Volunteer Policy

If you have committed your child to swim a meet, you have also committed that someone in your family will be available to volunteer.  If every family does their part, it will be more equitable for all.  Families with multiple swimmers may volunteer more.  But each family should be prepared to time at each meet – just in case.


This year, all timing spots will be assigned by the volunteer coordinator.   Families will be notified of their job by the Thursday before the meet.   After that, if you are unable to fulfill your job, you are responsible for finding another family to cover your timing slot, but all switches need to be communicated to the volunteer coordinator.


 The volunteer coordinator will review the order of events and make every effort to assign families a slot in the session when their children are swimming.  If your child is swimming only in the first half of the meet, we will do our best to assign you a shift in the first half of the meet.  If your child is swimming in the last event of the day, it is more likely that you will be assigned a shift later in the meet.  This may not always be possible and should not be counted on when being assigned.


Please Note:

If you scratch past the deadline of final entry you are still responsible for fulfilling your job assignment or finding a replacement.

If you don’t fulfill your job responsibility or find a replacement for your role it will result in a $50 fine the first time and a $100 fine each time thereafter. These measures need to be in place to cover any fines charged to ZEUS by the meet host for unfilled job assignments.

·         You WILL NOT be penalized as long as you take responsibility to find a substitute and communicate that substitute to the volunteer coordinator.


·         Volunteer Assignments are per child. A family with three swimmers swimming in one weekend may need to have multiple volunteer shifts over the course of the weekend, depending on the number of swimmers attending each meet session.


-If a meet has finals and your child makes finals you must make yourself or a substitute available to volunteer. Volunteering during prelims does not exempt you from a job at finals.

The specifics of how this will work are outlined below. Let the Volunteer Coordinator know if you have any questions.


Job Procedure:

At every USA swimming competition, teams are responsible for providing workers. The number of workers is based on the number of swimmers a team has entered in the meet. Parents of any child entered in a meet must be ready and willing to help fulfill this requirement. Below is an explanation of ZEUS parents’ responsibilities for volunteering at all meets.

Explanation of what the roles and responsibilities are for Zeus volunteer coordination:

The Volunteer Coordinator has many responsibilities leading up to and during the course of a meet.  Here is a list of only a fraction of what they handle.  

·         The Volunteer Coordinator is in communication with the coaching staff prior to each meet regarding timelines, job requirements and the posting of the jobs on the website

·         The Volunteer Coordinator will be accessible via email using [email protected]  Parents may submit volunteer limitations for a meet up to 5 days before the start date of the meet.  Parents CANNOT opt out of volunteering for a meet entirely, but if they have limitations, they can advise us of them.  If it cannot be accommodated, the family is responsible for finding another volunteer to fill the slot, or else a fine will be incurred.

·         The Volunteer Coordinator will try to assign families a timing slot that directly correlates to when their child(ren) are swimming.  (This may not always be possible and should not be counted on when being assigned.)

·         The Volunteer Coordinator will keep a master list of families who have and have not fulfilled timing assignments throughout the season to help ensure that jobs are assigned to all families.

·         The Volunteer Coordinator will track any fines that have been accrued through a meet and/or the season, communicate with the coaching staff as well as the treasurer so these fines can be billed directly.

Please work with our Volunteer Coordinator to give the team the best opportunities to swim fast and achieve their goals.  

 Family Responsibilities:

1) Before the meet check the On Deck app or Team Unify website for job assignments. This information will be posted as soon as it is available.  Not being aware of a given timing assignment does not preclude you, the parent, from fulfilling that role.   Please remember that if you have more than one child on the team, you may have more than one assignment.  

2) During the meet, our team is responsible for a certain number of jobs.  When our team is assigned two-timing slots this means we will need 4-6 timers for the session.   Here is an example timeline of what a typical meet follows as well as the responsibilities of each shift for timers.  Assuming the session will begin at 8:30 am, this is how our shifts and responsibilities will flow.

8:15 am - First shift of 2 hours begins.

Parents assigned to the first shift are required to attend a timer’s meeting.  The meeting will typically begin 15 minutes prior to the start of the meet

8:30 am ~ meet starts

10:30 am - The second shift of timers will relieve the first shift timers.  

Second 2-hour block begins

If we know ahead of time that the meet will run significantly over 4 hours we will add a third shift of timers.


NOTE: Please remember the timing slot may not always be in 2 hr. time increments and if we know that a meet will run longer, we will try to make the adjustments. If you are assigned a timing slot, you may trade amongst the other families assigned for the weekend, but please let the volunteer coordinator know at [email protected]. This will help us to properly track volunteer shifts and fines.   If your child scratches from the meet it is your responsibility to find a replacement.

3)Trials/Finals Meets (including the championship meets) Timing assignments will be assigned as stated above, with the exception of Finals. When swimmers make Finals at a Trials/Finals meet our timing assignment for the Finals session is based on how many swimmers are swimming in THAT Finals Session.  If you have a swimmer who has made Finals and is swimming you will be expected to time. No exceptions. It is best practice to check-in with the head coach to see what the needs are for Finals. If you have a swimmer entered in one of the last events of the night at Finals, expect that you will have the last timing slot.







Meet Volunteer Organizer - For each session at a meet, we will be designating one family to this role.  If you are assigned this position, you will be responsible for utilizing a binder with shift information provided by the coach at each swim meet.  Your responsibilities are:







·         Ensure everyone who is assigned a job is present and aware of their job

·         Find replacements if there are any no shows

·         Note all no shows and replacements in a binder, and communicate them to the volunteer coordinator at [email protected]

·         Ensure that all of the “First shift” families are present, and are aware they must attend the timer’s meeting

·         SIGN IN all first shift timers, once they are confirmed present, at the meet’s volunteer table

·         Ensure that all “second shift” families are present and will relieve the first shift ON TIME