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Team Policies

View our team policies by clicking on the following. If you have questions, corrections, or comments please contact Admin at pcac@penncharter.com. 

 


BILLING

Invoices will be emailed by the 1st of the month (e.g. Invoice for October Training Fees will be emailed Sept 1). Check payments are due the by 1st of the month. Please make checks payable to "Penn Charter". Cash payments are no longer accepted.

Billing and Account Contact

Kevin Berkoff, kberkoff@penncharter.com

Online Invoices
To check your current account balance, login to your PCAC account. Under "My Account", click "$ My Invoice/ Payment". 

Payment Methods
Cash or check payments (payable to "Penn Charter") only. Please remit payments along with the printed invoice 1) to the PCAC Payment Box, located next to bulletin board, or 2) by mail:

William Penn Charter School

Attention: PCAC

3000 West School House Lane

Philadelphia, PA 19144

Late Payments
If payment is not received by the 15th, swimmers with delinquent fees will not be allowed to swim until all fees are paid.

Inactivating/Withdrawing From PCAC
To become inactive or withdraw from the club, written notification must be submitted (or emailed to pcac@penncharter.com) to the PCAC office by the 15th day of the month prior to becoming inactive or you will be fully liable for the monthly invoiced fees. 

Registration Fee - $100 per swimmer/ year
This fee is assessed annually (Sept - Aug) and includes the annual USA registration fee, equipment replacement fee and PCAC administrative fee.

Multi-Swimmer Discount
This discount applies only to training fees; the highest training group fee applies to 1st swimmer, 2nd highest fee applies to 2nd swimmer, descending accordingly (up to $20 discount). The 1st swimmer in each family pays 100% training fee. The 2nd swimmer in same family is discounted $10. The 3rd swimmer is discounted $20. The 4th swimmer is discounted $20.

Penn Charter Family Discount
This discount applies only to training fees; $10 per family member, applicable for up to 3 family members.

Note: A family qualifying for both “discounts” must choose to apply only one (1) discount - not both.

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COMMUNICATION

The majority of club communication is done through email and our online "Bulletin Board".  If you would like to speak individually with your coach, contact them via email to schedule a meeting.

Please be considerate when coaches are leaving. Coaches have families and homes, just like you, and need to go home when they expect to go home. 

Please do not speak with coaches during practice.  The coaches are instructed not to speak with parents while they are coaching.  This ensures that they are providing the best possible instruction for your swimmer. Thank you!

Please contact Head Coach Crystal Keelan with any questions/concerns as needed:

Crystal.Keelan@gmail.com

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PCAC TRAINING ADVANCEMENT PROCEDURE

The PCAC training groups are the responsibility of the PCAC coaching staff and are carefully created by the entire coaching staff each season. Our swimmers are encouraged to give their best efforts within their training groups to make the necessary improvements that will ultimately maximize their swimming abilities. Throughout a PCAC swimmers career the coaching staff will advance them throughout the groups when we believe they are ready. The swimmers are encouraged to focus on what their group is doing, execute those group demands to the best of their abilities, and not concern themselves with the other groups. We do not advance swimmers based on what groups their friends are in or any other outside opinions. Here is our group advancement philosophy:

  • Training groups are created to provide swimmers with similar training abilities to work and improve together as a group
  • Training group advancement occurs when a swimmer shows the coaching staff that they have trained and performed beyond the level of their current group
  • The advancement of PCAC swimmers from one training group to another is based solely on the judgment and opinion of the PCAC coaching staff. We only wish to advance swimmers that will thrive in the next group and not struggle to keep up
  • Group advancement for a swimmer is based on 3 factors. All 3 factors must be met before a swimmer will be advanced
    • Technical improvement to the next level of all 4 stokes as well as starts, and turns
    • Training proficiency, and command of training intervals for all 4 strokes in their current group, as well as the ability to make the next groups intervals for all 4 strokes
    • Race and performance improvement to the level of the next group in all 4 strokes
  • There must be an agreement between the current group coaches, the next group coaches, the head age group coach and the swimmer, for a swimmer to advance. All 4 parties must be in agreement before a swimmer will be advanced
    • The swimmer themselves MUST be comfortable moving up. We will not advance a swimmer that does not wish to be moved up a level
  • The PCAC coaching staff creates the groups and are the only individuals with the overall objective knowledge of the groups to make adjustments
    • If a swimmer wishes to advance, the coaching staff encourages them to seek the advice of their group coach as well as the head coach regarding what they need to improve upon to make the advancement
    • Contact about group advancement should be made by the swimmers and only the swimmers

