MANAGING AQUATICS IN THE LCDC

Version 2.3

March 2014

Managing Aquatics in the LCDC

Table of Contents 1. Guide Overview ............................................................... 3 2. Aquatics Courses & Certifications .................................... 4 3. Outside Licenses ............................................................. 9 4. Aquatics Recertification & Updates ................................ 11 5. Trainer & Class Scheduling Tips ..................................... 13 5.1 Trainer Acknowledgements 5.2 Aquatics Courses & Prerequisite Certifications 5.3 Registering for Aquatics Courses 5.4 2011 Edition YMCA Lifeguard Instructor Courses 5.5 YMCA Swim Lessons Instructor Course 5.6 Swim Officials Courses 5.7 More Information & Help

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1. Guide Overview
Launched in the summer of 2013, the Learning & Career Development Center (LCDC) provides Y staff and volunteers a modern, self-service tool to actively manage their professional development. This includes online access to search and register for classes, print Course Completion certificates on-demand, view up-to-date certification and recertification progress reports as well as official YMCA transcripts. Our trainers and faculty, as well as Lifeguard Instructors, have experienced an improved way to create and manage classes. The LCDC has eliminated the need for paper-based sanction requests and rosters, and it provides real-time class scheduling (sanction approval). With increased efficiency and centralization of tools, the wait time for creating and closing classes has been virtually eliminated. There are several key points to understand about scheduling and managing your Y-USA sanctioned aquatics classes. This guide summarizes these points and provides process recommendations to optimize your experience with the system. A summary of the information provided in this guide is shown below, with additional detail pertaining to each of the topics provided in the subsequent sections of this guide.

Summary
This guide will provide an overview of: The distinction between a course and a certification. A listing of the active Aquatics courses and certifications as of March 2014, plus the Aquatics certifications for which wallet cards are mailed out to participants. The Aquatics certifications which expire and require recertification to keep the certification current. An explanation of what is an acceptable outside license and related frequently asked questions. Updates to Aquatics certifications as of March 2014. The requirement of self-registration via the LCDC system to improve the accuracy of student records and promote the professional development of staff.

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2. Aquatics Courses & Certifications

With the launch of the new LCDC system, Y-USA made a clear distinction between courses and certifications. As of March 2014, the Y-USA Aquatics Program will consist of 39 courses and 32 certifications. Key definitions and terminology are provided below. Turn to page 6 for a complete listing of the Aquatics certifications.

Course & Certification Definitions COURSE

Material covered in a curriculum/training design. Attributes established at the course level by Y-USA which will carry down to its associated classes. These attributes include: Course name Course code Course level Course description Prerequisites (licenses, courses, certifications) Equivalent courses Items to bring Pre-assignments Training manuals Minimum age requirement Credits Registration fees Number of students (seats)

CERTIFICATION
The completion of a defined set of requirements (such as a set of courses, exams and/or assessments). Y-USA will no longer acknowledge completion of each individual class as a certification in order to align with industry best practices and provide the certifications we issue with more value. May carry an expiration date; in order to maintain a certification a student must meet the minimum recertification activities listed for the certification.

COURSE COMPLETION Occurs when a student receives a passing grade for a course. Replaces the term certification course.

CERTIFICATION TRACK A defined path to accomplish a specific certification. A group of courses and/or requirements that grants the student the certification upon completion. The requirements to complete a certification track and achieve a certification may be in a required sequence. Electives toward the certification can be established within the certification track. Each certification must have at least one certification track.

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Y-USA Aquatics Courses

As of March 2014, 39 active courses exist within the Aquatics program. Students may complete courses by completing the necessary requirements. All users of the system may use the search tool within the LCDC to learn about courses and register for upcoming classes using the Catalog & Schedule area of the site. Pre-registration for all classes is required in the LCDC in order for a student to earn credit for attending. A student who is not pre-registered will not be added to a roster. Active Aquatics courses are listed below:

AQUATIC SAFETY ASSISTANT 2011 Edition YMCA Aquatic Safety Assistant 2011 Edition YMCA Aquatic Safety Assistant Recertification LIFEGUARD 2011 Edition YMCA 2011 Edition YMCA Recertification 2011 Edition YMCA 2011 Edition YMCA 2011 Edition YMCA Recertification 2011 Edition YMCA Crossover 2011 Edition YMCA 2011 Edition YMCA Lifeguard Lifeguard Lifeguard Crossover Lifeguard Instructor Lifeguard Instructor Lifeguard Instructor Lifeguard Trainer Lifeguard Faculty

