Application Procedures

Introduction

Thank you for your interest in the Manhattan Island Marathon Swim (MIMS)! This is an extremely challenging and competitive event, and the application reflects that. Please review the information in this document and follow the suggestions regarding advance preparation in order to maximize your chance of acceptance – and your chance of a successful swim. Please note that all policies are subject to change.

Registration for frequent participant relay/team applicants and corporate relay/team applicants will open at 1:00 pm EDT on October 25, 2011; for solo and relay/team slots dedicated to Swim Free™ fundraising at 1:00 pm EDT on October 26, 2011. Registration for open solo swimmers and open relays/teams will open at 1:00 pm EDT on November 1, 2011 (Enrollment for the 4- and 6-person Manhattan Island Relays will open at 1:00 p.m. EST on November 21 for frequent participant and Swim Free fundraising slots and for general enrollment on December 1.) Please refer to the swimmer timeline for full details.

Registration for the race may fill up quickly, so if you are planning to apply, please prepare as much of your application as possible before registration goes live. All applications must be filed using the online form (click on "Enroll as a Swimmer"). Enrollment will close when the field is full, which is expected to happen within a matter of days if not hours.

Please note that enrollments are approved on a first-come, first-served, first-completed, first- accepted basis. We strongly advise that applicants submit all items as soon as possible and complete the enrollment form promptly after registration opens. Preference will be given to the first qualified applicants who complete the entire application and submit qualifying swim information and complete medical evaluations.

In addition to the recommendations contained in this document, we suggest that you review the MIMS Policies and Swimmer Timeline on the MIMS Schedule page for more specific information. If you have questions about the enrollment process, please contact us at info@nycswim.org.

Event Demand

In recent years, MIMS has closed out within 1˝ hours for solos and open relays. It is essential that applicants do their homework in advance by studying the Enrollment Preparation section and relay/team categories (if applicable), AND, on Enrollment Day, completing all their application information thoroughly and correctly.

Enrollment Day

To be considered submitted and ready for approval, an application must be fully completed using the online form (see Complete Application below). The enrollment form will become available according to the schedule in the Swimmer Timeline. At this time, applicants should log in to www.nycswim.org and click on the "Enroll as a Swimmer" link on the event Overview page to proceed through the enrollment process and provide credit card payment information. Applicants must document their competency to participate in the event. Please review the Qualifications section on the MIMS Policies web page for detailed information on acceptable documentation.

Among qualified applicants, acceptance will be on a first-come, first-served, first-completed basis for the first 25 individuals who fully complete their enrollments (including qualifying swims and medical evaluations) and who meet one or more of the diversity goals outlined on the MIMS Policies web page. Beyond this automatic acceptance group, acceptances will be determined by the Application Committee. Once an application is approved, the applicant’s credit card will be charged. NYC Swim only accepts applications filed electronically and cannot accept payment by check, in cash, or by wire transfer.

Complete Application

The Application Committee will review and evaluate only complete applications. Please follow the suggestions in the Enrollment Preparation section to reduce your application completion time. Relay/team applicants should also review the Additional Preparations for Relays/Teams section.

Certain enrollment supporting materials are not required to be submitted on Enrollment Day and have their own due dates (please see Swimmer Timeline on the MIMS Schedule web page). However, please note that preference will be given to the first qualified applicants who complete the entire application, including qualifying swims and medical evaluations.

Enrollment Preparation

Most of the required information can be entered in advance in the User Profile, including personal details as well as the essay (solo swimmers), planned events, and workout data. The remaining material should be thought through in advance and ready for entry into the Event Application on Enrollment Day.

Each type of enrollee (Solo, Relay Captain, 2-Person Relay Member, Team Pursuit Captain, 3-Person Team Pursuit Team Members and alternates, Crew Member(s) and alternate) has unique requirements (Required Fields). As part of your enrollment preparation, we strongly recommend that each enrollee’s User Profile be as complete as possible prior to Enrollment Day.

