Application Procedures

Introduction - Ederle Swim 2012

Thank you for your interest in the Ederle Swim! 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 will open at 1:00 PM EST on December 15, 2011, and the race may fill up quickly. If you are planning to apply, please prepare as much of your application as possible before registration goes live. This material may be reviewed and approved in advance, but note that all applications must be filed using the online form (click on "Enroll as a Swimmer"). Enrollment will close when the field and waitlist are full, which is expected to happen within a matter of days.

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 Ederle Policies and Swimmer Timeline on the Ederle Schedule page for more specific information. If you have questions about the enrollment process, please contact us at info@nycswim.org.

Event Demand - Ederle Swim 2012

In recent years, the Ederle Swim has closed out within a matter of days. It is essential that applicants do their homework in advance by studying the Enrollment Preparation section AND, on Enrollment Day, completing all their application information thoroughly and correctly.

Enrollment Day - Ederle Swim 2012

To be considered submitted and ready for approval, an application must be fully completed using the online form (see Complete Application below). Applicants must document their competency to participate in the event. Please review the Qualifications section on the Ederle Policies web page for detailed information on acceptable documentation.

Among applicants who have fulfilled the qualification requirements and who are deemed most likely to succeed in the event, acceptance will be on a first-come, first-served, first-completed, first-accepted basis. Once an application is approved, the credit card supplied by the applicant will be charged. NYC Swim cannot accept payment by check, in cash or by wire transfer.

Complete Application - Ederle Swim 2012

Only complete applications will be reviewed and evaluated. Please follow the suggestions in the Enrollment Preparation section to reduce your application completion time.

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 Ederle 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 - Ederle Swim 2012

Most of the required information can be entered in advance in the User Profile, including personal details as well as the essay for solo swimmers (relay essays must be entered at the time of enrollment), 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. 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) - Ederle Swim 2012

1. Name (solo, each member of the 2-person relays, 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, 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, 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, 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, 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, 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, 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, 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, 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, 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, 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, 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, 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, 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) - 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) - 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) - Ederle Swim 2012

1. Medical Form (solo, each member of the 2-person relays) - 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 Swims (solo, each member of the 2-person relays) - Swimmers who do not automatically qualify must submit proof of qualifications by the date on the Swimmer Timeline, but it is in the swimmer’s interest to complete this prior to the due date. Qualifying Swim Logs can be entered in advance in the swimmer’s profile on the "Swimmer" page within the "Qualifying Swim Log" section. Event Based Qualifying Swims can be entered in advance in the swimmer's profile on the "My Events" page within the "Swim History (Non-NYC Swim Events)" section.
3. Pool Time (solo, each member of the 2-person relays) - 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. As a gauge of your preparedness for this event, please note that solo applicants should be able to complete a 1650 yards/1500 meters pool swim in 33 minutes (or 33 minutes and 35 seconds for a 1500 meter long course pool) and relay teammates’ average time should be that pace or faster. Swimmers with less speed may not be able to complete the Ederle Swim before the tides shift and thus are unlikely to be accepted into the 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.

4. Workout (solo, each member of the 2-person relays) - 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, Ederle Swim, across Catalina Channel or across the English Channel, OR as a member of a 2-person relay in either the 2010 or 2011 Manhattan Island Swim, 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, Ederle Swim, Catalina Channel, or the English Channel, OR as a member of a 2-person relay in either the 2010 or 2011 Manhattan Island Swim, make sure you have added it to your "Swim History (Non-NYC Swim Events)" list on this page or via your profile AND please type "I successfully swam the [Event Name] in [year] as a [solo swimmer or part of a two person relay]" in the box below.)

5. 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 NYC Swim team 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.

6. Planned Events (solo, each member of the 2-person relays) - due at the time of enrollment, but can be entered in advance in the user's profile on the "My Events" page within the "Planned Events (Non-NYC Swim Events)" section.

   Swimmers who do not automatically qualify must specify the swim and/or triathlon events that they are planning to enter as part of their training regimen for this event as well as when and where they plan to complete a qualifying swim (see Swimmer Timeline for deadline). This information will be extremely useful to the NYC Swim team when reviewing your enrollment. You must provide the event name, date, distance, address, and sport.