AQUATICS MANAGEMENT YMCA Aquatic Management YMCA Aquatic Management Trainer YMCA Aquatic Management Faculty COMPETITIVE SWIM Principles of Competitive Swimming & Diving (eLearning) SWIM LESSONS YMCA Swim Lessons Instructor YMCA Swim Lessons Trainer YMCA Swim Lessons Faculty Skin Diving & Snorkeling Synchronized Swimming Stroke Mechanics **YMCA Swim Lessons for Individuals with Disabilities Instructor, Trainer, & Faculty courses are not currently active. They are under review for possible revision.**

AFYAP Arthritis Foundation YMCA Aquatic Program Instructor Arthritis Foundation YMCA Aquatic Program Trainer Arthritis Foundation YMCA Aquatic Program Faculty POOL Pool Operator on Location (POOL) POOL Certification Recertification Test Pool Operator on Location Trainer Pool Operator on Location Faculty SWIM OFFICIALS Swim Officials Level I Swim Officials Level II Swim Officials Level II Recertification Swim Officials Trainer Swim Officials Faculty

WATER FITNESS Water Fitness Instructor Water Fitness Instructor Recertificaiton Water Fitness Trainer Water Fitness Faculty Active Older Adult Water Fitness Instructor Active Older Adult Water Fitness Trainer Active Older Adult Water Fitness Faculty

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Y-USA Aquatics Certifications

As of March 2014, 32 active certifications exist within the Aquatics program. Students may achieve these certifications by completing the necessary requirements. All users of the system may use the search tool within the LCDC to learn about the requirements to earn and maintain Aquatics certifications using the Catalog & Schedule area of the site. Active Aquatics certifications are listed below:

AQUATIC SAFETY ASSISTANT A 2011 Edition Aquatic Safety Assistant Certification 4th Edition Aquatic Safety Assistant Certification* LIFEGUARD 2011 Edition 2011 Edition Certification 2011 Edition Certification 2011 Edition Certification Lifeguard Certification Lifeguard Instructor Lifeguard Trainer Lifeguard Faculty

AQUATICS MANAGEMENT Aquatic Management Trainer Certification Aquatic Management Faculty Certification SWIM LESSONS Swim Lessons Instructor Certification Swim Lessons Trainer Certification Swim Lessons Faculty Certification Swim Lessons for Individuals with Disabilities Instructor Certification Swim Lessons for Individuals with Disabilities Trainer Certification Swim Lessons for Individuals with Disabilities Faculty Certification WATER FITNESS Water Fitness Instructor Certification Water Fitness Trainer Certification Water Fitness Faculty Certification AOA Water Fitness Instructor Certification AOA Water Fitness Trainer Certification AOA Water Fitness Faculty Certification

4th Edition Lifeguard Certification* 4th Edition Lifeguard Instructor Certification* AFYAP AFYAP Instructor Certification AFYAP Trainer Certification AFYAP Faculty Certification POOL POOL Certification POOL Trainer Certification POOL Faculty Certification SWIM OFFICIALS Swim Officials Swim Officials Swim Officials Swim Officials Level I Certification Level II Certification Trainer Certification Faculty Certification

*The certifications denoted with an asterisk are scheduled to retire December 31, 2015.

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Certificates
All students who achieve course completions and certifications can log into the LCDC to print their certificates. For certifications where state regulations may apply, wallet cards will be mailed to participants who have successfully completed a certification. Wallet cards will be distributed for certifications only. Examples of the certificate types that are available for selfservice printing are depicted below:

CERTIFICATE TYPES

COURSE COMPLETION

CERTIFICATION

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Wallet Cards
For certifications where state regulations may apply, wallet cards will be mailed to participants who have successfully completed a certification. Wallet cards will only be distributed for certifications. When a student successfully completes the requirements for the certifications listed below, a wallet card will be sent to the mailing address he/she provided when setting up a YMCA account. The student will also verify the mailing address during the class registration process to ensure records in our system are current.

