Those present were: Carl Rickershauser, James Casey, Lou Fraulo, Wayne Letwink, Tom Priory, John Pontes, James Camburn, Thomas Coleman, Jr., Frank Calise, and Don Danser

1. Correspondence: Only one piece had been received by meeting date. A coach from a Group IV school wanted the Committee to consider changing the method for teams qualifying for the Meet of Champions from the Group Meet. Instead of the automatic top three teams from each division with two additional wildcards, the proposal was to take only two teams from each division with eight wildcards.

The writer was made aware that this proposal has been made several times since 1999. The Committee took no action based on the following:

The philosophy of the NJSIAA in regards to all Meets (Tournaments) of Champions is not to get only the best teams/individuals into the tournament. No one would argue, for instance, that the basketball T of C is made up of the best six teams in the state. IF that were the purpose of the T of C’s, then the tournaments would have to be restructured so that every team is in the same “pool” (i.e. no grouping) in order to insure that only the best make it to the final round. The Group concept under which the NJSIAA operates allows six teams to win state titles.

The Committee took no action on the proposal.

2. Policy Change: The only change of significance deals with the starting time of the Meet of Champions. It will be 10:00 am next year. This gives a common starting time for all levels of the tournament.

3. Bicycles and pets: Schools must be aware that the NJSIAA assumes no responsibility for bicycle accidents or animal bites. The hazards created by pets and bicycle riding amongst the large crowds of people present at Holmdel park during the NJSIAA tournaments are the responsibility of the owners and riders and the schools to whom they are connected.

4. Regulation Changes:

Page 1-16: Change 2003 dates to 2004

Page 1: Update Rule 19 if changes are made in the NJSIAA Handbook for 2004-2005.

Page 2: Add “AND ROSTERS” everywhere ENTRIES are mentioned.

Change October 17 to October 12

Change November 3 to November 1

Delete the section starting in bold print “Reminder: Rosters …has been posted”

Change November 8 to October 30, 2004

Change Sectional Starting times as follows

10:00 am – Group I Boys 11:40 am – Group II Boys

10:25 am – Group IV Boys 12:05 pm – Group III Boys

10:50 am – Group I Girls 12:30 pm – Group II Girls

11:15 am – Group IV Girls 12:55 pm – Group III Girls

Page 3: Change November 8 to October 30

Change Friday, October 17 to Tuesday October 12

Change Schools according to 2004-2005 Classifications

Page 4: Change Mrs. Moroney’s home phone to 732-494-8292

Add Jim Camburn’s e-mail address: JCamburn@Buena.k12.nj.us

Note: There MAY be a change in site for the South Sectional due to construction around Delsea Regional

High School

Change Schools according to 2004-2005 Classifications

Page 5: Change November 15 to November 13

May need to change the dividing line between Parochial A and B after the 2004-2005 NJSIAA

Classification figures are in. (2 places)

Change November 3 to November 1 (2 places)

Change October 17 to October 12

Change Friday, October 17 to Tuesday, October 12

Change November 5 to Wednesday, October 27

Change November 12 to Wednesday, November 10

Delete paragraph in italics “Team rosters….school code”

Page 6: No changes needed

Page 7: No changes needed

Page 8: Change 2003/2004 to 2004/2005

May need to change the dividing line between Parochial A and B after the 2004-2005 NJSIAA

Classification figures are in.

Page 9: add as item #12:

Bicycles and pets: Schools must be aware that the NJSIAA assumes no responsibility for bicycle accidents or animal bites. The hazards created by pets and bicycle riding amongst the large crowds of people present at Holmdel park during the NJSIAA tournaments are the responsibility of the owners and riders and the schools to whom they are connected.

Page 10: Change Group Meet Starting times to:

10:00 am – Group I – Boys

10:25 am – Group IV – Boys

10:50 am – Group I – Girls

11:15 am – Group IV – Girls

11:40 am – Group II – Boys

12:05 pm – Group III – Boys

12:30 pm – Group II – Girls

12:55 pm – Group III – Girls

1:20 pm – Parochial B – Boys

1:45 pm – Parochial A – Boys

2:10 pm – Parochial B – Girls

2:35 pm – Parochial A – Girls

May need to change the dividing line between Parochial A and B after the 2004-2005 NJSIAA

Classification figures are in.