Application Questions (Prepare in Advance of Enrollment Day) - Ederle Swim 2012

1. Public Relations (solo, captain of the 2-person relays) - due at the time of enrollment, but should be determined well before.

   Will you utilize a PR firm/agent? (Yes/No) Note that you must select yes or no rather than the default "no answer." If yes, you must provide their name, address, contact information and telephone numbers. Max 10,000 characters.

2. Charity (solo, captain of the 2-person relays) - due at the time of enrollment, but should be determined well before. Note that you must select yes or no rather than the default "no answer." 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; preference will be given to those registrants who elect to raise funds for charity. Applicants who intend to fund-raise understand and accept that their donations must be processed, tracked, and publicized via NYC Swim’s web site, and 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 the Ederle Swim and other NYC Swim events.
3. Crew Members (solo, captain of the 2-person relays) – due at the time of enrollment but should be determined well before and completed shortly after the Swimmer's enrollment has been submitted. Solo swimmers must have at least one and no more than two individuals to serve as their support crew aboard their assigned escort boat for this event; 2-person relays are limited to one crew member. Swimmers are also required to designate one alternate crew member.
   
   It is strongly recommended that the crew members and alternates create and/or update their User accounts prior to enrollment date. The swimmer or relay captain will identify/select crew members and alternates during the enrollment process on Enrollment Day. It is recommended that the swimmer or relay captain 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 must complete their own registrations before any crew members will be able to register. Relay team captains must create the team enrollment 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 but need not wait for the e-mail once the swimmer or relay enrollment is listed on the "Swimmers" page. 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 will not be considered complete or be evaluated by the NYC Swim team until all crew members and alternates have agreed to support you; we recommend this be done as soon as the swimmer enrollment is entered and must be done no later than the date designated on the swimmer timeline. Swimmers must complete their own registrations before any crew members can register. 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 must have at least one and no more than two individuals to serve as their support crew on board the NYC Swim-assigned escort boat 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 to serve in the event that a primary crew member becomes unavailable. Your enrollment will not be considered complete 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. 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. 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. Payment (solo, captain of the 2-person relays) - due at the time of enrollment. Name, address, credit card number, and expiration date of a valid credit card are required. Payment is processed upon acceptance. If payment does not go through successfully, the swimmer must resolve the matter with his or her credit card company or supply an alternate credit card for payment promptly or risk his/her application being reconsidered or denied. NYC Swim cannot accept payment by check, in cash, or by wire transfer.

Additional Preparations (Relay Members) - Ederle Swim 2012

All relay applications must include complete information on each member of the relay. Thus, relays 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 name, a captain, and two swimmers. The captain of the relay prepares the essay about why the relay wants to participate. Essays for relays should be written up well before the enrollment date but can only be entered by the team captain at the time of enrollment.

   Relay Captains: Please tell us why your relay 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 members' swimming accomplishments by including hyperlinks to them or excerpts at the end of your essay. Please note: Your relay's enrollment will not be evaluated by the NYC Swim team until you have entered an essay. Max. 10,000 characters.

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

1. For all relays, captains must first log in, create enrollment, create relay name, complete his or her required fields, designate the relay'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 has been created, all relay 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 Fields
   Essay
   Public Relations
   Charity
   Crew Member
   
   Swimmer Fields
   Name (each member of the 2-person relays)
   Birth date (each member of the 2-person relays)
   Gender (each member of the 2-person relays)
   T-Shirt size and Cap reference (each member of the 2-person relays)
   Email (each member of the 2-person relays)
   Address (each member of the 2-person relays)
   Hometown and Confirmation (each member of the 2-person relays)
   Phone (each member of the 2-person relays)
   Employment (each member of the 2-person relays)
   Occupation (each member of the 2-person relays)
   Work Address (each member of the 2-person relays)
   Work Phone (each member of the 2-person relays)
   Emergency Contact Information (each member of the 2-person relays)
   Memberships (each member of the 2-person relays)
   Swim History (Non-NYC Swim Events) (each member of the 2-person relays)
   Medical Form (each member of the 2-person relays)
   Qualifying Swim Log (each member of the 2-person relays)
   Planned Swims (each member of the 2-person relays)
   Workout (each member of the 2-person relays)
   Pool Time (each member of the 2-person relays)
   
   

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