AQUATICS CERTIFICATIONS RECEIVING WALLET CARDS 2011 Edition Aquatic Safety Assistant Certification 2011 Edition Lifeguard Certification 2011 Edition Lifeguard Instructor Certification Swim Lessons Instructor Certification Swim Officials Level I Certification Swim Officials Level II Certification Water Fitness Instructor Certification

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3. Outside Licenses
An outside license is documentation from an outside agency which states an individual has completed a training curriculum or earned a certification from that agency according to that agency's standards. In the LCDC, outside licenses are currently AED, CPR, CPR + AED, CPRPRO, First Aid, and Oxygen. There are four national agencies from which Y-USA will accept proof of basic level certification. These agencies are: American Safety & Health Institute (ASHI) American Red Cross (ARC) American Heart Association (AHA) National Safety Council (NSC)

Submitting Your Licenses

To submit your current licenses in the LCDC, log in and navigate to My Records Online Applications & Uploads Submit Outside License. Licenses are approved Monday through Friday between 9:00 AM 5:00 PM, Central time. Licenses are approved within 24 hours of submission, excluding weekends.

Y-USA Aquatics Rule for CPR Licenses

According to Y-USA standards, CPR must be recertified annually for those using it in Aquatics work. Some agencies issue CPR licenses with a two-year expiration period, but it can be used for only one year at the Y to ensure our Ys are staffed with the most up-to-date and experienced Aquatics staff possible.

Frequently Asked Questions about Outside Licenses

1. Question Why doesnt Y-USA recognize CPR certifications from private vendors who are using the curriculum of the agencies that Y-USA recognizes, i.e. American Safety and Health Institute, Red Cross, American Heart Association, and National Safety Council? Answer The CPR providers who Y-USA endorses dont generally enter into a vendor agreement with private groups or individuals or allow these groups or individuals to use their name for training purposes. In most cases these private groups or individuals are trying to avoid paying administrative fees to the nationally recognized organizations by using the training curriculum without purchasing cards and other administrative resources. Y-USA believes that it is important to uphold the integrity of these certifications by only accepting certifications directly from these certifying organizations. 2. Question Why wont Y-USA accept letters of completion or class rosters from an instructor as proof of an individuals certification status? Answer A letter of completion from an instructor or a class roster doesnt guarantee that paperwork was actually submitted to a certifying agency. Although that would obviously be the intention of an instructor, circumstances could arise that might prevent completion of this crucial step in the certification process. The card represents the completion of all requirements for the course and certification by the outside agency.

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3.

Question Why do I need to have a basic level CPR-Pro, AED, O2 or FA card if I am already an instructor in these classes? Answer If your occupation requires that you carry a basic level card for a job, then you must carry one. As an instructor, you may not be required to demonstrate and test out on your own personal skills, which is the requirement to hold a basic level card.

Aquatics Courses Which Do Not Require Licenses for Registration

There are four courses Y-USA offers which do not require that a student have all four of those licenses on file prior to registration. Two classes do not require licenses at all and they are: Pool Operator on Location YMCA Aquatic Management.

Two classes require that outside licenses by uploaded into LCDC, but not prior to registration, and they are: Swim Lessons Instructor Swim Officials

For more information on this, the registration process, and class scheduling tips, please see the section titled, Trainer & Class Scheduling Tips. Finally, participants are not required to have the licenses on file prior to registering for the following courses, as the licenses are earned within the course: 2011 Edition YMCA Lifeguard 2011 Edition YMCA Lifeguard Crossover 2011 Edition YMCA Aquatic Safety Assistant

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4. Aquatics Recertification
This section outlines the certifications which expire, as well as recertification activities and highlights recent changes to the individual certifications. Details regarding obtaining and maintaining a particular certification with an expiration date can always be found by logging in to LCDC and going to Catalog & Search Search for Certifications. AQUATICS CERTIFICATIONS WHICH EXPIRE 2011 Edition Aquatic Safety Assistant Certification 2011 Edition Lifeguard Certification 2011 Edition Lifeguard Instructor Certification 4th Edition Aquatic Safety Assistant Certification* 4th Edition Lifeguard Certification* 4th Edition Lifeguard Instructor Certification* AFYAP Instructor Certification POOL Certification Swim Lessons Instructor Certification Swim Officials Level I Certification Swim Officials Level II Certification Water Fitness Instructor Certification
*The certifications denoted with an asterisk are scheduled to retire December 31, 2015.

