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Job descriptions

 

Volunteer Job Descriptions

VOLUNTEER JOB SIGN-UP

·        If your child does not swim at meets, you still must volunteer for all your shifts.

·        All volunteer job signup is completed online at: www.boulderelksswimteam.org

·        This allows each volunteer to sign up for a specific job on a specific date for a specific shift

·        Each job description specifies the number of credits each job is worth.

·        A credit does not equal one hour, it equals the length of time required to work a shift.

·        One shift at a meet is approximately three hours long

·        If you have questions or need clarification about any of the volunteer jobs, contact the volunteer coordinator.

What will cause my volunteer check to be cashed?

·        Not signing up for all of your volunteer shifts by June 1st.

·        For late registration: Not signing up for all of your volunteer shifts within one week of registering.

·        Not completing all of your volunteer shifts, including extra shifts for special events.

·        Not showing up for a shift. No refunds are given for no-shows.

·        A refund may be issued at the end of the season if all of your volunteer shifts have been completed, minus a $25.00 processing fee.

How many shifts do I need to sign up for?

·        If your child/children are only on swim team – 4 volunteer shifts per family.

·        If your child/children are on swim team & pre-team – 4 volunteer shifts per family.

·        If your child/children are only on pre-team – 1 volunteer shift per family.

 

COORDINATOR POSITIONS

  1. Team Spirit Coordinator - 4 credits per season (*NEW* position)
  • Plans special events (for example: Season Kickoff BBQ, Big Fish/Little Fish Program/ 4th of July “Fun” Practice)
  • Schedules the photographer for team/individual photos
  • Organizes the end of season banquet
    • Sends reminders to banquet volunteers regarding shifts and job assignments
    • Must attend the entire banquet to oversee event, troubleshoot any issues
    • Coordinates date and location with BEST parent committee
    • Reserves end-of-season banquet location, typically at the Elks
    • Coordinates catering, menu selection, budgeting, decorations, set-up, clean-up
    • Oversees volunteers during the event
  • Orders Brute Squad prizes
  1. Fundraising Coordinator - 4 credits per season (*NEW* position)
    • Schedules restaurant nights through season
    • Solicits team sponsors
    • Orders Elks “swag” to be sold at concessions (tattoos, magnets, stickers, etc)
    • Organizes the Swim-a-Thon
    • Collects for Coaches’ gift at end of season
       
  2. Clothing Coordinator - 4 credits per season
    • Orders team t-shirts, t-shirts need to arrive before the mandatory parent meeting on the first Monday in May
    • Attends parent meeting and hands out t-shirts
    • Provides clothing samples and order forms for team clothing (hoodies, sweats, caps…)
    • Submits clothing order after parent committee approval
    • Ensures delivery of clothing and receipt of payment for clothing
    • Sets up dates for swimmers to try on swimsuit samples for fit
       