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MEETS

Meet Entry Fees
Swim meet entry fees vary with each meet, will be included on your monthly invoice, and are in addition to your Training Fees. You are responsible for meet fees unless you have written confirmation with your coach that you will not be able to attend a meet.

Meet Sign-Up
To sign-up for a meet, you must first login. Then go to the "Meets/ Events" tab. From here, click on the "Attend This Event" button under the meet you want to compete in. Follow the prompts. Once your swimmer's coach has received your meet declaration, he/she will pick their events. Once the teams entries have been accepted by the meet host, an Entries Report will be emailed out to the membership. Parents should not send payment or directly contact any meet director. 

Parents

All PCAC parents are asked to remember that your responsibilities as a parent is to make sure your child knows that win or lose, you love him/her, appreciate their efforts, and are not disappointed in them. This will allow them to do their best without fear of failure. Be the person in their life that they can look to for constant positive reinforcement. Allow the coach the opportunity to coach. Relationship between the swimmer and coach is most important. When a parent interferes with the coach’s opinion as to how the swimmer should swim or train, it causes considerable - and oftentimes insurmountable - confusion as to whom the swimmer should listen to regarding their racing. Remember, the coach is a trained professional in the sport and holds the knowledge necessary to allow your child to become the best athlete possible. Parents may not be on deck and/or in the team area during the meet. If a swimmer goes to the balcony they should let a coach know. If you have a problem or concern, please contact the coach to discuss your concern. 

Swim Meet Behavior
Athletes must demonstrate respect for their teammates by treating them as they would like to be treated. Cheer for teammates, stretch & relax in between events, and get in for all warm-up/cool-down breaks when available. Athletes respect his or her competitors. This respect is demonstrated by getting to know their competitors’ names. Healthy competition and the desire to push each other creates a strong competitor.
 
Swimmer Responsibilities  
Athletes understand and accept responsibility for their meet preparation and performance. With maturity and experience, athletes accept increasing responsibility for their training. The coaches provide the tools for the swimmers to succeed while the swimmer recognizes that they themselves are ultimately held accountable for their training. Although athletes may not seek out the role of being a leader, it is a position in which they often find themselves. Athletes should be aware of their leadership position and understand how they can positively influence the behavior of others. Athletes need to understand and accept that effective leadership comes with the responsibility of being a positive role model to others. Parents are encouraged to advocate for their child and can do so by contacting the Head Coach with any questions and/or concerns throughout the season. 
 
***All PCAC swimmers are expected to attend finals at championship meets if they qualify. This includes meets with prelims/finals set-up during mid-season taper meet, spring championship season and summer championship season. Additionally, if relays qualify for and/or are seeded for finals, swimmers are expected to be available to swim.***
 
What to Bring
  • PCAC team cap must be worn for all events
  • Towels for each session
  • Additional warm clothing
  • Cooler for water and healthy snacks
 
Before the Start of Each Meet 
  • Look on the website for the meet announcement to check for warm-up times
  • Show your swimmer their confirmed meet entries online
  • Review emails including updates regarding arrival times, check-in, etc
  • Stay hydrated and pack nutritious snacks

DROP-OFF/ PICK-UP

Drop-Off
Enter the building through the Lower Lobby doors; the Upper Lobby doors of the building lock at 6p. From the Lower Lobby, parents may take the stairs to the stands and swimmers can follow the hallway to the locker rooms. Parents may watch in the stands.

Preferred access to the pool deck is through the locker rooms. All other pool doors remain locked for security and safety reasons. 

Pick-Up
Parents are responsible for picking up their swimmers after practice either in the Upper Lobby or Lower Lobby. There will be no PCAC coaching staff supervising your children once they leave the pool deck / locker rooms. Thank you.