All of the certifications listed above, except for 4th Edition certifications which are each marked with an asterisk, can be recertified. The 2011 Edition certifications have replaced the 4th Edition certifications. Those with a 4th Edition certification must obtain the corresponding 2011 Edition certification.

Expiration Dates & Start-Over Courses

A student must earn a recertification prior to their expiration date. This means any recertification activity must be complete prior to the certification expiration date. If a student doesnt earn recertification prior to their expiration date, they must take a startover course. Each certification lists which start-over course or courses a student may take to earn an active certification. Details regarding start-over courses can be found by logging in to LCDC and going to Catalog & Search Search for Certifications.

Whats New Regarding Aquatics Certifications?

In March 2014, Y-USA implemented changes to the LCDC to better align with Aquatic industry best practices. These changes are specific to some Aquatic certifications and dont change Health & Well-being certification. Most aquatic certifications which require recertification, recertify for two years from the date of the last recertification activity and may be recertified at any time during the recertification period. For example, a student who passes a 2011 Edition Lifeguard Recertification class will recertify for two years from the last date of the class. A lifeguard instructor who teaches a 2011 Edition Lifeguard class will recertify for two years from the last date of that class. Please note, certifications may have multiple recertification activities. Recertification activities for each certification can be found by logging in to LCDC and going to Catalog & Search

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Search for Certifications. Select the certification and review the Recertification Information section. A 2011 Edition YMCA Aquatic Safety Assistant Recertification Course has been added to help people recertify their basic YMCA Aquatic Safety Assistant (YASA) certification. This recertification course includes a water skills test, a written test and updating licenses. In order to train the 2011 Edition YMCA Aquatic Safety Assistant Recertification course, you must hold a current 2011 Edition Lifeguard Instructor Certification. The AOA Water Fitness Instructor Certification no longer requires recertification. By maintaining the prerequisite certifications of Water Fitness Instructor Certification and 2011 Edition Lifeguard Certification or 2011 Edition Aquatic Safety Assistant Certification, including licenses, the AOA Water Fitness Instructor Certification will remain active. The Swim Lessons for Individuals with Disabilities Instructor Certification no longer requires recertification. By maintaining the prerequisite certification of Swim Lessons Instructor Certification, including licenses, the Swim Lessons for Individuals with Disabilities Instructor Certification will remain active. Please note, the YMCA Swim Lessons for Individuals with Disabilities courses are not available during 2014 while they are evaluated for revision. The Competitive Swimming and Diving Trainer and Faculty Certifications are no longer active. The Principles of Competitive Swimming and Diving course was turned into an eLearning and no longer requires active trainers. The Swim Lessons Trainer Certification no longer requires recertification. The certification will remain current by teaching YMCA Swim Lessons Instructor, Stroke Mechanics, Skin Diving & Snorkeling or Synchronized Swimming at least once in the twoyear expiration period, as well as maintaining prerequisite certifications and licenses. The Water Fitness Instructor Certification can only be recertified via the Y-USA Water Fitness Recertification Course. The YMCA Aquatics Management Course will no longer appear on YMCA Transcripts as a certification, however, it will remain on the YMCA Transcript, listed as a course the student completed.

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5. Trainer & Class Scheduling Tips

This section outlines some of the trainer considerations for working with the LCDC. The subsequent sections of this guide provide process recommendations for managing specific Aquatics classes at your YMCA. The section ends with how to find more information and get help with Aquatic related questions and the LCDC.

5.1

Trainer Acknowledgements

When any course is updated by Y-USA, a trainer acknowledgement in the LCDC will be required of those who are eligible to train the course. The acknowledgement will contain a description of what has changed and links to download trainer, participant, and PowerPoint materials.

To complete a trainer acknowledgement, log in and navigate to My Records Online Applications & Uploads Trainer Acknowledgements. Click on the course name and click I Accept. You will not be able to sanction a class until the acknowledgement is complete.

