Championship Cross Country Timing

Best Practices document for timing Cross Country Championships

Effective Jul 17, 2020

USATF Cross Country

CHAMPIONSHIP CROSS COUNTRY TIMING

Best Practices

Editor

Bill Quinlisk

An official publication of USA Track & Field

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USA Track & Field is the National Governing Body for Track and Field, Long Distance Running and Race Walking, and is the United States member of World Athletics

USATF Cross Country

Championship Cross Country Timing

Best Practices

Introduction

The Cross Country Running Council of USA Track & Field (USATF) has jurisdiction over USATF national cross country championships and will institute, conduct, and manage these championships. The Cross Country Running Council delegates much operational responsibility for their Championships to the successful bidding Local Organizing Committee (LOC) while maintaining overall control as the Games Committee. The Cross Country Running Council will assist the LOC and their event director to ensure that the Championships are conducted according to the Rules, Regulations and expected cross country championship standards set by USATF and the USATF Cross Country Championships Operations Manual. Contact crosscountry@usatf.org for a full electronic copy of the Ops Manual. The 2020 USATF Competition Rules can be found at: http://www.usatf.org/About/Competition-Rules.aspx

It is the responsibility of the Local Organizing Committee for all USATF National Cross Country Championships to contract with a Timing Services company. In cross country, the finish place of each runner must be 100% accurate. Correct finish place is paramount; time is secondary. Transponder (“Chip”) Timing is required by Rule as the primary timing system. At the Open, U20 and Master National Cross Country Championships, three independent systems shall be used, at least one of which shall an imaging system capable of producing a real time visual record of the finishers as approved by the Games Committee. The Cross Country Council retains the right of approval of the timing company since that company will be responsible for a myriad of unique timing, broadcasting, scoring and result requirements. Contact the USATF Cross Country Council for a list of suggested/proven timing companies.

We suggest that the following best practices serve as a guide for those seeking quality timing and results at their cross country event.

Timing Requirements

We recommend the use of disposable bibs with the transponder antennae attached. Two antennae per bib are preferred but not mandated. We require primary and secondary timing mats/loops with independent power supplies. Side-antennae (e.g., ‘Flashpoint’) may be used in conjunction with the secondary mat system but never with the primary mats. Finish chutes are not needed to keep finished runners in order. Pull tags shall NOT be used as a back-up system at the finish line due to the need to keep the finish corral clear of extraneous officials and allow room for medical personnel and media personnel. To that end, select timers are not recommended at the finish line unless they can function from outside the finish chute area. Please refer to USATF Competition Rules 164.4, 165.15, 244.4 and 251 to determine correct placement of timing mats, imaging systems and the correct alignment of the finish line itself. A finish corral will be constructed by the LOC after consultation with the Games Committee.

While timing is secondary to having a correct order of finish, it is important to generate accurate times along with finish order – athletes want to know their times. Fully automatic timing (F.A.T.) is not necessary. All times will be considered hand times and should be rounded to the next slower full second in all results. We require at least one large timing clock at the finish line visible to all finishers and visible to spectators. Multiple clocks may be necessary.

A digital imaging/timing system, such as FinishLynx, is mandated at the finish line with the ability to review in real time the transponder finisher order to determine correct placing. The system must be capable of viewing a minimum of 1000 pictures per second. This imaging system must have the capability of finish review while other races are being conducted. This is especially important where protests are concerned. While we require only one side-scan finish line imaging/timing system mounted a minimum of 7 feet off the ground; if possible, we suggest that two finish line imaging/timing systems be used – one on each side of the finish line, mounted to ensure an unobstructed view of all finishers.

We require integration of the transponder timing system and the imaging system with result software capable of producing timely and accurate results with the ability to make quick corrections. Such a function has proven to be extremely helpful in establishing completely accurate finish order and has proven invaluable when reviewing disputed finishes without delaying other races or ongoing result captures. Due to tight time schedules, we have to be able to look at images from a previous race while at the same time capturing images from a race in progress. Review all finishers - do not automatically accept the transponder time reading as reflective of the runner’s place in the race. We require that all finishers be reviewed by camera to verify correct placing. Again, do not completely trust the transponder system alone to be 100% accurate in placing finishers.

We require integration of the initial and corrected transponder timing data with any onsite videoboards and any TV/video/live streaming systems being employed by USATF or the LOC.

An imaging system with a head-on view of the finish line (e.g., Identilynx) is highly recommended to assist in real time the side-scan imaging camera review to determine correct placing. If possible, we recommend two head-on finish line cameras be used – one on each side of the finish line, mounted at a location and height to ensure an unobstructed view of all finishers at the finish line. These imaging systems need to produce live and reviewable images on a computer monitor.

The LOC will work with their timing services provider to ensure an adequate, independent and uninterrupted power supply for the finish line.