User Profile (Enter in Advance)

1. Name (solo, each member of the 2-person relays, each member of the 3-person Team Pursuit team and alternate, and each crew member and alternate) - due at the time of enrollment, but can be entered in advance in the user's profile on the "Overview" page within the "Personal Information" section.
2. Birth date (solo, each member of the 2-person relays, each member of the 3-person Team Pursuit team and alternate, and each crew member and alternate) - due at the time of enrollment, but can be entered in advance in the user's profile on the "Overview" page within the "Personal Information" section.
3. Gender (solo, each member of the 2-person relays, each member of the 3-person Team Pursuit team and alternate, and each crew member and alternate) - due at the time of enrollment, but can be entered in advance in the user's profile on the "Overview" page within the "Personal Information" section.
4. T-Shirt size and Cap preference (solo, each member of the 2-person relays, each member of the 3-person Team Pursuit team and alternate, and each crew member and alternate) - due at the time of enrollment, but can be entered in advance in the user's profile on the "Overview" page within the "Personal Information" section.
5. Email (solo, each member of the 2-person relays, each member of the 3-person Team Pursuit team and alternate, and each crew member and alternate) - due at the time of enrollment, but can be entered in advance in the user's profile on the "Overview" page within the "Contact Information" section.
6. Address (solo, each member of the 2-person relays, each member of the 3-person Team Pursuit team and alternate, and each crew member and alternate) - due at the time of enrollment, but can be entered in advance in the user's profile on the "Overview" page within the "Contact Information" section. (Zip codes required for U.S. addresses only.)
7. Hometown and Confirmation (solo, each member of the 2-person relays, each member of the 3-person Team Pursuit team and alternate, and each crew member and alternate) - due at the time of enrollment, but can be entered in advance in the user's profile on the "Overview" page within the "Contact Information" section.
8. Phone (solo, each member of the 2-person relays, each member of the 3-person Team Pursuit team and alternate, and each crew member and alternate) - due at the time of enrollment, but can be entered in advance in the user's profile on the "Overview" page within the "Contact Information" section.
9. Employment (solo, each member of the 2-person relays, each member of the 3-person Team Pursuit team and alternate, and each crew member and alternate) - due at the time of enrollment, but can be entered in advance in the user's profile on the "Overview" page within the "Work Information" section. Note that you must select yes or no rather than the default "no answer."
10. Occupation (solo, each member of the 2-person relays, each member of the 3-person Team Pursuit team and alternate, and each crew member and alternate) - due at the time of enrollment, but can be entered in advance in the user's profile on the "Overview" page within the "Work Information" section.
11. Work Address (solo, each member of the 2-person relays, each member of the 3-person Team Pursuit team and alternate, and each crew member and alternate) - due at the time of enrollment, but can be entered in advance in the user's profile on the "Overview" page within the "Work Information" section. (Zip codes required for U.S. addresses only.)
12. Work Phone (solo, each member of the 2-person relays, each member of the 3-person Team Pursuit team and alternate, and each crew member and alternate) - due at the time of enrollment, but can be entered in advance in the user's profile on the "Overview" page within the "Work Information" section.
13. Emergency Contact Information (solo, each member of the 2-person relays, each member of the 3-person Team Pursuit team and alternate, and each crew member and alternate) - due at the time of enrollment, but can be entered in advance in the user's profile on the "Overview" page within the "Emergency Contact Information" section.
14. Memberships (solo, each member of the 2-person relays, each member of the 3-person Team Pursuit team and alternate, and each crew member and alternate) - due at the time of enrollment, but can be entered in advance in the user's profile on the "Swimmer" page within the "Membership" section. Note that you must select yes or no rather than the default "no answer."
15. Swim History (Non-NYC Swim Events) (solo, each member of the 2-person relays, and each member of the 3-person Team Pursuit team and alternate) - due at the time of enrollment, but can be entered in advance in the user's profile on the "My Events" page within the "Swim History (Non-NYC Swim Events)" section. Enter all relevant non-NYC Swim information even if it is not an automatically qualifying event. A full swim history may be important in the acceptance decision-making process.
16. User Picture (solo, each member of the 2-person relays, and each member of the 3-person Team Pursuit team and alternate) - due at the time of enrollment, but can be entered in advance in the user's profile on the "Photos" page. [How do I add a photo headshot to my profile?]