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5.2

Aquatics Courses & Prerequisite Certifications

Due to online registration and system prerequisite checks, some Aquatics courses require that a student has either completed a certification or is scheduled to do so prior to registering for the course requiring the prerequisite certification in the LCDC. Before a student can register for the courses in the left column, the prerequisite certification in the right column must be either in progress or achieved and active. Pre-registration for all classes is required in the LCDC in order for a student to earn credit for attending. A student who is not pre-registered will not be added to a roster.

Aquatics Course
2011 Edition YMCA Lifeguard Instructor YMCA Swim Lessons for Individuals with Disabilities Instructor** Skin Diving & Snorkeling Stroke Mechanics Synchronized Swimming

Prerequisite Certification
2011 Edition Lifeguard Certification or 4th Edition Lifeguard Instructor Certification Swim Lessons Instructor Certification Swim Lessons Instructor Certification Swim Lessons Instructor Certification Swim Lessons Instructor Certification 2011 Edition Lifeguard Certification or 2011 Edition Aquatic Safety Assistant Certification or 4th Edition Lifeguard Certification or 4th Edition Aquatic Safety Assistant Certification Water Fitness Instructor Certification

Water Fitness Instructor

Active Older Adult Water Fitness Instructor

If a student attempts to register for one of the courses listed above but does not yet hold the prerequisite certification or is not registered to complete it prior to the date of the class requiring it, he/she will be unable to do so and the following message will appear: Completing the registration for this class requires that you have achieved the prerequisite certification of <prerequisite certification name>, and it displays on your YMCA Transcript. This means you must complete and pass the classes and other components (i.e. licenses) of the prerequisite certification, and each class must be closed by the trainer. **These courses are inactive while they are evaluated for revision in 2014.

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5.3

Registering for Aquatics Courses

Many of our YMCAs that offer Aquatics courses, including the 2011 Edition YMCA Lifeguard courses, open registration to members of their community, meaning their participants are nonY staff. We also understand that some YMCAs leverage existing membership registration software (such as Daxko) to allow participants to register for classes and submit payment. Because Y-USA is the certifying body and will be issuing the appropriate certification, we require all participants to register via the LCDC for any class as we must retain an official record of the students attendance and successful completion of the course. For Ys using other registration systems, please consider the options below for the management of your class.

Managing Registration: OPTION #1

Request a sanction via the LCDC by logging into the system, selecting Class Management --> Create Class. During class setup, provide an explanation for the dual registration requirement to participants by inserting the following message into the Payment Instructions field on the Class Fees Tab:

CLASS SETUP Set up (sanction) the class in LCDC for registration AND your local YMCA registration system for payment (i.e. Daxko).

Registration for this class requires providing your information to the certifying body, YMCA of the USA, so the record of your class completion may be kept on record for regulatory purposes. Once you have completed the registration within this system, please click here [insert link to your YMCAs payment tool] to submit your registration payment to the local YMCA that will be hosting this training.

PARTICIPANT REGISTRATION Participants register in LCDC first and are then directed to your local YMCA registration system for payment.

The message referenced above entered during class setup will be displayed to participants.

Once registration in LCDC is complete, the link to your local YMCA registration system you created during class setup is displayed for the student to complete the registration payment.

PARTICIPANT PAYMENT

From the final step of the LCDC registration process, participants will click on the link to access your local YMCA registration system to submit the class registration fee. Close the class in the same manner as any class.

CLASS CLOSE

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Managing Registration: OPTION #2

Request a sanction via the LCDC by logging into the system, selecting Class Management --> Create Class Provide participants the registration information to complete the class registration in the LCDC.

CLASS SETUP Set up (sanction) the class in LCDC only and collect payment outside of the system.

PARTICIPANT REGISTRATION Participants register in LCDC first and are then directed to your local YMCA registration system for payment.

Participants register via the LCDC

PARTICIPANT PAYMENT CLASS CLOSE

Payment is collected outside of the system Close the class in the same manner as any class.