  3. Concessions Coordinator - 4 credits per season
    • Sends reminders to concession volunteers regarding shifts at upcoming meet
    • Organizes/purchases staples for the meets (plates, cups, napkins, etc.)
    • Organizes concessions plastic container with needed items to be used at each meet (duct tape, scissors, pens, pans/trays for food display, knives, etc.)
    • Sets up vendors for volunteers’ pick up of bagels, pizza, burritos
    • Creates menu on white board
    • Sets up initial bank drawer and lock box
    • Sets up reimbursement procedure for volunteers who pick up goods
  • Trains each shift at home meet (about 10-15 min each time as needed)
  • Organizes food purchases for the upcoming meet, re-stocks staples, etc.
  • Communicates with Jan about amount of food in relation to opposing team’s size
  • Oversees concessions, delegates jobs among volunteers
  • Distributes free lunch coupons to home and visiting coaches at home meets
  • Keeps tally sheet of items sold
  • Enters tally into spreadsheet that keeps track of revenue
  • Tallies bank drawer
  • Reimburses according to procedures and saves receipts
  1. Heating & Timing Coordinator - 4 credits per season
  • Sends out reminder to heating volunteers regarding shifts at upcoming meet
  • Oversees and participates in organizing heating area for the meets
  • Sends out reminder to timing volunteers regarding shifts at upcoming meet
  • Instructs/trains just prior to shift start
  • Has knowledge of league rules regarding timing
  • Oversees timing area during shift(s)
  • Sends reminders to pink and blue volunteers regarding shifts at upcoming away meet (possibly only one away meet during the season)
  • Pinks & Blues are being phased out, only a couple of teams in the league use these
  1. Friday Night Set-Up Coordinator - 4 credits per season
  • Sends out reminder to Friday night set-up volunteers regarding shifts
  • Oversees and participates in all Friday night set-up
  • Begins at 8:00 P.M. on Friday night before the meet
  • Set-up per diagram posted at east end of pool
  • Rope off pool areas
  • Includes the following areas:
    • Heating chairs: 6 rows of 6, pop-up shades
    • Starters area: table and 4 chairs
    • Judging: area roped off
    • Coaching: area roped off, 10 chairs, pop-up shades
    • Concessions: table under overhang, garbage cans
    • Scoring: tables under overhang
    • Volunteer Sign-in: table at entrance
  • Put all the lounge chairs in the east building
  • Pick up any trash around pool
  1. Specialty Meets Coordinator - 4 credits per season
  • Attend entire Pentathlon and Hot Shot/Long Shot meets.
  • Make sure volunteers rotate through their timing shifts smoothly.
  • Ensure positions assigned to BEST by BVSSL are filled by parents online at the BEST website
  • Email volunteer job assignments to all families participating in the meets
  • All participating families must be assigned a job, if you have more people than jobs then split jobs
  • Dates for meets are on team calendar 
  • Email Team Email Communication Coordinator information and registration form for meets at least 2 weeks before the event.
  • Collect entries, checks, verify swim times with coaches, and get written commitment from parents about volunteer job requirements during the pentathlon.
  • Ensure there are volunteers to bring 4-6 tents (from Elks) for BEST swimmers
  • Distribute t-shirts to all BEST swimmers at the meet.
  • Each team must provide their own watch timers, so be sure we have enough.
  1. Registration & Website Coordinator - 4 credits per season
  • Manages and updates B.E.S.T. website
  • Coordinates registration
  1. Ribbon, Pink & Blue, and Speeding Ticket Coordinator – 4 credits per season
  • For the Ribbons
  • Sends reminders to ribbon volunteers regarding shifts at upcoming meet
  • Organizes swimmer folders before first meet
  • Prior to the first meet, orders ribbons through BVSSL and makes sure there are enough for every meet
  • Organizes ribbon items in guardroom for volunteers
  • Recycles unused ribbons, sets up for next meet
  • Trains each shift at every home meet
  • Files ribbons from meets (Ribbons need to be filed by an adult)
  • For the Speeding Tickets
  • Completes reports indicating which swimmers have decreased their time in each event
  • Gives individual age-group report to each speeding ticket helper
  • Orders B.E.S.T. pins which are given out with speeding tickets
  • Prints speeding tickets and record awards and distributes to speeding ticket helpers
  • Tracks speeding ticket writing to ensure speeding tickets written within a week of report
  • Completes certificates for any pool records
  • For the Pinks & Blues (if there are any needed…check with Head Coach)
    • Sends reminders to pink and blue volunteers regarding shifts at upcoming meet
    • Trains each shift
    • Trains second shift
    • Before the beginning of all home meets, gets up to date information from the Scoring Coordinator regarding changes to heat and lane numbers
    • If necessary, manually correct the pinks and blues with the updated heat and lane numbers, before the start of the meet
  1. Pre-Team Coordinator - 4 credits per season
  • Organizes parents to run pre-team meets
  • Meets are at 6 P.M. on a Wednesday evening and last about an hour and a half
  • Ensure all jobs are filled which include: starter, timers, heating, ribbons, etc.
  • Meets are informal compared to team meets
  • There is no concession stand to organize
  • Be available to parents during the first week of practice to answer any questions
  1. Scoring Coordinator - 4 credits per season
  • Send reminders to scoring volunteers regarding shifts at upcoming meet.
  • Obtain, maintain, and set-up two computers and printers for each home meet.
  • Obtain entries from both teams and provide entry printouts to heating area and starters
  • Train volunteers in software use, time averaging, result entry
  • Print ribbon labels and give to ribbon writers
  • Compute final score, provide meet results to coaches and post on web page
  • Must work efficiently
  1. Team Photographer/Slideshow Coordinator - 4 credits per season
  • Takes photos at all 6 age-group swim meets
  • Takes photos at one pre-team swim meet
  • Takes a variety of photos including swim photos, group photos, pictures around the pool, photos of volunteers, photos of families, candid shots
  • Collects digital photos from team photographer and parents
  • Assembles photos into a ~20 minute slideshow with music
  • Obtains slideshow equipment: laptop, projector, speakers (Lodge), and screen (Lodge)
  • Send out email to team to borrow equipment. If projector cannot be located, rent a projector from Mike’s Camera – this needs to be reserved several weeks in advance. You will be reimbursed for rental equipment costs
  • Slideshow is shown immediately after the awards
  • Attends banquet, presents slideshow
  1. Stroke Judge Coordinator - 4 credits per season
  • Send reminders to stroke judge volunteers regarding shifts at upcoming meet
  • Verifies qualification of each stroke judge
  • Attends judge meetings/clinics/trainings
  1. Team Email Communications Coordinator - 4 credits per season
  • A liaison between coaches and parents 
  • Builds relationships between swimmers via planned activities
  • Answers questions from parents
  • Sends out a weekly email regarding meet location, warm-up times, swimmer race assignments, activities…
  1. Volunteer Coordinator – 4 credits per season
    • Works with Registration & Website Coordinator to determine the number of families registered and then create volunteer job shifts for all areas.
    • Ensures that all volunteer credits are fulfilled by each family.
    • Ensures that all volunteer shifts for regular season meets are filled.
    • Trains any coordinators that are new to their position.
    • Partners with Home Meet Coordinator for all home meets to ensure that shifts are filled by volunteers and to also assist with the shift change.
    • Prelims & Finals
      • Ensure positions assigned to BEST by BVSSL are filled by parents online at the BEST website
      • If there are more volunteers than jobs, split jobs into smaller time increments
      • Email First Shift -  volunteer job assignments to all families participating
      • Day of Meet: Assign a parent to meet with BVSSL officers prior to the start of Prelims.
      • Sends BEST volunteer list to BVSSL officials so names can be added to the master list of volunteers for each meet.
      • Available by cell phone during the meet
         
