Polar Bear Director's Guide to Using MileSplit

With indoor season about to begin, make sure you know how to take advantage of the functions MileSplit provides.

 

Tutorials: Coaches  |  Meet Directors

 

Adding Meets to the MileSplit Calendar

Polar bear directors can add meets the MileSplit calendar through their team admin functions (for large invitationals, only the meet director should add the meet to the calendar).  In order to do this, you first have to claim your team, and then go to the team admin screen.

1. From the team admin screen, click on “Schedule/Results” in the menu on the left.

2. Check to make sure the meet is not on the calendar already: under the heading “Add Meet to Schedule,” enter the date of the meet by using the clickable calendar, and press the “Find Meets” button.

3. If the meet is already on the calendar, you can stop at this point.

4. If the meet is not on the calendar, click on the the “Create a New Meet” link that appears.

a.      Fill in the name of the meet.

b.      Select the venue (location) of the meet.

c.      Make sure the correct season is selected (Indoor Track), and check the "Winter Outdoor" box.

d.      Choose a host team (only this team’s coaches/admins will get to post results).

e.      Choose the correct type of meet: all polar bears should be listed as "Invitational"

f.       Choose the correct division: "high school"

g.      You can add notes for your team (these will only show on your schedule, not on the full calendar).

h.      Press the “Add New Meet” button.  The information will be sent to the webmaster for approval (it will not appear on the calendar right away).

 

 

Producing Good Results for MileSplit

The MileSplit system includes a behind-the-scenes program that processes results from meets and incorporates the individual performances into our database automatically.  This way, each performances does not have to be added by hand, which would be impossible given the volume of results we receive.  Some forms of meet results cannot be read by our system and imported into the database; the program is designed to work with Hy-Tek and RaceTab, although some other sources can also be used.

RaceTab is FREE and can be downloaded from the MileSplit network.  It has been designed to replace Hy-Tek for programs that do not have the budget to support that software, and it is fully functional.  RaceTab also has a user interface that many people find easier to understand than Hy-Tek.

When results are posted on MileSplit, they are copied and pasted from the original results (we do not upload results as discrete files) and then incorporated into the html of the page.  For this reason, results in formats that do not preserve their structures when copied and pasted will not function properly with our system.  That includes anything produced in Microsoft Word or other word processors.

 

Acceptable Formats

Hy-Tek: the best results are produced in "flat HTML," which is ready for web publishing (you can choose this as an option from the report menu BEFORE you generate the report, it is not found in the "save as" menu after the report has been produced).  In some cases, saving the results report as a text file or RTF can also work, but PDF format usually does not work.

 

RaceTab: simply use the results report that is generated by the program.  You can hightlight the results, copy them, and paste into an email, or you can save the results as a text file and attach them.

 

Spreadsheets: in some cases, a properly-formatted spreadsheet with the right column headers can work with our system.  Contact the webmaster for more information.

 

Things to Include in Your Results

Complete name: our database has separate entries for an athlete's first and last name, and it cannot match a performance to an existing athlete with only a partial name.

 

Graduation year or school year:  this is an important factor in matching a performance to an existing profile.

 

Correctly-rounded times: whenever hand-held timing is used, in either track or cross country, the times are to be rounded off to the tenth of a second.  Our system is set up to look at the number of decimal places reported, and it will automatically enter times as fully automatic (FAT) when they are rounded to the hundredth unless the webmaster indicates otherwise.

 

Posting Results on MileSplit

There are two ways to get results posted on the MileSplit network.  Please keep in mind that the end result of each method is to copy and paste the results into a window, which will incorporate the results into the html of the page.  Results must be properly formatted for this process, or the structure and integrity of the results can be lost.  Also, please remember that POSTING results is separate from PROCESSING results; posting them on the meet page does not automatically mean that those results will be imported into the database, particularly if the posted results are hand-typed or in a format that cannot be accepted.

 

Method One: Emailing Results

Results can be sent directly to the webmaster of any state site, who will then post and process them.  Follow these steps:

 

1. Save results in the proper format:

    

     A. RaceTab: select "Complete Results" from the Results tab, then save the new window as a text file with .txt extension.

    

     B. Hy-Tek: select Reports and then choose "Flat HTML" before creating the report file; a dialog box will ask you where to save the file.

    

     C. Save spreadsheets as you would normally.

 

2. Email your results file (or cut and paste from RaceTab into the body of the email) to your webmaster (in the case of North Carolina, that would be jgeorge@milesplit.com).

 

Method Two: Uploading Results Yourself

In order to post results yourself, the following must be true: the meet must be on our calendar and approved by the webmaster already; the meet must have a host school or a timing company listed; you must be a registered user; and you must have claimed the host school or the timing company that is listed on the meet.

 

1. Prepare the results for uploading:

    

     A. RaceTab: select "Complete Results" from the Results tab (causing a new window to open).

    

     B. Hy-Tek: select Reports - Results, choose Flat HTML, and create the results.  Save the file, and then exit or minimize Hy-Tek.  Find the results file you saved and double-click on it to open the file in your web browser.

    

     C. You cannot upload spreadsheets this way, as they will not be formatted properly.  Email those types of results to the webmaster as listed above.

 

      D. Results that are hand-typed into this window, or copied and pasted from Microsoft Word and similar programs, will show on the results page but will not be incorporated into the database.  Check out the Coach's Tutorial for a method to post your team's results for a meet that has not had complete results added.

 

2. In a new browser window or tab, go to nc.milesplit.com and then select Calendar from the menu tab. 

 

3. Find your meet and click on it to go to the meet page.  Under the Results heading on the right side, click on [Add Results].

 

4. Give the results a title (examples: complete results, boys results, girls results, qualifiers only, etc).

 

5. Copy and paste the results from your result file.

 

6. Click Save Results.

 

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