Change November 22 to November 20

Change Meet of Champion Starting Times to:

10:00 am – Boys Championship Race

10:00 am – Girls Championship Race

Page 11 No changes needed

Page 12 No changes needed (Holmdel Park Supplemental Rules)

Page 13 New Page – Clear outline of how to enter the meet.

General Information:

The procedure for successful entry into the cross-country tournament is the same for all schools. The deadlines are the only difference: Public School Deadline: October 12, 2004

Parochial School Deadline: November 1, 2004

Three components make up an entry:

1. Entry Form

2. Entry Fee

3. Electronic Roster

1. Entry Form

A. Entry Form is attached to these regulations

B. Fill in High School’s FORMAL name (i.e. Abraham Clark, NOT Roselle)

C. Fill in the Section (North I, North II, Central, South or Parochial; NOT 1 or 2 or North Parochial) and Group (1, 2, 3, 4, A, or B) according to the GENERAL 2004-2005 NJSIAA Classifications published in June of 2004.

D. CHECK the appropriate entry: TEAM or INDIVIDUALS for Boys and/or for girls. The same form can be used for both teams. Duplicate the form if you want to send the boys and girls separately. If you check individuals and send 5 or more runners, no matter what, you cannot win any team awards and your team will not be scored.

The team fee is $80 for a boys team, and $80 for a girls team. If you are entering both, the school needs to send $160 to cover both teams.

The individual fee is $14 per individual. IF NOT SENDING A TEAM, indicate the number of individual boys and/or girls you will be sending and multiply that figure by $14 to get the amount due. For example if Arts High School plans to enter two boys and two girls, their total fee for both boys and girls would be $56 (2x$14=$28 for boys; 2 x $14=$28 for girls). Suppose Arts was sending a boys team, but three girls, then their total fee would be $122 ($80 for the boys team + 3x$14=$42 for the three girls).

Checks must be made payable to NJSIAA. Note that the Entry Form and Fee (check or voucher) must be sent directly to the NJSIAA (1161 Route 130 North, PO Box 487, Robbinsville, NJ 08691)

The entry form must be signed by the Principal, Athletic Director and the Coach to be valid.

IF YOU WISH TO RECEIVE CONFIRMATION THAT YOUR ENTRY FORM HAS BEEN RECEIVED, FILL OUT THE ATTACHED VERIFICATION RETURN FORM WITH A SELF-ADDRESSED, STAMPED ENVELOPE.

2. ENTRY FEE

Once you figured out your entry fee, enclose the check (or voucher) with the Entry Form. If you have a problem getting the check (or voucher) send the Entry Form in with a note stating fee (or voucher) will come later.

NOTE: A voucher that needs to be returned MUST be accompanied by a self-addressed envelope.

3. Electronic Roster

This step requires you to e-mail a Hy-Tek-generated file containing a MAXIMUM OF TWELVE (12) BOYS AND TWELVE (12) GIRLS. The following are instructions for using Team Manager Lite.

I. You may download this program free of charge from the following website:

www.hy-tekltd.com Make sure it is TEAM MANAGER Lite for track and not the one for swimming.

II. After downloading the program, you are read to begin.

III. The first time you open the program, you will have to add the school. This needs to be done only once. To do this,

A. Click on the TEAMS menu at the top.

B. In the next window click on the ADD menu. This will bring up the TEAM MAINTENANCE window.

C. Click in the TEAM CODE window and type in your school code (For public schools it will be three or four numbers, for parochial schools it with be a three or four character code containing the letter A or B. Codes can be found at the back of these CROSS-Country Tournament Regulations .