  2. Home Meet Coordinator - 4 credits
  • Has general knowledge of how a swim meet works, where all the jobs for the meet are located, reviews detailed job manual (stored in the lifeguard room) before meet to help explain jobs to volunteers.
  • Sends out an email reminder to coordinators at least 3 days prior to meet, reminding coordinators to alert their volunteers of upcoming meet
  • Sends email to Home Meet Set-up Volunteers, reminding them of job and specifying time to be at the pool.
  • Provides a volunteer check-in site at the east gate of the pool by 7 AM for an 8 AM meet.  (6:30 for a 7:30 AM meet). This includes a master list of the volunteers, name tags, sharpies.
  • Ensures all volunteers sign the sign-in sheet
  • Staffs check-in to check in 2nd shift volunteers
  • Checks all job sites to make sure all volunteers showed up for their shifts. If a volunteer does not show up for a shift, this needs to be recorded on the volunteer sign-up sheet. Also, list who replaced the no-show shift.
  • The coordinator is the go-to person at the meet and needs to be able to problem solve and be resourceful.
  • Alert Head Coach if significant problems arise.
  • Assigns wild cards to jobs if positions need to be filled or adds them as an additional person on a job if there are no open positions to be filled.
  • Helps out where temporarily needed.
  • Checks in Saturday Post Meet Clean Up Coordinator and crew.
  • Turns in final report detailing any no-shows, who filled in for those slots, and any significant occurrences to Volunteer Coordinator.
  • Volunteer Coordinator is a partner during all home meets.
  1. Saturday Morning Set-up Coordinator - 4 credits
  • Sends out reminder to set-up volunteers regarding shifts at upcoming meet
  • Oversees and participates in all set-up for the meet
    • Begins set-up at 6:30 A.M. (for 7:30 A.M. home meets, start set-up at 6 A.M.)
    • Set up 6 portable tents for Elks team on grass
    • Hang Elks banner on tents
    • Set up tables for volunteer sign-in at pool entrance
    • Set up one tent for starter table
    • Help with sound system, run extension cords
    • Rope off diving board access if this hasn’t been done by Friday night set-up crew
    • Check bathrooms
    • Get trash and recycling cans set up