Depending on course layout, we recommend using a split timing mat with an independent power supply to capture split time data for all runners at appropriate and meaningful location(s) on the course. This is especially important with repeat loop courses as this data can be used to verify the number of loops completed by each runner. If possible, split mats should be located at even kilometer locales. If possible, we recommend timing clocks at all locations where split mats are positioned.

If a videoboard is available, then running time, runners’ names and place order with split times and finishing times should be posted in real time. As an option, we suggest the split time data to provide live unofficial team scoring for each Open and U20 race integrated with the videoboard. This team scoring option is not recommended for Master races having several team age divisions within the same race since the Masters often have different scoring rules for the different team divisions.

The Timing Services provider must be able to produce hardcopies of all results on site.

Preliminary Results

Preliminary results should be labeled ‘UNOFFICIAL’ and may be posted onsite after review by the Referee. Reminder – there is a one hour protest period after each race that begins when results are posted. The Referee will confirm that results become official at the end of the one hour protest period for each race.

The Timing Services provider shall generate a Top-15 finish order immediately listing finish place, runner’s name, club or hometown and finish time. Remember - all official times should be rounded to the next slower full second in all results. The top 15 overall list, once approved by the Referee, will be used by the onsite announcer, USATF-approved media interviews, as well as for any immediate awards’ presentations and for preliminary work on national team selection (if applicable).

The Timing Services provider will generate a set of preliminary overall results of each race for Referee review as soon as possible. Once approved by the Referee, a hardcopy of the preliminary overall results shall be conspicuously posted onsite by the Timing Services provider and/or the LOC. The time of day that all results are posted shall be noted on each result document. This begins the one hour protest period. The Referee will announce when the one hour protest period has expired and when results become official.

Transponder timing is an aid in establishing the official finish placing of runners. However, the transponder system must be used in conjunction with back-up systems that will establish the official finish placing of all runners with 100% accuracy. Transponder data should be automatically verified and amended if necessary using finish line imaging systems, select timing and any other official finish line systems available. A Lynx Finish Line camera system (or similar device) that is capable of viewing a minimum of 1000 pictures per second must be used for the automatic review of placing. This imaging system must have the capability of finish review while other races are being conducted. This is especially important when protests are concerned.

Official Results

The USATF event website shall serve as the official portal for all Championships information (entry information and forms, eligibility info, schedule of events, athlete information, status of entries, travel and housing info and results), with USATF being the primary source of competition results. The LOC and the Timing Services provider may link to any and all official Championship information on the USATF event website. All other result postings must be approved by USATF.

Complete results of the USA Cross Country Championships shall be provided by the LOC and their Timing Services provider to USATF as soon as possible upon conclusion of the events and upon approval of the referee. Please email results in Flat HTML format (if you're using Hy-Tek) or text format to: crosscountry@usatf.org Results shall be consistent with all adjustments made to the transponder data from the primary timing system as a result of review using the finish line imaging cameras and any other official finish line systems available. All official times should be rounded to the next slower full second. All result documents must be reviewed by the Referee before release.

When USATF national office staff are available onsite, then live results will be posted only on the USATF website. These live results will be clearly marked ‘unofficial’ until such time as results are made official by the Referee. Official results or an approved link, once available, shall be posted on the USATF website. Live results and/or official results shall NOT be immediately posted on the internet, the Timing Services provider’s website or the LOC’s website (if any) unless pre-approved by USATF and/or the Cross Country Council. Live results shall not be sent to runners’ individual email addresses unless pre-approved by USATF and/or the Cross Country Council.

In addition to any hardcopies of any and all results posted onsite, one hardcopy of each of the result documents shall be made available to the Referee in case of protests. In addition, one hardcopy of each of the required result documents shall be made available for presentation of awards.

Required results include:

Overall Results for all finishers in each race listing place, name, gender, single year age, club team or hometown and finish time rounded to the next slower full second. Note that any split times may be included in the overall results if space is available. Please do not show net times or pace.

Team Results for all declared complete teams within each team division in each race, ranked by lowest point total first, listing team point total of scorers, club team name, all declared team finishers and their individual gender, single year age, and finish time rounded to the next slower full second. Runners on incomplete teams, team entries not declared eligible for team scoring, and unattached or individual competitors will be eliminated from team scoring. Ties in team scoring shall be broken according to USATF Competition Rule 7.9.b: Ties between two or more teams shall be resolved in favor of the team whose last scoring member finishes nearer to first place.

In addition to Overall and Team results, Master races also require:

5-year Age Group Results starting with 40-44 and continuing to the age group of the oldest finisher listing place within the 5-year age group, name, gender, single year age, club team name or hometown and finish time rounded to the next slower full second. Please list all finishers in each age group not just the top 3.