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TEAM EQUIPMENT

Colors: Navy Blue, Vegas Gold and White

Team Online Vendor: Toad Hollow Athletics

Every new registered swimmer will receive a PCAC latex swim cap and PCAC t-shirt.
Additional caps are $5 for Latex, $12 for Silicone available in the office. 

For Practice
Towel
Goggles
PCAC cap (if a cap is worn)
Swimsuit (please AVOID 2-piece suits for girls and board shorts for boys).

For Meets
PCAC Shirt 
Goggles
PCAC cap - either latex (thinner) or silicone (thicker). 
Navy Blue Arena Competition suit (There is no requirement to purchase "tech" suits **IF tech suits are worn at a championship meet/finals arena brand must be worn**)
Team warm-ups and bags are optional

Team warm-ups, team bags, team suits and goggles may be ordered through our online vendor - Toad Hollow Athletics (visit their site by clicking on active icon to the left). PCAC has a "team page" where you can purchase our "Team" items. You may also look through their inventory for "practice" suits. Note: PCAC members get an additional "team discount" on Arena apparel, as we are a Arena Swim sponsored team!

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PCAC ANTI-BULLYING POLICY

General Statement of Policy.
Bullying of any kind by athletes, coach, parent members, or volunteers representing PCAC is unacceptable and will not be tolerated.  Bullying is counterproductive to team spirit and the overall philosophy of this program and can be hurtful to the recipient.  PCAC is committed to providing a safe, caring and bullying-free environment for its members.

This policy shall replace and supersede the USA Swimming Model Anti-Bulllying Policy, and shall apply unless any provision is inconsistent with the USA Swimming Code of Conduct.

Bullying Defined.
As used in this policy, the term “bullying” shall mean, regardless of when or where it may occur, the severe or repeated use by one or more USA Swimming members (“Members”) of an oral, written, electronic or other technological expression, image, sound, data or intelligence of any nature (regardless of the method of transmission), or a physical act or gesture, or any combination thereof, directed at any other Member that to a reasonably objective person has the effect of: (i) causing physical or emotional harm to the other Member or damage to the other Member’s property; (ii) placing the other Member in reasonable fear of harm to himself/herself or of damage to his/her property; (iii) creating a hostile environment for the other Member at any USA Swimming activity; (iv) infringing on the rights of the other Member at any USA Swimming activity; or (v) materially and substantially disrupting the training process or the orderly operation of any USA Swimming activity (which for the purposes of this section shall include, without limitation, practices, workouts and other events of a member club or LSC).

Reporting of Bullying.
It is the duty of all athletes, parents, or volunteers to immediately report the bullying to a coach, preferably in person or in writing.  Coaches who receive a report of bullying should promptly investigate and discipline those involved, and should report the matter to the head coach and club president. 

Discipline.
Any person who, in the opinion of the head coach and president, commits an act of bullying may be disciplined up to and including removal from the team.  Discipline may include: a warning, suspension, removal from the team, and any other reasonable disciplinary action the head coach and/or board president believes will result in prevention of further bullying by the perpetrator. 

Consistency with USAS Rules.
PCAC’s anti-bullying policy shall be consistent with any mandatory provisions of USA Swimming’s Anti-Bullying Rules found within the USA Swimming Code of Conduct.   

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PCAC ELECTRONIC COMMUNICATION POLICY

PURPOSE
The Penn Charter Aquatic Club recognizes the prevalence of electronic communication and social media in today’s world. Many of our swimmers use these means as their primary method of communication. While the Club acknowledges the value of these methods of communication, the Club also realizes that there are associated risks that must be considered when adults use these methods to communicate with minors.  This policy is essential for PCAC to provide a safe and positive environment for all its athletes, officials, parents, and coaches.

ACCEPTABLE ELECTORNIC COMMUNICATION
All communications between a coach or other adult and an athlete must be professional in nature and for the purpose of communicating information about team activities. The content and intent of all electronic communications must adhere to the USA Swimming Code of Conduct regarding Athlete Protection.

For example, as with any communication with an athlete, electronic communication should not contain or relate to any of the following:

Drugs or alcohol use; sexually oriented conversation; sexually explicit language; sexual activity, the adult’s personal life, social activities, relationship or family issues, or personal problems; and inappropriate or sexually explicit pictures.