VOLUNTEER POSITIONS

HOME MEETS

·        Volunteer sign-in at home meets is at the east pool entrance.

·        First shift volunteers must sign in by 7:00 A.M. for a meet starting at 7:30 A.M. and 7:30 A.M. for a meet starting at 8:00 A.M.

·        Second shift volunteers must sign in by event #35, which is around 10:00 A.M.

·        Listen for the starter to announce 2nd shift volunteers.

·        Second shift volunteers must arrive for your shift and check at your job site by event #42.

·        The Meet Coordinator will be available to assist you if you have any questions.

Saturday Morning Home Meet Set-Up Volunteer - 1 credit per shift

  • Begins set-up at 6:30 A.M. (for 7:30 A.M. home meets, start set-up at 6 A.M.)
  • Set up 6 portable tents for Elks team on grass
  • Hang Elks banner on tents
  • Set up tables for ribbon writing and volunteer sign-in per chart posted at east end of pool
  • Two smaller tents for pinks and blues table, starter table, ribbon writing table
  • Put up all the signage for pinks and blues, scoring, heating board, etc.
  • Help with sound system, run extension cords
  • Rope off diving board access

Heating Volunteer - 1 credit per shift

  • Line up swimmers according to events
  • You will work with a hired guard who knows the heating specifics; your job is to help identify the kids and help the hired person line kids up in event and heating order
  • Move swimmers to the start blocks at the appropriate time
  • Has a sense of organization and structure and procedure
  • Able to stay cool and in control during chaos

Timing Volunteer - 1 credit per shift

  • Collect event card from swimmer and verify correct name, event, lane, and relay order
  • Operate stopwatch
  • Record time(s) on appropriate pink or blue card and pass it to the runner
  • Usually in full sun during your entire shift

Back-Up Timer - 1 credit per shift

  • Starts his/her stopwatch with every start
  • Assists in timing when someone’s watch has malfunctioned during the start
  • May be used in particularly close races
  • Often in full sun during your entire shift

Heat Winner Volunteer - 1 credit per shift

  • Stands behind timers during shift
  • Hands out Popsicle sticks to heat winners which they can exchange at concessions for an Otterpop.

