Member Data Validation Service for CLUBS
The Member Data Validation Service (MDVS) for clubs provides for integrating club databases hosted by third-party swim team management software vendors with the USA Swimming member database called SWIMS. The goal of the service is to improve the quality of data for both the club and USA Swimming.
Depending on the vendor implementation, it provides club registrars with the ability to compare the information in their member database with the information in SWIMS to ensure they are in sync with each other.
Each club must give their third-party vendor permission ("activate" the vendor) to exchange club registration data with SWIMS on behalf of the club. Please read Instructions - How to Activate a Vendor before starting this process.
The Member Data Validation Service provides for integrating club databases hosted by third-party swim team management software vendors with the USA Swimming member database called SWIMS. Depending on the vendor implementation, it provides club registrars with the ability to compare the information in their member database with the information in SWIMS to ensure they are in sync with each other. Athlete membership data can be verified before forwarding a registration file to the LSC registrar to ensure the quality of the data being submitted and identify transfers. It may also be used in meet reconciliation to identify athletes are registered on the date of the meet per USA Swimming rules. The goal of the service is to improve the quality of data for both the club and USA Swimming.
In 2014, the USA Swimming Board of Directors tasked the staff with creating a platform that would allow members to join USA Swimming online. After researching several different options, it became apparent that approximately 80% of our clubs already had an online registration option available to them through their third-party team management software vendors (ACTIVE Hy-Tek, Club Assistant, Swim-Smarter, SwimTopia, TeamUnify, and others). Rather than reinvent the process or ask parents to join USA Swimming separately (adding another step to the registration process), it was decided to enhance the existing platforms by allowing clubs to compare the membership information in their databases against SWIMS to improve data integrity in the registration databases.
What are the benefits of the MDVS?
The ability to have the club database “talk to” the national database coordinates member registration information to ensure that both databases have accurate and up to date information. Other issues that club and LSC registrars deal with every day, such as duplicate registrations, overpayments of currently registered athletes, and questions concerning whether an athlete is currently registered, will diminish or disappear completely over time.
Which third-party software vendors are offering MDVS?
The Member Data Validation Service is currently available to clubs using Swim-Smarter and TeamUnify swim team management software. ACTIVE Hy-Tek is in the process of making changes to their software and will announce a launch date when that work is completed. Clubs using a different vendor should contact them directly for information about their launch date.
What must a club do to enable the service for their club?
Each club must “activate” a third-party vendor (give the vendor permission) to exchange club registration data with SWIMS on behalf of the club. For security purposes, the person accomplishing the activation process must be a valid non-athlete member of USA Swimming, a member of the club, and know the club portal administrator password for the club.
The process to activate a vendor produces an “activation code”. The activation code, also for security purposes, verifies that the club wants to use the new service and gives their software vendor the ability to authenticate that the request has come from a club using their platform and is therefore a legitimate request. The vendor will use the activation code to establish a secure connection to SWIMS.
- Clubs using Swim-Smarter - email the activation code to Joe Barnhart at firstname.lastname@example.org
- Clubs using TeamUnify - see the following FAQs from TeamUnify
What type of training will club registrars receive from their chosen vendor?
Training and support will be provided by each vendor. See also the following FAQs from TeamUnify.
- Comparing Member Information
- Best Practices - Compare Member Information
- Registration Batch Submission
- Checking the Registration Status
What changes will take place for those clubs that don’t use the Member Data Validation Service?
There won’t be any changes for clubs that do not use one of the software vendors to submit their registration files. They will submit them to the LSC registrar as they have been doing.
What changes will the LSC registrar encounter as a result of the Member Data Validation Service changes?
LSC registars will see changes to the SWIMS holding tank and a new feature called the file manager. Training webinars were held to review the changes and recordings of the webinars are available for viewing.
- Click here to view a recording of the SWIMS Holding Tank webinar.
- Click here to view a recording of the SWIMS File Manager webinar.
Where can I get my club administrator (club portal) passcode?
Please contact your club administrator or LSC registrar.