User Profile (Enter in Advance if Available)

1. Medical Form (solo, each member of the 2-person relays, and each member of the 3-person Team Pursuit team and alternate) - Swimmers must have their doctors complete the Medical Form to be eligible to participate. The form is due by the date listed in the Swimmer Timeline, but it is in the swimmer's interest to complete this prior to the due date. Forms can be entered in advance in the swimmer’s profile on the "Swimmer" page within the "Medical Form" section. Returning swimmers may use medical forms that were completed and submitted in the calendar year immediately prior to the swim year. English Channel and Catalina Channel medical forms from the same time period will also be accepted, although NYC Swim requires ECGs and chest X-rays for those 40 and over on race day or who have any previous history of chest disease.
2. Qualifying Swim Log (solo, each member of the 2-person relays, and each member of the 3-person Team Pursuit team and alternate) - Swimmers who do not automatically qualify must submit proof of a qualifying swim. The qualifying swim log is due by the date on the Swimmer Timeline, but it is in the swimmer's interest to complete this prior to the due date. It can be entered in advance in the swimmer's profile on the "Swimmer" page within the "Qualifying Swim Log" section.
3. Qualifying Swims (solo, each member of the 2-person relays, and each member of the 3-person Team Pursuit team and alternate) - due by the date on the Swimmer Timeline, but can be entered in advance in the swimmer's profile on the "My Events" page within the "Swim History (Non-NYC Swim Events)" section.
4. Pool Time (solo, each member of the 2-person relays, and each member of the 3-person Team Pursuit team and alternate) - due at the time of enrollment, but can be entered in advance in the swimmer's profile on the "Swimmer" page within the "Pool Time" section. This is a self-reported time; pool certification forms are not required for this event.

   Please provide your recent time for a mile swim in a pool (1650 yards or 1500 meters). This information may be used by NYC Swim to place participants in the correct start waves.

5. Workout (solo, each member of the 2-person relays, and each member of the 3-person Team Pursuit team and alternate) - due at the time of enrollment, but can be entered in advance in the swimmer's profile on the "Swimmer" page within the "Workout" section.

   For entrants who have NOT swum as an individual/solo swimmer in either 2010 or 2011, the Manhattan Island Swim, across Catalina Channel or across the English Channel, you are REQUIRED to submit, by the time of enrollment, 2 weeks' worth of your most recent workouts, including the number of yards/meters swum per workout, total time of workout, water temperature (pool, lake or ocean), actual sets swum with intervals, your pace, and total number of yards/meters per week. You may type directly in the box on the application form or cut from another document and paste it in the box. Additionally, please provide in detail your preparation plan to acclimating to the weather and water conditions expect for this swim. Max 10,000 characters.
   
   (If you have swum as a individual/solo swimmer in either 2010 or 2011 the Manhattan Swim, Catalina Channel or the English Channel, make sure you have added it to your "Swim History (Non-NYC Swim Events)" list on this page or via your profile. Specify on your application "I swam the [name of event - Manhattan Swim, English Channel, etc.] in [year].")

6. Essay (solo) – due at the time of enrollment but can be entered in advance in the swimmer's profile on the "Swimmer" page within the "Essay" section.

   Solos: ALL applicants are required by the time of enrollment to enter in advance or in the box below why they wish to attempt this swim. Your enrollment will NOT be evaluated by the committee if you have entered an essay that has NOT been well thought out. If you did not have something written in advance, take the time NOW to write something meaningful, since this will be your ONLY opportunity. You may type directly in the box on the application form or cut from another document and paste it in the box. You may also submit any clippings, awards or photos relating to your swimming accomplishments by including hyperlinks to them at the end of your essay. Max 10,000 characters.

7. Planned Events (solo, each member of the 2-person relays, and each member of the 3-person Team Pursuit team and alternate) - due at the time of enrollment, but should be determined well before.

   Swimmers must specify the swim and/or triathlon events that they are planning to enter as part of their training regimen for this event. This information will be extremely useful to the committee when reviewing your enrollment. You must provide the event name, date, distance, address, and sport.

Application Questions (Prepare in Advance of Enrollment Day)

1. Public Relations (solo and the captains of the 2-person relays and 3-person Team Pursuit teams) - due at the time of enrollment, but should be determined well before.

   Will you utilize a PR firm/agent? (Yes/No) If yes, you must provide their name, address, contact information and telephone numbers. Max 10,000 characters.