Runner - 1 credit per shift

  • Takes event cards from each timer once time is recorded
  • Delivers event cards to the scoring table
  • This is a fast paced job, you are on your feet and moving during your shift

Starter/Announcer - 1 credit per shift

  • Responsible for running the meet smoothly
  • Starts each race with specific phrases
  • Announces heating for events
  • Announces changes in shifts
  • Must be a very timely individual with a very good sense of meet process

Stroke Judge Volunteer  – 1 credit per shift

  • Contact the Stroke Judge Coordinator if you are interested in this position
  • Attend stroke judge training session with BVSSL at Meadows pool before season start
  • Walk along side of pool checking for legal strokes, kicks, wall touch, diving entry on relays…

Scoring Volunteer 1 credit per shift

  • Need to be able to average 2 swim times (calculators provided)
  • Reads swimmer times from pink and blue cards to the data entry person
  • Enters data from pink and blue cards

Ribbon Volunteer - 1 credit per shift

  • Set up ribbon writing area according to instructions; tables are set up just outside the east building in designated area
  • Receive printed ribbon labels and pink/blue cards from scorers
  • Stick labels onto corresponding place ribbons
  • Separate event ribbons according to teams (BEST box and Away Team box)
  • Separate pink/blue cards into team boxes
  • File BEST ribbons into individual swimmer files
  • Return all materials to appropriate storage area after the meet

Pink and Blue Volunteer - 1 credit per shift

  • Arrive at designated table on south side of pool 30 minutes before meet starts
  • Post laminated “pinks” and “blues” signs visibly for Elks swimmers
  • Make sure coaches turn in pink and blue cards before meet
  • Arrange cards in event order (laminated sheet provided)
  • Blue cards for boys’ events
  • Pink cards for girls’ events
  • Hands cards out to swimmers, checking their name, event, age
  • Return laminated sheets to proper folder and store items in designated area in guard room

Concessions Volunteer - 1 credit per shift

  • Set-up and run concessions, which includes:
  • Organizing donated and purchased food
  • Prepare some foods on-the-spot
  • Use oven, microwave, blender, etc.
  • Exchange money for goods and provide correct change
  • Assists in tallying number of items sold
  • Provide water cooler and cups for timers and monitor for filling
  • Saturday at meet: make sure recycle bins are not overflowing; replace with new recycle liners.
  • Clean up and break down concessions after meet

Wild Card - 1 credit per shift

  • Check in with Meet Coordinator 30 minutes before the meet starts.
  • Gives cell phone number to coordinator and the coordinator will call at the beginning of the meet letting you know what job you will have for the meet.
  • Must be willing to do all jobs at meet.

Saturday Post-Meet Clean-Up & Tent Takedown Volunteer - 1 credit per shift

  • Returns pool to pre-meet condition
  • Lounge chairs back on pool deck
  • All meet equipment returned to storage room
  • Take down tents and tarp and return to storage shed
  • Picks up all trash

AWAY MEETS

Away Meet Team Tent Set-Up Volunteer - 1 credit per meet

  • Friday night pick up the following from the Elks Pool by 6:30 PM:
    • 6 portable tents (tents are located in the storage shed at the west end of the pool)
    • Large blue tarp to put under tents
    • Elks Banner is located in the guard room (east end of pool)
  • Set up tents and tarp by 6:45 AM as tent spots fill up quickly.

Away Meet Team Tent Break-Down Volunteer - 1 credit per meet

  • After the meet pack up the following and return the items to the Elks Pool:
    • 6 portable tents (put tents in the storage shed at the west end of the pool)
    • Large blue tarp (put in storage shed at the west end of the pool

Pinks and Blues Volunteer - 1 credit per shift 

  • Arrive at 30 minutes before meet start time to set up at provided table with pink and blue signage
  • Collect pink and blue cards from BEST coaches
  • Set up the cards according to event schedule
  • Hand out pinks to girls and blues to boys (BEST swimmers only)
  • Return signage to folder in guard room after meet.