Note: Any communication concerning an athlete's personal life, social activities, relationship or family issues or personal problems must be transparent, accessible and professional.

Whether one is an athlete, coach, board member or parent, the guiding principle to always use in communication is to ask: “Is this communication something that someone else would find appropriate or acceptable in a face‐to‐face meeting?” or “Is this something you would be comfortable saying out loud to the intended recipient of your communication in front of the intended recipient’s parents, the coaching staff, the board, or other athletes?”

With respect to electronic communications, a simple test that can be used in most cases is whether the electronic communication with swimmers is Transparent, Accessible and Professional.

Transparent: All electronic communication between coaches and athletes should be transparent. Your communication should not only be clear and direct, but also free of hidden meanings, innuendo and expectations.

Accessible: All electronic communication between coaches and athletes should be considered a matter of record and part of the Club’s records. Whenever possible, include another coach or parent in the communication so that there is no question regarding accessibility.

Professional: All electronic communication between a coach and an athlete should be conducted professionally as a representative of the Club. This includes word choices, tone, grammar, and subject matter that model the standards and integrity of a staff member.

If your communication meets all three of the T.A.P. criteria, then it is likely your method of communication with athletes will be appropriate.

SOCIAL MEDIA
Coaches may have personal pages or accounts through social media, but they are NOT PERMITTED to have any athlete member of the Club join or follow their personal pages. Some examples include, but are not limited to, Facebook, Twitter, Snapchat, Instagram, or personal blogs. A coach should not accept any “friend”, “follow”, or other request from an athlete. In addition, the coach should remind the athlete that this is not permitted. Coaches and athletes are not permitted to “private/direct message” each other through any social media outlet. Coaches and athletes are not permitted to “instant message” each other through Facebook chat or other IM method.

Coaches are required to set their pages to “private” to prevent athletes from accessing the coach’s personal information.

PCAC CLUB TWITTER ACCOUNT
The Penn Charter Aquatic Club has an official Twitter page that coaches, athletes and parents can follow for information and updates on team‐related matters. Coaches and athletes are not permitted to “direct message” each other through Twitter. 

TEXTING AND EMAILING
Subject to the general guidelines mentioned above, texting and emailing is permitted between coaches and athletes. However, texting and emailing shall only be used for the purpose of communicating information directly related to team activities. When communicating with an athlete through email, a parent or legal guardian must also be copied.

REQUEST TO DISCONTINUE ALL ELECTRONIC COMMUNICATIONS
The parents or guardians of an athlete may request in writing that their child not be contacted by coaches through any form of electronic communication.

CYBERBULLYING POLICY
Cyberbullying is bullying that takes place using electronic technology of any kind. Cyberbullying involves the use of electronic information and communication technologies to support deliberate or repeated harassment, intimidation and/or hostile behavior by an individual or group through personal attacks or other means that harms others, whether intentional or not.

Examples of cyberbullying includes mean text messages, emails, tweets, or posts including rumors sent by email or posted on social networking sites, and embarrassing pictures, videos, websites, or fake profiles.

CYBERSTALKING POLICY
Cyberstalking involves the use of electronic information and communication technologies to communicate words, images, or language directed at or about a specific person, causing substantial emotional distress to that person. Harassing, intimidating, and hostile mean any electronic communication that is perceived as being motivated either by any actual or perceived characteristic including race, color, ethnicity, religion, gender, sexual orientation, physical attributes, socioeconomic status, physical or mental ability or disability or any other characteristic related to athletic performance that a reasonable person should know under the any of these circumstances:

  1. Will have the effect of harming another athlete or has the effect of substantially interfering with another athlete's performance or opportunities.
  2. Has the effect of having a negative impact on another athlete's emotional or psychological well-being.
  3. Has the effect of insulting or demeaning another athlete to cause disruption in or substantial interference with practice, any swim meet, or any other PCAC related activity.
  4. Has the effect of creating a hostile environment for any athlete at any USA Swimming activity or swim meet.
  5. Has the effect of substantially disrupting the training process or the orderly operation of any PCAC practice, workout, or other events or swim meets of any other club or high school.

