emails from Team Captains about wrong scores/names entered. On League Manager “view scorecard” and fix up mistakes. This includes changing Unspecified Players to the correct name, after Club Rep has added the Unspecified Player to the team (although Team Captains can enter these now directly into Match Centre).
The Recorder may also receive queries from Team Captains about order of merit or seeking prior approval for fill-ins. Fill-ins should always be added as Reserves.
The Recorder may also get occasions where forfeits due to injury have been recorded incorrectly, eg put in as 9-5, when the score was eg 4-5 when play stopped. (That rubber should be recorded as Incomplete, Home or Away player retired, and score 4-5).
Notify Team Captains if they have entered anything incorrectly, so they know the correct procedure for next time.
The Recorder does not routinely check whether teams played in correct order of merit, or played correct rotations. However, sometimes glaring mistakes are obvious so require some follow-up, eg a player has been entered as playing in 4 rubbers!. The Recorder does not need to keep a spreadsheet of Reserves.
Incomplete Matches –
The Recorder will manually need to do “Ladder Adjustments” in LM if a round is partially washed out, as Association Rules state that sets not played will be split equally between both teams.
Edit Ladder Adjustments
Example: To add 2 points, type “2” or To subtract 2 points, type “-2”
Box below – enter ladder adjustment explanation
Recorder will need to change Rubbers For, Rubbers Against, Sets For, Sets Against, Games For, Games Against, Points then “update”.
If neither team won, then both teams get 1 point for each set they won, plus 1 point each for a draw, then a point for each set that wasn’t played, (equally split). Total 8 points.
If a team did win even though matches were unfinished, then the unplayed sets just need to be split equally. Winning team gets 2 points for a win, losing team gets 0 points for a loss. Both teams get 1 point for each set won. Total 8 points.
If matches did commence but no sets or very few sets were completed over the whole Association, discuss with Executive Committee, as it may be practical / reasonable to just cancel that round.
At end of minor round:
Get together with other Committee Member (suggest Sandra) and activate LM for finals. Run LM report to check all players in finals’ teams are qualified.
Using LM reports, determine the Doris Boyce Winner and Runner-up, and Best Players in each division. The Most Consistent Team is the Minor Premier with the best match ratio in MC. Take this info to Presentation Lunch. Trophies are also awarded to the Premier teams.
Email “Finals Information” to Secretary to pass onto Club Reps.
After last minor round match, print off ladders from MC to help with next year’s gradings.
At Presentation Lunch:
Bring list of prize-winners to lunch. Collect Grand Final scoresheets from Grand Final Captains.
In the next few days, type up Prize Winners and Premiers info and email it to Gen Dawson to put on WMGTA website.