School Year Athlete Groups are used to group high school or middle school athletes by grade.

Using School Year Athlete Groups, you can:

Customize the names and abbreviation codes used for each grade
Filter by grade in applicable reports in SwimTopia and Meet Maestro
Send group emails using the age group name as a mailing list

» Attention Summer or Year Round Teams: School Year Athlete Groups are only available to school teams. ➞ See Athlete Age Groups

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School Year Groups in SwimTopia

Accessing the School Year Athlete Groups Configuration

To manage your School Year Athlete Groups, go to Manage Team > Settings > School Year Athlete Groups.

https://stagingyak.swimtopia.us/manage/settings

Add/Edit a School Year Athlete Group

We offer pre-defined School Year Athlete Groups, but you may add a new group, or edit an existing group.

Remove an Existing School Year Group

To delete a school year group, hover your mouse over the grey Remove button. It will turn red and you can click on it to delete.

Sending Email to School Year Groups

From Communications, you can click on the Compose Message button and start typing the name of the school year group you want to email and you’ll be offered a drop-down list with matching selections (e.g. start typing “so” and you'll see "Sophomore").

➧ Guidelines when Emailing Athletes

Athletes Under 18: Each Parent/Guardian listed with an email is included in the communication sent to an athlete directly, or athletes assigned to an athlete group or role, and sent from athlete-specific reports (i.e., Athlete Roster). This happens regardless of whether the athlete has an email in their profile, or the parent/guardian chose to opt out of team communication (only acknowledged for "Members" groups).
Athletes 18+: Parents/Guardians are not automatically included for 18+ athletes. If you want to include parents they must be added manually or assigned to a role that you include.
Exception: if a team has a Masters program where adult athletes are also parents - the parent email will receive the communication.
Don't want to include a parent?: You can click on “Expand Groups” and remove them. Proceed with caution - - The Children's Online Privacy Protection Act ("COPPA") and SafeSport rules state that adults cannot communicate with minors under 13 (a parent or other adult must be copied).

How-To Video: School Year Athlete Groups (3 min)

Learn how to set up and manage these groups.

➞ For more school-specific tutorials, see the Training Videos - School Teams article.

School Year Groups in Meet Maestro

The host team's school year athlete group values are used when meet entries are merged, creating a meet in Meet Maestro. School teams will see the School Year Groups sub-tab under Meet Setup,

» Note: If a visiting team uses different values than the host, and the system cannot logically map to a value from the host team, that school year value will be added to the Meet Maestro meet. An athlete's assigned school year group can be edited from the Athletes screen in settings.

https://maestro.swimtopia.us/a/meet/17661/settings/meet-setup/school-year-groups

Add/Edit School Year Groups

School team admins can add or edit the school year groups directly in Meet Maestro for the specific meet. This will not change the values in SwimTopia when the results transfer back, and will not persist for future meets.

➞ See our Meet Maestro Settings – Meet Setup & Sessions article for more information.

Edit Assigned Athlete Group

Meet admins can edit an athlete's school year group for this meet under the Athletes tab.

https://maestro.swimtopia.us/a/meet/17661/settings/athletes

» Note: Changes made to the athlete profile will only affect the athlete's information in this meet and will not be transferred back to SwimTopia when the results are transferred. To permanently edit the athlete's profile, the updates need to be made to their profile in the team's SwimTopia account.

➞ See our Meet Maestro Settings – Athletes article for more information.

Multi-Session Meets

School year groups are not session-aware. They will display the same for all sessions, and cannot be edited for a specific session.

Results File - Transfer or Download

Finish & Export > Transfer: When the meet results transfer back to each team's SwimTopia site, the school year groups will remain unchanged regardless of whether they were edited in Meet Maestro.
Finish & Export > Downloads: If a visiting team does not use SwimTopia, the downloaded results file will contain the values used for the meet, which are the host team values.

How-To Video: School Year Groups in Meet Maestro (6min)

➞ direct link to our SwimTopia Team Management Overview video.

Reports and Mobile App

School Year Groups in Reports

➧ SwimTopia Reports

Currently, there are only two reports in SwimTopia that provide the option to filter or group the report based on school year group:

➞ Athlete Attendance

➞ Athlete Photo Roster

➧ Meet Maestro Reports

Many reports within our meet management system, Meet Maestro, will display the school year athlete groups instead of the age groups for our school teams. As mentioned, the host team's school year format is used when meet entries are merged. Here are a few examples:

➞ See our Meet Maestro Settings – Pre-Meet Reports and Meet Maestro Settings – Post-Meet Reports articles to see specific reports.

School Year Groups in the SwimTopia Mobile App

Before Meet Entries are Merged: Parents and athletes will see the athlete's school year group and any other group/role assignment from the affiliated team on "Result History" and "Favorites." If the athlete has a date of birth listed in their account, their age will also display.
After Meet Entries are Merged: If the meet is run in Meet Maestro, the host team's school year values are used for all athletes (Heat Sheet, Teams, Favorites, and Live Results).
Post-Meet Results: After the meet has been completed and the results are transferred back to all SwimTopia team sites, the school year is not displayed on the meet results, but the school year from the athlete's home team will be displayed on the "Teams" screen.

hcmanagesettingsschoolyearathletegroups

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