D. Next choose the TEAM TYPE. Click on the DOWN ARROW button in the TEAM TYPE field. You should be given only 2 choices: Age Group and School. Choose SCHOOL

E. Next type in the full school name (Example: Rancocas Valley Regional)

F. Next type in a short version like Rancocas Val. This Short version is what is used in the printout of results. It must be a name all can recognize. DON’T put mascot names, like Red Devils, or abbreviations like RVRHS.

G. You are now finished with adding school information. Anything else you fill in is optional and not needed by NJSIAA.

H. If you wish, you may add coaches’ information. Again, this is not necessary.

IV. Now you are ready to add the athletes. To do so you must get back to the main menu or window. Click on the icon that looks like a hurdle in the upper left corner. A menu appears. Click on CLOSE. This will bring you back to the Main Menu.

A. Now click on ATHLETES

B. In the next window, click on ADD

C. Fill in Last Name, First Name (Middle initial is optional)

D. Click appropriate Male/Female button.

E. Make sure MEMBER OF TEAM field shows your school code. If it is blank or another code is there, click on the DOWN ARROW button in the Team Member field. You should now see your school code there. Choose it. (You should have to do this only once, with the first athlete you enter). If no code is there at all, or you correct school code is not one of the choices, you did something wrong when you entered your school earlier. Repeat the instructions for entering your school.

F. Enter the school year (9, 10, 11, 12) of the athlete

G. Any other information is optional. To get new screen to enter your next athlete, click the OK button.

H. When finished adding your athletes, after clicking OK and getting a new ADD ATHLETE window, click the CANCEL button.

V. Now you are ready to create your file that you need to send to the meet directors.

A. Click on the Hurdle Icon then on the CLOSE button to get back to the main menu

B Now click on the FILE menu, then the EXPORT button, then the ATHLETES/TEAMS button.

C. This will open the EXPORT ATHLETES window.

1. The first thing you need to do is tell the program where you want to copy the file you are going to need to e-mail. A field labeled EXPORT TO DRIVE defaults to the Drive C and to a folder containing Team Manager Lite. It is recommended that you place a disk in the drive a: (floppy drive). When it comes time for you to e-mail the file, this is the easiest way to find the file when you want to attach it to your e-mail. Then select Drive A by clicking on the DOWN ARROW in the EXPORT TO DRIVE window and choose Drive A.

b. Now you need to choose the appropriate ATHLETES EXPORT FILTERS. Choose BOTH if you are sending both boys and girls rosters in, or choose MALES or FEMALES if you are sending only one of these groups in. Once again, you are permitted a MAXIMUM of 12 boys and 12 girls on your rosters, any seven of which may run on any meet day.

c. Make sure your school code appears in the TEAM window. If necessary click on the DOWN ARROW in this field and choose your code.

d. Click OK. You will get a message stating WHERE the file was copied and the name of the file.[The file name will start with your school code, followed by a hypen (-) followed by “Roster001.zip” For example, Willingboro’s export file name would be: 4321-Roster001.zip. If the last three numbers were 003, it would mean that two earlier files were placed in this same place. Usually, you want to send the last or latest file you created to your meet director. That file is always the one with the highest last three numbers.] Click the OK button to close the window and the file will be created ready for you to attach to an e-mail.

VI You are now ready to send your roster by e-mail. There are many programs (browsers) used to send e-mails so detailed instructions cannot be given here. However, sending the roster file is just one extra step in sending an ordinary e-mail.

1. Open your e-mail

2. In the TO box type the following e-mail address: LFRAULO@EROLS.COM

3. In the SUBJECT box, type in your school NAME and type of roster you are sending:

EXAMPLE: Franklin High School Boys cross-country State Roster

Again, we encourage you to send boys and girls in the same file.

4. All e-mail programs have an ATTACHMENT button. When selected, it opens up a “browser” to let you find the file you want to attach and send with the e-mail. If you copied your Hy-Tek File to the floppy disk in drive A, select that drive and highlight the hy-tek file, then hit enter. You should now be back to your original e-mail screen with the attached file listed in the heading under ATTACHMENTS.

