VOLUNTEER CLEARANCE FORMS
Volunteer Positions and General Items
Meet Manager Operator
Clean-up / Set- Up
Dress to get WET
Please wear flat shoes preferable with a nonskid sole
Shirts required / Team Apparel Preferred
Officials- White Shoes, White Polo, Navy shorts or skirt
Dress for MESS
Team Apparel Preferred
Disposable gloves to be worn when handling food items
All positions listed above are essential to running an efficient and professional meet.
All Volunteers are required to have all clearances on file at the Y. Please fill out the attached forms and submit to coach Raynelle. Further instructions will be sent to the email you submitted with the paperwork.
The group will need to ensure that all visitors (swimmers, coaches, and spectators) have an enjoyable and positive experience
For any position that requires certification and requires a fee, the team will cover the expense of the class or clinic
Please contract the team coordinator prior to attending to determine payment/reimbursement options
Each family is asked to volunteer at a minimum of 2 dual meets and any team hosted invitational ( The BOO, Champs).
The head official for each swim meet
Responsible for the conduct of the meet and is the final authority on the interpretation and enforcement of all swimming rules
Gives assignments and instructions to other officials working the meet
Ensures all necessary positions are filled prior to starting the meet
Works in conjunction with the Referee
Responsible for starting the race and is in charge of the swimmers once the Referee has given him instructions to begin the race
Handles the timers meeting
Stroke and Turn Judges:
Responsible for ensuring that all swimmers obey all the rules for the stroke that they are swimming once the race has started
Stroke infraction are reported to the Referee
During relays, ensure that each swimmer touches the wall before the next swimmer in the relay leaves the starting platform/deck
Responsible for reviewing disqualifications by the Stroke and Turn Judges in the place of the Referee
Typically used to move the speed of the meet along
Administrative Official (AO):
The “Administrative Official” is one who works directly with the Meet Referee and
supervises/directs the following positions on the “dry” side of the meet:
Entry and Registration Personnel
Timing System Operator and Scoring Personnel
The AO may serve in one (or more) of the above positions or may simply act in a supervisory capacity of those positions. Volunteers may fill the above positions provided there is an AO supervising all, or the AO is filling
one (or more) of the positions and supervising the remaining ones
Monitors safety on the pool deck and surrounding areas
Assist YMCA personnel on completion of incident reports on all reported injuries
Sets up the meet in Meet Manager and prepares all files (meet info, Team Manager Files, and psych sheet) to be posted on web site.
Reviews and checks meet entries and heat sheets prior to copying
Responsible for the team registrations and add on swimmers
Timing System Computer:
Responsible for running the Daktronics swim meet timing system
Training on the computer is required; length of training is based on an individual’s understanding of the program and comfort level in operating the computer at a meet
Responsible for scoring the meet
Duties include providing exception report to Referee, event changes approved by coaches/referee, and generating final results report.
Organizes invitational or championship meets.
Communication link to league for championship meets
Identifies and coordinates meet workers and assists the Meet Referee the day of the meet to ensure that everything runs smoothly and efficiently
Coordinates with the YMCA to ensure availability of facilities and staff
Works with Concessions Coordinator to ensure needs are met
Responsible for operating the stopwatch and timing system button
Watch times are used as a back-up time in case the touch pads and buttons of the Daktronics Timing system do not function properly.
Timers start their watches on the strobe light from the starting system and stop their watches and press the timing system button when the swimmer touches the wall (Starter will provide additional instructions during Timers meeting - typically 15 minutes prior to start of meet)
There are 1-3 timers per lane depending on the meet
(USS - 1, YMCA Dual Meet - 2, YMCA Championship Meet - 3)
Timers may also need to document the watch times on a timers sheet - all watch times must be recorded (no need to average)
Backup timer is available if watch did not start.
Works with the timers and documents the watch times on the time sheets to reduce the responsibilities of the timers
Typically used to speed the meet along
Responsible for taking entrance fees from spectators at a main entrance
Once all spectators arrive personnel may work the concessions stand
Responsible for the collection of watch times when instructed by Scorer
If required for Invitationals/Championships post results in display area and delivers results and label sheets to Awards Room
Collect Relay Take-off cards if instructed by Referee
Distribute water to timers and officials (if available)
Responsible for organizing the awards on tables in the Awards Room/Area
Also getting the award labels from the runner or scoring table, placing them on the awards and filing awards in appropriate team containers. Awards to include but not limited to trophies, medals, or ribbons.
Note: No Children allowed in the Awards Room
Responsible for general announcements
Broadcast each event, the swimmers name with lane assignments.
The announcer, along with the referee, is responsible for keeping the meet moving in a steady fashion
Responsible for an assigned age group/gender to ensure swimmers get to the starting blocks for their event.
Also ensure for 8 & under relays that 2 swimmers are at each end of the pool. (Typically for 10 & under age groups only)
Manages concessions at all home meets (dual, invitationals, and championships)
Work with Boyertown YMCA on purchase of items required for the concessions stand
Organization, schedules, and assignments for the concessions volunteers
Manage food preparation and clean up
Maintain inventory of food, drink, and equipment (refrigerator and closet)
Coordinate delivery from outside vendor
Ensure money is available day of meet
Determine price of items for sale and develop menu/signs
Work in concession area.
Duties may include cashier, food preparation, food handler, drink or food restocking, and customer service
Heat sheet will also be sold at concessions stand
Also included could be assisting in setup and/or cleanup of concession stand
Note: Cashier can not handle food items and no children can handle the money
Concessions Set up/Clean up:
Duties include setup and breakdown all the equipment necessary to run the concessions stand including, but not limited to loading/unloading of drink coolers, food preparation, equipment setup/cleaning, and anything else that will be needed to clean up the concessions area/stand
Work in the hospitality area to provide meals for coaches and officials between meet sessions
Prepare and deliver food to be served to coaches and officials. Ensure no other people (parents or swimmers) are in this area
Responsible for judging the order of swimmers finishing races
Situated on deck near the finish end of the pool and record the order the swimmers finish
Meet Set up/Clean up:
Duties include setup and breakdown all the equipment necessary to run a meet including, but not limited to the computer/timing system, touch pads, tarps, rugs, mats, seating, tables, and anything else that will be needed in order to run the meet.
Meet Volunteer Coordinators:
Organizes and checks in assigned volunteers to positions for each swim meet
Recruits volunteers for open required positions prior to meet
Staging the swimmers on heat benches on pool deck
Ensures the swimmers are present and in the correct order
Directs the heat to move behind the starting area to reduce congestion behind the starting area
(Typically Senior Team Members)
Staging the swimmers on heat benches in a room away from the pool deck
Ensures the swimmers are present and in the correct order
Use Public Address system to notify swimmers of current staging event and to page missing swimming
Transfers the swimmers to the Deck Seeding area to reduce congestion on the pool deck
Note: Room is for Seeding Room Personnel, Swimmers, and Coaches (NO PARENTS!!!)