 

REPORTING
If cyberbullying or cyberstalking does occur, the incident will be dealt with promptly.


Any athlete who is being bullied or stalked or is aware of any such bullying or stalking occurring is asked to talk to his or her parents or talk to the Head Coach. When an athlete talks to his or her parents or a coach, the athlete should also show to the parents or the coach the electronic communication that constitutes the incident. Safeguarding the electronic communication as evidence of the bullying or stalking will help PCAC conduct its investigation of any incident. While there is no time limit for reporting bullying incidents, reporting quickly gives the Club an opportunity to address the situation immediately and stop the bullying.

Upon receiving a report of cyberbullying or cyberstalking, the Head Coach will commence an investigation of the incident. The results of the investigation may include but are not limited to immediate temporary suspension from the Club or immediate permanent expulsion from the Club.

PCAC takes cyberbullying and cyberstalking seriously and all athletes and parents can be assured that PCAC will support them when an incident is reported. Any type of bullying and stalking is counterproductive to the team atmosphere and team spirit PCAC wants to maintain and foster on a daily basis. Again, PCAC is committed to providing a caring and supportive environment for all of our athletes.

 

PCAC TRAVEL POLICY
Purpose:  Athletes are most vulnerable to misconduct during travel, particularly overnight stays.  This includes a high risk of athlete-to-athlete misconduct.  During travel, athletes are often away from their families and support networks, and the setting – new changing areas, locker rooms, workout facilities, automobiles and hotel rooms – is less structured and less familiar.

Definitions:
“Team Travel” is defined as overnight travel to a swim meet or other team activity that is planned and supervised by the club or LSC.

“Local Travel” includes the giving of rides from school to practice and from or to an athlete’s home to or from a PCAC function.

USA Swimming Required Policies:

  1. PCAC’s travel policy and Code of Conduct must be signed and agreed to by all athletes, parents, coaches and other adults traveling with the club. (Rule 305.5.D
  2. PCAC team coaches and chaperones must be members of USA Swimming and have successfully passed a USA Swimming-administered criminal background check. (Rule 305.5.B)
  3. Regardless of gender, a coach shall not share a hotel room or other sleeping arrangement with an athlete (unless the coach is the parent, guardian, sibling, or spouse of that particular athlete). (Rule 305.5.A)
  4. When only one athlete and one coach travel to a competition, the athlete must have his/her parents’ (or legal guardian’s) written permission in advance to travel alone with the coach. (Rule 305.5.C)  Under no circumstance may a coach share a hotel or other sleeping arrangement with an athlete (unless the coach is the parent, guardian, sibling, or spouse of that particular athlete). (Rule 305.5.A)

Additional PCAC Policies:

  1. During team travel, when doing room checks, attending team meetings and/or other activities, two-deep leadership and open and observable environments should be maintained.  This means that two volunteers or coaches should conduct room checks whenever possible.
  2. There will be no male athletes in female athlete’s rooms and no female athletes in male athlete’s rooms (unless the other athlete is a sibling or spouse of that particular athlete).
  3. Coaches, chaperones, or parents shall not enter into the room of an athlete or athletes without two-deep leadership unless the coach or parent is the parent, guardian, sibling, or spouse of that particular athlete or an emergency situation exists.
  4. Athletes should not ride in a coach’s vehicle during Team Travel or Local Travel without another adult or athlete present, unless prior parental permission is obtained in writing.
  5. During overnight team travel, if athletes are paired with other athletes they shall be of the same gender and should be a similar age.  Where athletes are age 13 & over, chaperones and/or team managers would ideally stay in nearby rooms.  When athletes are age 12 & under, chaperones and/or team managers may stay with athletes.  Where chaperones/team managers are staying in a room with athletes, they should be the same gender as the athlete and written consent should be given by athlete’s parents (or legal guardian).
  6. Decisions by the coach at a travel meet regarding curfew, team meetings, team functions, and an athlete’s participation in individual or relay events shall be final.

Discipline:
Failure to abide by the above policies may lead to disciplinary action up to and including removal from the team and/or reporting of serious violations of these policies to the USA Swimming Safe Sport Coordinator.

 

 

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