Background-image
-
Atlantic+Rehabilitation
Speedo
Amazon
Hytek
SwimCast+-+BAC+TV
Volunteer Hours

Volunteer Hours

Swimming is a volunteer-intensive sport. We appreciate your willingness to serve and support our swimming community!

The Volunteer Hour System Explained

Each BAC family is required to work a certain number of volunteer hours, depending on which group their most advanced swimmer is in. These hours are allocated over the entire season to ensure that our hosted meets are appropriately staffed throughout the year.  This page describe how our system works.

 

If, after reviewing this page, you have questions regarding your Volunteer Hours requirements, please contact the Volunteer Hours Recorder  BSAVolunteerHours@berkeleyaquaticclub.com.

 

Summary Guide to BAC Volunteer Hours

How many hours are required?

 

2019-20 Season

 

Practice Group

Period #1

9/14-2/14

Period #2

2/15-3/22

Period #3

3/23-6/30

Period #4

7/1-7/31

Junior 1&2/ Seniors

35

18

10

15

Flex/Blues

15

11

18

8

Snappers

15

9

17

6

Streaks

15

6

11

3

TYM

6

3

4

2

*Unfulfilled volunteer hours in 2019-2020 will be billed at $35 per hour.

**Hours earned in excess per volunteer period do not carry over to the next volunteer period. Please regularly monitor the number of hours you have worked.

 

What Kind of Jobs are Available?

Jobs at Meets

Jobs Outside of Meets

Trained - Meet Manager, Head Timer, Hospitality Lead, Computers, Omega Operator

Back Office ** See list in Complete Guide to BAC Volunteer Hours

Untrained - Admissions, Runners, Timers, BAC TV announcer, BAC videographer, Hospitality volunteer, Safety Marshalls

 

Certificate - Lead Safety Marshall, Administrative Official, Swim Officials

 

 

How Do I Sign-up for Meet Jobs?

Your family will receive an email when Job Sign-up opens for each meet, typically 4-5 days prior to the meet.  Login to Team Unify, select the meet and the Job Sign-up for that meet.

 

How Do I Make Sure My Hours Are Recorded?

- Check in with Head Timer for each meet session at your assigned time

- Hours worked during a meet will be recorded with 72 hours after the last day of the meet.  

 

How Do I Know How Many Hours I’ve Earned

- You are responsible for checking Team Unify 2 weeks after working a meet to confirm hours

- After 2 weeks, you may not receive credit for hours worked

- Check your volunteer hour balance by logging on to Team Unify  

-from the left navigation bar select My Account => My Invoice/Payment  

-at the top, select Service Hours tab.  It shows your hours worked and required hours.  Please note: the number listed under "Yearly Obligation" is actually your obligation for the current period.  The VH obligation and hours worked is reset each period.

 

 

Complete Guide to BAC Volunteer Hours

 

(1) How many hours is my family required to work?

Each BAC family has a volunteer hour (VH) requirement.  The practice group of your eldest swimmer determines your family VH requirement.  VHs are set for 4 periods each year. Hours do not roll-over to the next VH period.  The VHs for the 2019-20 year are shown below.  Note: Team Unify identifies the hours for each current period as “yearly obligation.”  Hours are reset at the end of each period to reflect the current period.

2019-20 Season

Practice Group

Period #1

9/14-2/14

Period #2

2/15-3/22

Period #3

3/23-6/30

Period #4

7/1-7/31

Junior 1 &2/ Seniors

35

18

10

15

Flex/Blues

15

11

18

8

Snappers

15

9

17

6

Streaks

15

6

11

3

TYM

6

3

4

2

 

How can my family earn hours?

(2) Earn hours at Meets - Each family is notified by email when Job Sign-up opens for each meet, typically 4-5 days prior to the meet.  Login to Team Unify, select the meet and then the Job Sign-up for that meet. Sign-ups for meets include non-trained, trained and certificate jobs. Families can volunteer at any meet session, not only sessions in which they have a swimmer.  

 

  (A) What kind of jobs are available?

  (1) Untrained jobs:  Admissions, Runners, Timers, BAC TV announcer, BAC videographer, Hospitality volunteer, Safety Marshalls

  (2) Trained jobs:  Meet Manager, Head Timer, Hospitality Lead, Computers, Omega Operator

  (3) Certificate trained jobs:  Lead Safety Marshall, Administrative Official, Swim Officials

 

(3) Can I earn hours other than at meets?  

Families also earn hours outside of meets.  Depending on the job, the number of hours vary based on the position.  Current families may elect to continue in their non-meet jobs for the coming season.  Open positions will be posted on Team Unify as positions become available. Below is a list of the non-meet Volunteer Teams and jobs:

- Fundraising Team, Fundraising Recorder

- Finance Team, Assistant Treasurer, Meet Billing

- Communications Team, Splash Flash, Sunshine Rep.,Tryout Coordinators

- Travel Meet Coordinator for Buffalo Meet and Wahoo Weekend

- Team Reps

- Grocery Card Sales, Picnic Volunteer, Nametags/Mailboxes/Record Boards

- Computer Team Lead

- Meet Director

- Awards Ribbon Coordinator

- Volunteer Hours Team

- Blue Streak Aquatic Board Member

 

(4) Who can work and earn VH?

