Club and Workout Group Registration Information

This tutorial will walk you through screen shots of the current online registration process for club and workout group registration. The National Registration Fees and Membership Options page provides details on our current fee structure.

• Clubs must register each year before any member can register for the current year with the club. Clubs may register starting in October and must be registered before their workout groups (if they have any) can register. Clubs and workout groups should be registered by November 1 of each year so members can register online with that club.  

• We cannot register a member attempting to attach to an unregistered club for the current year. If a member wishes to compete but the club has not yet registered, the registration must be submitted as “unattached.” The member can then transfer once the club has registered. 

The ability to register clubs through the admin tools system, ESTHER, is not an available option. Please guide current and prospective members and clubs to register online whenever possible.

FAQs

Here are some frequently asked questions you may receive:

• Updating club information. The Club Admin dashboard enables club contacts to make needed changes to team details, facility and contact information throughout the year. Here are some helpful pages to get contacts ready for the club registration:

  • information to have ready for the registration process

  • club contact information

• Unique abbreviations are required. This allows us to unify our different systems, streamline reporting, and give us the ability to focus more on servicing our clubs.

  • 2- to 5-character abbreviations are allowed

  • Abbreviation must be maintained throughout the registration year

  • Abbreviations not used in the previous three years are "released" and available for another club to use.

  • If a club wishes to change their abbreviation, contact the USMS National Office before Nov. 1 of the current year. (Before individual registration opens for the new year)

• Changing club record type - If a club registers in your LMSC but makes a mistake and selects club instead of workout group (vice versa), contact the National Office.

• Transfers

  • Clubs - per article  201.2.4 of the USMS Rule Book -- A club wishing to change its LMSC affiliation must approve such change by a majority vote of its general membership at a regular club meeting or at a special meeting called for that purpose, with the vote duly certified by the club’s president and secretary. The transfer also must be approved by a majority vote of the officers of the club’s current and proposed LMSCs. If approved, the transfer shall be effective 60 days
    after receipt of written notice by the National Office.

  • Members 

    • Transfers. Beginning with the 2025 registration year, a swimmer may change club affiliation at the time of annual membership registration and up to three additional times during the membership year. More information can be found in the USMS rulebook, under article 201.3 Representation/Club Affiliation.

      • Starting Feb. 3, 2025, members will self-manage their club and workout group affiliation through their My Account portal. This video tutorial will walk you through the process and aid with general questions.
      • The guide to local operations has been updated with transfer information, a video tutorial and FAQs in preparation for members managing their own club and/or workout group transfers. We recommend you review these resources in case you receive questions from members.

• Membership Lists. Club admins and coaches can review their club rosters and registered members on the public website. 

Still have questions?

There's a ton of great stuff here, but if you didn't find what you're looking for, or you did but have additional questions, we're here to help! Volunteer Services is available via phone (941) 256-8767 or via email volunteer@usmastersswimming.org.