Age Graded Results for each race, separating genders when there are gender mixed races, ranked by Performance Level Percentage (PLP) rounded to one-hundredth (1/100^th) of a percent. Please use the Percent, do not use the adjusted time age-grading for this result document. Please age-grade all Master runners using the latest version (2015 WMA/USATF Age-Grading Road Tables, released 2016). Contact your software/timing system manufacturer to be sure that your software has the latest version of the Road age-grading tables. The Masters Cross Country Representative can assist you in obtaining the correct tables. Note – an updated version of the WMA/USATF Age-Grading Tables is due to be released sometime in 2020.

Entries

The Cross Country Council and the USATF National Office staff will provide a fully vetted entry database to the LOC and their Timing Services provider upon close of the USATF online registration system. Once the online registration system has closed, absolutely no changes are permitted to the database without the approval of the Referee, the Jury of Appeal, the Cross Country Council serving as the Games Committee, or the USATF National Office staff. Final team declarations may be permitted at the discretion of the Cross Country Council serving as the Games Committee. All final team declaration changes will be communicated to the LOC and their timing company prior to the technical meeting the evening before race day.

Scoring

At all USATF National Cross Country Championships, only USATF member clubs may be scored. US Armed Forces’ teams may be scored in a separate team division at the discretion of the Cross Country Council. Please refer to USATF Competition Rules 7.5, 7.6 and 7.7 and Rules 15.1 through 15.8, especially Rule 15.5 for complete details regarding Open and U20 team scoring. Please refer to USATF Competition Rules 7.5, 7.6 and 7.7, Rule 15 and especially Rule 341.1 for complete details regarding Master (ages 40+) team scoring. USATF Competition Rules can be found at: http://www.usatf.org/About/Competition-Rules.aspx Scoring software is subject to the approval of the Cross Country Council serving as the Games Committee.

A runner may only be listed on a single team roster for any event. Exception: A Master runner may compete in both Open and Master races at the same cross country championship event provided that that runner has separately entered both races. Such runners should be issued separate race bibs.

Score only complete teams within each team division. All team scoring is by place. All runners on incomplete teams, runners on teams in other divisions and all unattached runners shall not be included or counted in the team scoring for a division. In order to score for a team, a runner must be declared in advance on the official team roster.

For the USATF National Club Cross Country Championships for Open and Master, Men and Women - Usually scheduled at different locations annually for the weekend after the USATF Annual Meeting in early December: all Open teams shall score 5 runners with a maximum declared of 8 runners per team; Masters Men 40+ and Master Men 50+ teams shall score 5 runners with a maximum declared of 9 runners per team; all other Master team divisions (M60+, M70+, M80+, W40+, W50+, W60+, W70+ and W80+) shall score 3 runners with a maximum declared of 5 runners per team.

For the USATF Cross Country Championships and International Trials for Open, U20 and Master, Men and Women - Usually scheduled for 2 consecutive years at the same location with the traditional early February date dependent on the international cross country championship schedule: all Open and U20 teams shall score 4 runners with a maximum declared of 6 runners per team; separate US Armed Forces’ team divisions scoring and scoring rules shall be at the discretion of the Cross Country Council; Master Men 40+ and Master Men 50+ teams shall score 5 runners with a maximum declared of 9 runners per team; all other Master team divisions (M60+, M70+, M80+, W40+, W50+, W60+, W70+ and W80+) shall score 3 runners with a maximum declared of 5 runners per team.

For the USATF Masters 5 km Cross Country Championships - for Master (40+) only Men and Women - Usually scheduled at different locations annually sometime between late September and early November: Master Men 40+ and Master Men 50+ teams shall score 5 runners with a maximum declared of 9 runners per team; all other Master team divisions (M60+, M70+, M80+, W40+, W50+, W60+, W70+ and W80+) shall score 3 runners with a maximum declared of 5 runners per team.

Ties in team scoring shall be broken by the terms of USATF Competition Rule 7.9.b. “Ties between two or more teams shall be resolved in favor of the team whose last scoring member finishes closer to first place.”

Special Note for Master team division scoring: It is not unusual for a younger Master team division team (e.g., Men 40+) to have a declared runner who is age 50 or more. These older runners may score on a younger team if they have been declared on that team. Older runners on the younger age division team will still be included in their own 5-year age group for individual awards if the races are run concurrently.

Created by Bill Quinlisk, April 15, 2020©

Vice-Chair, USATF Masters LDR; Masters Cross Country Rep;

Championships Coordinator, USATF Cross Country Council;

USATF Official #018316, Grade 3 Master-Level LDR Referee.

Send comments and questions to: Bill Quinlisk at crosscountry@usatf.org

USATF web links – as of May 1, 2020

USATF Website:

https://www.usatf.org/

2019 USATF Bylaws and Operating Procedures:

https://www.usatf.org/governance/bylaws-regulations

2020 USATF Competition Rules:

https://www.usatf.org/governance/rule-books