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5.4

2011 Edition YMCA Lifeguard Instructor Courses

The 2011 Edition Lifeguard Certification is recertified when a current certification holder passes any of 2011 Edition Lifeguard Instructor courses. Therefore, the trainer should create only the 2011 Edition YMCA Lifeguard Instructor class; it is not necessary to create an additional class for the 2011 Edition Lifeguard Recertification. Successful completion of the 2011 Edition YMCA Lifeguard Instructor course results in two certifications: 2011 Edition Lifeguard Certification and 2011 Edition Lifeguard Instructor Certification. To cross over to the YMCA Lifeguard program from an approved provider as a Lifeguard Instructor, a student takes the 2011 Edition YMCA Lifeguard Instructor Crossover course which includes the YMCAs basic lifeguard crossover curriculum. Therefore, the trainer should create only the 2011 Edition YMCA Lifeguard Instructor Crossover class; it is not necessary to create an additional class for 2011 Edition YMCA Lifeguard Crossover. Successful completion of the 2011 Edition YMCA Lifeguard Instructor Crossover course results in two certifications: 2011 Edition Lifeguard Certification and 2011 Edition Lifeguard Instructor Certification.

5.5

YMCA Swim Lessons Instructor Course

We understand that YMCAs offer the YMCA Swim Lessons Instructor course coupled with an external provider offering to allow participants to achieve the necessary licenses to register for YMCA Swim Lessons Instructor. Based on this feedback from YMCAs, the LCDC now accepts registration for YMCA Swim Lessons Instructor without the students having the approved licenses in the system at the time of registration. A trainer must check that all students have valid outside licenses prior to the start of class; any student who does not hold basic level cards for CPR, First Aid, Oxygen, and AED must not be allowed to participate in class. Remember, Aquatic CPR certifications are valid for only one year (12 months) from the date the outside license was achieved. When the class is closed, the LCDC will check the students records to ensure the outside licenses of CPR, First Aid, Oxygen and AED are approved and current before they will be marked as pass. If the student has yet to submit the licenses when the YMCA Swim Lessons Instructor class is closed, they will be marked as complete pending prerequisite and have 30 days to submit their licenses or they will automatically fail the class. Students are emailed with the information to notify them of the licenses they are missing and how to submit them through the LCDC; the class trainer or association training manager is also emailed with a list of students and what prerequisite license(s) each is missing.

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5.6

Swim Officials Courses

Recommendations for using the LCDC to establish Swim Officials classes are outlined below. Participant registration for the Swim Officials classes is a requirement because Y-USA is the certifying body and issues the Swim Officials certifications. Y-USA must retain an official record of the students attendance and successful completion of the course. SWIM OFFICIAL CLASS SET-UP GUIDELINES
Gather the following information before logging into the Learning & Career Development Center: o Dates, times and location of classes. o Email addresses from potential students to send the registration URL once the class is published. Only currently certified and active Swim Officials Faculty and Trainers, Y-USA administrators and training managers can create Swim Officials I and II classes. It is recommended that the primary YMCA that the Swim Official Instructor/Trainer works with has a training manager set up at the blended control level in Access Manager. Set the class up as an Invite Only class so the system generates a URL that can be used to invite participants to register. Some trainers may choose to set the class up as Public, if so, anyone may register for class. Once the class has been taught, students will be directed by the trainer to the USA Swimming website to take the Swim Officials I and/or II test. The instructor will collect the test scores, log into the LCDC and grade the participants in the class using the following grades: Pass, Fail or Not Attended. After saving the class grades, you may then submit payment or send the roster to the training manager for payment of the administration fee of $20 per student, except those with a Not Attended grade. Students can then log into the LCDC to see the completion and status of the class as well as print their course completion certificates.

An additional change is that students will be able to submit proof of their current USA-S Fully Certified Official, which is an equivalency of Swim Officials Level I, via LCDC. There is no charge for this, and it will permit students to register for Swim Officials Level II classes.

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5.8

More Information & Help

Y-USA provides updated information about Aquatics on Y Exchange. To receive this information, you are encouraged to use the alert function of Exchange. To set up 1. 2. 3. 4. 5. an alert: Log into Exchange. Click on the My Profile link at the top of the homepage Click on the Alerts tab Check the Aquatics box Click on Update Subscriptions button

The latest aquatic updates are posted on Exchange at: https://yexchange.org/ProgramAdministration/Pages/Aquatic-Training-and-Certification.aspx. For Aquatic program content questions you can e-mail: aquatics@ymca.net. For Aquatic risk management questions you can e-mail: aquatic.safety@ymca.net. For help with the Learning and Career Development Center, you can call (800) 872-9622, or use the Feedback and Support link in the LCDC.

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