MEET SANCTIONING IMPORTANT DATES

Sanction/Approval requests for 2025-26 Fall/Winter (Short Course) Meets will be accepted starting August 10, 2025. 

Please use the online form found on the LSC website, under the Events Tab, on the MEET FORMS & SANCTION APPLICATION page.

Approved meets only:  If you did not submit a Form D with your bid, one must be included with the approval request. There may be a delay in processing approved meet requests due to ongoing Form D reviews.

The Bid window for Long Course 2026 will be September 7 - October 14, 2025.

All meet bids must be submitted via the online form found on the LSC website, under the Events Tab, on the MEET FORMS & SANCTION APPLICATION page.

*Reminder* The Wisconsin Swimming Annual Meeting is April 25, 2026 and will be a closed date for all LSC sanctioned/approved competition in Wisconsin.

Club / Team Board Members

USA Swimming Membership Requirements

All Club / Team Board Members must be registered with USA Swimming as a non-athlete administrator, other, official or coach member. All members must complete the registration and requirements of membership which are different for each role. For the non athlete administrator role the minimum requirements are completing a background check and athlete protection training.

It is a requirement of USA Swimming and US Congress that all board members are registered because they are privy to private athlete information.

If you have had any recent elections or updates to your Board, all new members need to register as soon as possible.

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Credential Updates:

Coaches and Officials - All American Red Cross Course and Concussion Protocol Training Course Certifications do NOT automatically update to your profile. Please send your certifications to Amyd@wisconsinswimming.org for credentialing

TO: Wisconsin Swimming Club Coaches & Team Leaders, LSC BOD, LSC Staff, LSC Registration Chairs and Registrars, and Club Contacts, 

Please read the following information carefully and to completion. 

1. USA Swimming to turn OFF your 2025 OFFERINGS on 8/8/25.

What are Offerings? Offerings are the Roles that your members can choose when registering (i.e., Administrator, Coach, Individual Season Athlete, Junior Coach, Junior Official, Official, Other, Premium Athlete, and Provisional Coach). 

In order to prevent registrations being processed too early for the upcoming 2026 season, USA Swimming will turn off all membership Offerings for the 2025 season on 8/8/25. If you have a need to process a 2025 registration after that, please go to Club – My Club – Registration – Manage Offerings – and enable the offering you require. USA Swimming will then open the 2026 Offerings on September 1st. 

Please note that any 2025 registrations processed during the past season and/or before September 1st will expire on 12/31/2025. Individual Season Memberships for 2025 will expire 150 days from the date of registration or on 12/31/2025, whichever is earlier.

If someone has registered in the last 30 days before they should have - i.e., they thought they registered for 2026, but used the 2025 OMR link and are not starting to swim until after 9/1 - please use the ticket system (click here) to request a refund. The refund policy can be found here - USA Swimming Refund Policy

2. OPT IN or OPT OUT of Bulk Renewal prior to 8/25/25:

Club Administrators now have an alert in their USA Swimming dashboard under My Actions that says Club Bulk Renewal Opt In is open for their Club. 

You currently have 3 weeks left to Opt in or Opt out of Bulk Renewal. Bulk selection will lock on 8/25/25. Once it is locked no changes to the selection can be made until the following registration year. If you do not make a selection, USA Swimming will assume that you want your members to Self-Renew. 

Important information about Bulk Renewal: 

• Clubs are solely responsible for registering whichever group they choose when they OPT IN (i.e., Athletes, Non-Athletes, or Both). No individual member that had been registered for 2024-2025 can renew their own membership if the club chooses Bulk. 
• If ‘Yes' is selected and the club OPTS IN, then the club is responsible for paying the membership fees for the team. 
• Bulk Renewal ACH fees take the length of time your bank says it takes to process (sometimes up to 2 weeks). DO NOT wait until the end of December to register your team.
• When you pay by CC, there is no extra fee and no wait for the ACH to settle.
• Bulk renewals can be done many times throughout the swim season, not just once.
• Athlete and Non-Athlete Members that will not return for the 2026 season will remain on your Club Roster through 12/31/2025 unless you transfer the member to Unattached.
•  How to Transfer an Athlete or Non Athlete to Unattached
• Clubs may benefit from accessing these USA Swimming resources for Self or Bulk Renewal: https://www.usaswimming.org/about-usas/resources/swims-database/coaches-team-leaders. 
• While logged into SWIMS select HELP from the top menu bar. Select from the drop-down menu of various help documents based on need.