ONE-TIME OR SPECIAL

Landscape Volunteer - 1 credit per shift

  • Required to donate flowers or potting soil and bring tools
  • The work is hard, physical, sweaty, and outside
  • You may be required to: sand and paint, weed flower beds, mow grass, trim trees and/or shrubs, edge sidewalks, scrub deck chairs, clean bathrooms, sweep up clippings, shovel trash or dirt, lift equipment or trash, repair equipment, install starting blocks, haul debris, plant flowers, or construct the shade structures.
  • The workday typically runs from 10 A.M. to 3 P.M. – 2 separate shifts
  • Bring Gloves, Water, and Snacks

Speeding Ticket Volunteer – 2 credits per season

  • After each meet, prepares speeding tickets for one age-group
  • Speeding tickets must be filled out by an adult
  • Gives completed speeding tickets to coach, or files in awards file folders, within one week of receiving report
  • Speeding ticket reports will be sent out after each meet

Prelims Coordinator - 4 credits per Prelim Meet (4 meets)

  • Ensure positions assigned to BEST by BVSSL are filled by parents online at the BEST website
  • Each family with a swimmer in Prelims must be assigned a job
  • If there are more volunteers than jobs, split jobs into smaller time increments
  • EmailFirst Shift -  volunteer job assignments to all families participating in Prelims
  • Day of Meet: Assign a parent to meet with BVSSL officers prior to the start of Prelims.
  • Sends BEST volunteer list to Prelims officials so names can be added to the master list of volunteers for each prelims meet.
  • Available by cell phone during the meets

Finals Coordinator - 4 credits per meet

  • Ensure positions assigned to B.E.S.T. by BVSSL are filled by parents online at the B.E.S.T. website
  • Each family with a swimmer in Finals must be assigned a job
  • If there are more volunteers than jobs, split jobs into smaller time increments
  • Emails volunteer job assignments to all families participating at Finals
  • Day of Meet: Attends meetings and communicates with BVSSL officers prior to the start of Prelims and Finals
  • Sends B.E.S.T. volunteer list to Finals officials so names can be added to the master list of volunteers for the meet.
  • Oversees volunteers during the meet
  • Volunteers need to check in with coordinator 15 minutes before their shift, then head directly to their volunteer position
  • Get cell phone numbers from all volunteers and where they are seated during finals

*Mandatory additional volunteer jobs for parents whose swimmers are participating in the Prelims and/or Finals

All teams in the Boulder Valley Summer Swim League provide volunteers in proportion to the number of swimmers that participated on their team in the previous season.  Meets are staffed entirely by volunteers.  Prelims and Finals volunteer jobs may include: tent set-up and break-down, timers, clothing sales, crowd control, runners, heating area assistance, clean-up, etc. Sign up early on the B.E.S.T. website for best selection of jobs.

Banquet Ticket Sale Volunteer - 1 credit per shift

  • Sell tickets at practices and meets
  • Be available by phone or e-mail for ticket sales/questions
  • Coordinate marketing of banquet and ticket sales with age group coordinators

Banquet Set-up/Clean-up Volunteer – 1 credit per shift

  • Help with banquet set-up, clean-up, and other duties as assigned

PRE-TEAM MEETS

These jobs are for Pre-team families ONLY – with the exception of the Pre-Team coordinator – which may be filled by pre-team or swim team parents.

Timer - 1 credit per shift

Timers use a stopwatch to time swimmers.

Ribbon Writer - 1 credit per shift

Ribbon writers work alongside the timers and record swimmers time on the ribbons

Starter - 1 credit per shift

At the start of each race, the starter announces “timers ready,” then “Swimmers take your mark,” and sends them off with either a horn blow or “Go!”

Heating Area - 1 credit per shift

Heating involves seating the swimmers in event order. Ensuring each swimmer is in the correct seat which corresponds to a specific lane and moving swimmers out to the blocks before their race.

Set-Up & Take-Down - 1 credit per shift

Set-up involves helping the pre-team coordinator with passing out ribbons to each lane, setting up chairs in the heating area, returning the pool area to pre-meet condition, etc.

Snacks for Meet - 1 credit per meet

Pre-team swimmers look forward to snacks after they swim at a meet. Homemade treats and fruit are great. Work with the pre-team coordinator to determine the number of treats needed.