2. Charity (solo and the captains of the 2-person relays and 3-person Team Pursuit teams) - due at the time of enrollment, but should be determined well before. NYC Swim’s events are opportunities for individuals and companies to raise funds for their preferred charity or NYC Swim's preferred charity Swim Free™. NYC Swim organizes the swim events to help fund and support its goals, and applicants who intend to fund-raise (whether in the voluntary or obligatory category) understand and accept that their donations must be processed, tracked, and publicized via NYC Swim’s web site. In the case of voluntary fundraisers, not more than 50% of the proceeds raised will go to a third-party charity. Violations of this policy may prevent the swimmer from participating in MIMS and other NYC Swim events.

   There are two enrollment classes that govern how participants may fundraise:

   Voluntary (Open Solo; Category A, B and D Relays/Teams)
   Participants who apply and are accepted through the NYC Swim’s open enrollment process may elect to fundraise as a way to enhance their event experience. Participants may choose to fundraise for NYC Swim's preferred charity Swim Free™ only, or include a charity of their choice. In that instance, proceeds are split 50/50 between Swim Free™ and the selected charity.

   Obligatory (Fundraising Solo; Category C Relays/Teams)
   Participants who apply and are accepted for one of the Swim Free™ solo or relay/team slots reserved for fundraisers have minimum fundraising requirements separate from the enrollment fees. The MINIMUM fundraising commitments are as follows:

                        Solo Swimmer is $5,000,
                        2-person relay is $5,000,
                        3-person Team Pursuit team is $5,000,
                        Corporate matching gifts can count toward fundraising minimums.
   
   

   The funds raised will aid Swim Free's™ programs, including its Swim Free Angel™, adopt a swimmer and learn-to-swim initiatives. Funds raised beyond the minimum commitment may be shared with a third-party charity subject to prior approval of Swim Free. The entry fee (payable to NYC Swim upon acceptance to MIMS) does not apply towards the fundraising requirement (payable to Swim Free™) and is not tax deductible.

3. Crew Member Enrollments (solo and the captains of the 2-person relays and 3-person Team Pursuit teams) - should be completed shortly after the Swimmer's enrollment has been submitted. It is recommended that the crew members and alternates create and/or update their User accounts prior to enrollment date. The swimmer will identify/select crew members and alternates during the enrollment process on Enrollment Day. It is recommended that the swimmer use each crew member's e-mail address when adding them to the enrollment; that way, there is no chance of selecting someone else with the same name or the wrong user account. It is imperative that the contact name and email (please see User Profile (Enter in Advance)) for the crew member be correct; otherwise he or she will not receive the email advising that is time to complete the crew member enrollment and may not be able to access the user account.
   
   Solo swimmers, 2-person relays and 3-person Team Pursuit teams must complete their own registrations before any crew members will be able to register. Crew members and alternates will receive an email with instructions on how to complete the crew enrollment at the moment the swimmer completes and submits his/her enrollment. Crew members and alternates must confirm participation/enroll online by completing the crew member's enrollment and waiver no later than the date on the swimmer timeline, but completing the enrollment immediately upon receipt of the email notice is advised.
   
   Enrollments requiring crew members will not be considered complete or evaluated by the committee until all crew members and alternates have agreed to support you. Any changes to crew listed in the application will reset the submission time/date on the application. Once an application is accepted, no changes to crew members are allowed.
   
   For step-by-step instructions on how Crew Members enroll, go to: How do I enroll as a crew member?

   Solo swimmers and Team Pursuit teams must have at least one and no more than two individuals to serve as their support crew for this event. 2-person relays are limited to one crew member. Those individuals must be selected now, and it is required that you also designate one alternate. Your enrollment will not be considered complete or evaluated by the committee until your selected crew members, including alternates, have agreed to support you by completing their crew enrollment. (They will receive instructions by e-mail.) You will not be allowed to change your crew members after your enrollment is approved.

4. Relay Members (both members of the 2-person relays) - due at the time of enrollment, but should be determined well before. Both relay members should create their User Profiles and enter the information required for enrollment prior to enrollment date. Captains will enter both relay members when enrolling. After the captain has entered the relay, each relay member (including the captain, if that person is swimming) must enroll separately as a swimmer.
5. Team Pursuit Team Members (all members of the 3-person Team Pursuit teams and alternate) - due at the time of enrollment, but should be determined well before. All team members and alternate should create their User Profiles and enter the information required for enrollment prior to enrollment date. Captains will enter all team members (including alternates) when enrolling the team. After the captain has entered the team, each team member (including the captain, if that person is swimming) must enroll separately as a swimmer.