To OPT IN/OUT of Bulk Renewal please follow these directions:

• Login to USA Swimming, click on CLUB and go to MY CLUB. 
• Click on the REGISTRATION tab. 
• Click on BULK RENEW ATHLETES pill and click on the toggle switch so it says:
•  "NO" if you will be doing Self-Renewal (meaning the club will require existing athletes/non-athletes associated with the club from 2024-2025 to complete their own athlete membership renewals for the upcoming 2025-2026 registration year).
• “YES” if you want to do Bulk Renewal (meaning the club agrees to register existing athletes/non-athletes associated with the club from 2024-2025 for the upcoming 2025-2026 registration year). 
• If ‘Yes' is selected the club is responsible for paying the membership fees for the team. 
• Next, click on the BULK RENEW NON-ATHLETES pill and click on the toggle switch so it says:
• “NO” (meaning each individual will be responsible for renewing themselves) OR
• “YES” (meaning your team will be responsible for renewing all of their non-athlete members). 

Any questions regarding either Registration, Bulk Renewal or Self-Renewal, please contact: Amy DeGrace at amyd@wisconsinswimming.org or registration@wisconsinswimming.org.

For any financial questions, please contact Nancy Drabot at finance@wisconsinswimming.org.

ALL RENEWALS MUST BE COMPLETED BY 12/15/25!!!

3. Team Administrators need to manage their club Offerings in SWIMS 3.0 PRIOR to 9/1/25: 



To Manage Offerings, login to SWIMS 3.0. Go to CLUB, then MY CLUB, then the REGISTRATION tab, then the MANAGE OFFERINGS pill:

After that, make sure the Report Period is on the 2026 season and click on the small box to the right of the Offering you want your team to have. 

4. Team Administrators can choose to have members of their clubs register using a Third Party Vendor.

To utilize Third Party Vendor, the club will need to say “YES” to Bulk Renewal.

For information on Third Party Vendor Registration, go directly to your specific Vendor. For additional information, go to www.usaswimming.org and click on COACHES AND TEAM LEADERS, then click on REGISTRATION & RENEWAL. Scan to the bottom left side of the screen for help information. 

If a team chooses to integrate registration with a Third Party Vendor AND chooses to Bulk Renew:

• The team will have to Bulk Renew through the Third Party Vendor platform and they will need to contact that vendor if any questions arise.
• For 18 year olds that need to create their own account in SWIMS 3.0, they will first need to be bulk renewed through the Third Party vendor, then have the athlete create their own account in SWIMS 3.0 before they take the APT.
• Third Party Vendors do not have a way for families to change emails or identifying information in the 18 year olds information without calling the vendor to have them do it.
• If a club uses a Third Party Vendor, they should adjust any settings, notifications, or messages during the registration process for the upcoming season to eliminate confusion.



5. Team Administrators must renew their Clubs for 2026 on or after 9/1/25:

After logging in to SWIMS 3.0, a Club Administrator can find the Club Registration information by clicking on CLUB in the navy heading at the top of the home page, then clicking on CLUB RENEWAL. Please complete the Club Registration and pay the full $650 online for BOTH the USA Swimming and Wisconsin Swimming portions of the fee.

We recommend you renew your club as close to 9/1/25 as possible. The sooner you renew your team, the more monetary benefit you can receive (see Club Rebate Information):

Any questions regarding either Registration, Bulk Renewal or Self-Renewal, please contact: Amy DeGrace at amyd@wisconsinswimming.org or registration@wisconsinswimming.org.

For any financial questions, please contact Nancy Drabot at finance@wisconsinswimming.org.