5. Now just SEND the e-mail. You should be sending the file from an e-mail address Lou Fraulo can use to send you a REPLY so you will know he got it.

VII Now you must check to make sure that the file you sent was received and is correct. REMEMBER, NO ROSTERS CAN BE CHANGED THE DAY OF THE MEET. PUBLIC SCHOOLS HAVE UNTIL OCTOBER 27 TO MAKE CORRECTIONS. PAROCHIAL SCHOOLS HAVE UNTIL NOVEMBER 10.

1. Give Lou Fraulo 24 hrs to post your roster.

2. After 24 hours, go to the following website: WWW.LFRAULORACINGSYSTEMS.COM

3. Scroll down on the opening screen until you see CLICK HERE FOR RESULTS

4. Click on HERE and on the next screen scroll down and click on “HS Cross-Country 2004”

5. On the next screen scroll down to NJSIAA ROSTERS RECEIVED and click on that.

6. It may take a few minutes for all the rosters to appear (they will be in alphabetical order by school).

Boys and girls will be in the same place (even if sent in separately). Find your roster and check it carefully

7. What if:

a. Can’t find my rosters, and I know I sent them in. If you sent them in you should have received an e-mail back from Lou. If you did receive a reply and they are not there, check at the top of the roster list on the website to see when the last update to the list was made. If the last update was made after you sent your roster, wait another 24hrs and check again. If still not there, e-mail Lou (LFRAULO@EROLS.COM) and tell him about your problem.

b. I noticed a spelling error and/or a grade error and/or a sex error (boy listed as girl or vice versa). DO NOT SEND ANOTHER FILE. DO SEND an e-mail to Lou (LFRAULO@EROLS.COM), explaining the error. Be as specific as possible: Example. Lou, Coach Smith of Willingboro. I noticed when checking my roster on your website that I misspelled a name. The name “Twanda Bennet” should be Tawanda Bennett. Thanks.

c. I mistakenly sent 14 names on my boys roster. Lou will automatically delete the last two names alphabetically to get down to the TWELVE maximum allowed. If you didn’t want those two names eliminated, you will need to e-mail Lou (LFRAULO@EROLS.COM) and tell him which two names to remove and which two names to replace: EXAMPLE: Lou, Joe Jones of Cinnaminson. I saw on your website that Mike Wellington and Jim Zorsi are not on my roster. Please replace Harry Beaudet and Claude Rains with Mike Wellington and Jim Zorsi. Thanks. Again DO NOT SEND another complete hy-tek roster, just a plain e-mail with the correction will do!

IT is the coach’s responsibility to make sure rosters are in and are correct. REMEMBER ROSTERS CAN NOT be updated the day of the meet.

NOTE 1: IF ANY OF THE THREE PARTS OF THIS PROCESS ARE RECEIVED, THE SCHOOL WILL BE BILLED APPROPRIATELY WHETHER OR NOT THE PROCESS WAS COMPLETED AND/OR THE TEAM/INDIVIDUALS ACTUALLY RAN IN A MEET.

NOTE 2: FAILURE TO COMPLETE THE ENTIRE PROCESS MAY RESULT IN INDIVIDUALS OR TEAM NOT BEING ALLOWED TO COMPETE.

Page 13 Verification Return) May need to change the dividing line between Parochial A and B after the 2004-2005 NJSIAA Classification figures are in.

Page 14 (Official Entry Form) May need to change the dividing line between Parochial A and B after the 2004- 2005 NJSIAA Classification figures are in.

BOLD AND LARGER PRINT “Team entry fee …scored as a team.”

Move (Check One) over the “OR” (2 places)

Change Oct.17 to Oct. 12

Change Nov. 3 to Nov. 1

Page 15-17 Change 2003-2004 to 2004-2005

Add Seneca High School with code 4340

Add Gill St. Bernard with code 5B30

May need to change the dividing line between Parochial A and B after the 2004-2005 NJSIAA Classification figures are in.

Adjust Parochial A and B list to reflect 2004-2005 NJSIAA Classification.

Meeting was adjourned at 11:30 am