Additional Preparations (Relay/Team Members)

All relay and Team Pursuit team applications must include complete information on each member of the relay/team. Thus, relays/teams should follow the relevant Enrollment Preparation steps above as well as these additional steps below to assure that their application is considered complete.

Prior to the Enrollment Day:

1. Come up with a relay/team name, a captain, and a roster of swimmers — two swimmers for the relay, three swimmers and an alternate for the Team Pursuit team. (See 3-person Team Pursuit Team Alternate and Substitution Policy for additional details.) The captain of the relay/team prepares the essay about why the relay/team wants to participate. Essays for relays/teams should be written up well before the enrollment date but can only be entered by the team captain at the time of enrollment.

   Relay/Team Captains: Please tell us why your relay/team wishes to attempt this swim. You may type directly in the box on the application form or cut from another document and paste it in the box. You may also submit copies of any clippings, awards or photos relating to your relay/team members' swimming accomplishments by including hyperlinks to them or excerpts at the end of your essay. Please note: Your relay's/team's enrollment will not be evaluated by the committee until you have entered an essay. Max. 10,000 characters.

2. ALL relay/team members should update/complete their respective User Profiles.

1. For all relays and teams, captains must first log in, create enrollment, create relay/team name, complete his or her required fields, designate the relay's/team's participants and provisional swim order, and enter a credit card number. (It is recommended that the captain use each swimmer's e-mail address when adding them to the enrollment; that way, there is no chance of selecting someone else with the same name or the wrong user account.) Once the relay/team has been created, all relay/team members — swimmers (including the captain if he/she is swimming) — will be able to complete their individual swim enrollments, and should do so as quickly as possible.
   

   Relay/Team Fields
   Essay
   Public Relations
   Charity
   Crew Member
   
   Swimmer Fields
   Name (each member of the 2-person relays and each member of the 3-person Team Pursuit team and alternate)
   Birth date (each member of the 2-person relays and each member of the 3-person Team Pursuit team and alternate)
   Gender (each member of the 2-person relays and each member of the 3-person Team Pursuit team and alternate)
   T-Shirt size and Cap reference (each member of the 2-person relays and each member of the 3-person Team Pursuit team and alternate)
   Email (each member of the 2-person relays and each member of the 3-person Team Pursuit team and alternate)
   Address (each member of the 2-person relays and each member of the 3-person Team Pursuit team and alternate)
   Hometown and Confirmation (each member of the 2-person relays and each member of the 3-person Team Pursuit team and alternate)
   Phone (each member of the 2-person relays and each member of the 3-person Team Pursuit team and alternate)
   Employment (each member of the 2-person relays and each member of the 3-person Team Pursuit team and alternate)
   Occupation (each member of the 2-person relays and each member of the 3-person Team Pursuit team and alternate)
   Work Address (each member of the 2-person relays and each member of the 3-person Team Pursuit team and alternate)
   Work Phone (each member of the 2-person relays and each member of the 3-person Team Pursuit team and alternate)
   Emergency Contact Information (each member of the 2-person relays and each member of the 3-person Team Pursuit team and alternate)
   Memberships (each member of the 2-person relays and each member of the 3-person Team Pursuit team and alternate)
   Swim History (Non-NYC Swim Events) (each member of the 2-person relays and each member of the 3-person Team Pursuit team and alternate)
   Medical Form (each member of the 2-person relays and each member of the 3-person Team Pursuit team and alternate)
   Qualifying Swim Log (each member of the 2-person relays and each member of the 3-person Team Pursuit team and alternate)
   Planned Swims (each member of the 2-person relays and each member of the 3-person Team Pursuit team and alternate)
   Workout (each member of the 2-person relays and each member of the 3-person Team Pursuit team and alternate)
   Pool Time (each member of the 2-person relays and each member of the 3-person Team Pursuit team and alternate)
   
   

2. Relay/team members including captain and alternates enroll by attaching themselves to the relay/team name and completing the enrollment information.