Multiple people can sign-up for a meet, including, parents, siblings, grandparents, other family members and friends.  Kids needing to satisfy volunteer hours can get credit. Volunteers must be at least 13. As per the Agreement in returning athlete registration/new athlete registration, families are responsible for ensuring that adults 18 & over who will be volunteering on their behalf have read and agree to the Safe Sport/USA Swimming Minor Athlete Abuse Prevention Policy. To review, visit Parent Info>Policies>MAAPP.

 

(5) How to make sure your VH hours are recorded for meets worked?

Each meet has a Head Timer who is responsible for signing in volunteers.  You must check-in with the Head Timer at your assigned check-in time to have your VH hours recorded.  If you work back to back sessions, you are responsible for checking in again. Hours worked during a meet will be recorded with 72 hours after the last day of the meet.  

 

(6) How do I know if I’ve worked enough hours during the period?

Each family is responsible for checking Team Unify no later than 2 weeks after working a meet to confirm that their hours have been recorded for that meet.  After those 2 weeks, you may not receive credit for hours worked. Periodically check your volunteer hour balance. To do this, log on and from the left navigation bar select My Account => My Invoice/Payment.  At the top, select Service Hours tab. It shows your hours worked and required hours. Please note: the number listed under "Yearly Obligation" is actually your obligation for the current period. The VH obligation and hours worked is reset each period.  

 

(7) What happens if I sign-up to work at a meet and don’t show up?

If you sign-up for a job and the meet sign-up form has closed, YOU are responsible to work that job OR find a replacement.  If you do not show up and do not provide a replacement, your next bill will be levied a fine of $100.  If a true emergency arises, contact the administrator listed on the Job Sign-up page for that meet as soon as possible.

 

(8) What happens if I don’t work enough hours each period?

At the end of each period, if you have not satisfied your VH requirement, you will be billed $35 for every volunteer hour or portion thereof not worked.  NEW FOR 2019-2020: For every 5 hours worked in excess of a period’s requirement, a $10 credit will be made to the family’s fundraising obligation. This credit will appear on the final fundraising statement at the end of the season.

 

(9) Junior 1 & 2 and Senior Families Trained Job Requirement

Junior 1 & 2 and Senior families are asked to commit to at least one Trained Volunteer Team to fulfill the majority of hours.  It is highly recommended for all families but families may opt to work in untrained positions to fulfill hours until ready to commit to a Trained Volunteer Team.  During registration when asked to "Select Group" please choose your preferred job from the pull down menu. If you have two parents each with a trained job and would like to split hours, select one trained job during registration and email the second trained job to BSAcommunications@berkeleyaquaticclub.com.

Having designated trained positions ensure that our meets run smoothly. Families who need flexibility with hours in a certain volunteer period due to extenuating circumstances (e.g. extended travel or opt not to swim Period 4) may be able to make arrangements ONLY if they are committed to a Trained Volunteer Team and work out a plan in advance with their designated team leader.

 

(10) What happens to our Volunteer Hours if our child joins the team mid-season?  

If your swimmer joins the team mid-season, your volunteer requirement is prorated for the period in which you join.  Your requirement for all subsequent periods will be as indicated in the chart above for your child's training group.

 

 

(11) What happens to our Volunteer Hours if our child changes practice groups mid-season?  

If your child is promoted to a higher level group, you will be responsible for any increases in volunteer hours, prorated for the period in which the change is made. If your child moves to a group with a lesser requirement, you are still responsible for the higher requirement. For example, if your swimmer is on the Junior team and decides to move to Flex in March, you are still responsible for the Junior fees, volunteer hours and fundraising for the entire year.

 

(12) What happens to our Volunteer Hours if our child leaves the team mid-season?

If your child leaves the club, you remain responsible for earning all volunteer hours of the original group, whether by working the hours or paying the $35/un-worked hour fee.  If you plan to work to fulfill your volunteer hours obligation, you will need to work out a signed “volunteer hours earning plan” with Jack Flood at jack@berkeleyaquaticclub.com.

 

(13) Unique Circumstances

If you have extenuating or truly unique circumstances, please give us notice as soon as possible and we can work with you to find ways to fulfill your requirements.  Please do not wait until the end of the period. All such circumstances should be addressed to Jack Flood at jack@berkeleyaquaticclub.com.

 

Untrained Meet Jobs

Admissions – Responsible for greeting and answering questions for both swimmers and guests, collecting admission fees and reconciling fees with the Meet Manager.

Runner - Works closely with the computer team, administrative officials and timers to collect times at meets as needed for reconciliation. Runners post results/information for public viewing.

Timers – Responsible for the accurate capture of times for all competing swimmers using a stopwatch, a button or by manually recording times. Must be responsive to runners verifying times. Accuracy is critical. Put in/take out Omega equipment as needed.

BAC TV Announcer Volunteer needed to work with the BAC TV team to announce athlete and event information along with the taping of events during BAC Meets.

BAC Videographer - Volunteer(s) needed to work with BAC TV team in the operation of video camera for the recording of individual heats during swim meets.

Hospitality Volunteer – Hospitality Volunteers are responsible for the oversight of refreshments provided during the Meet for all Coaches, Officials and Multi-Session Volunteers. Volunteers also deliver water to all volunteers and coaches on deck during each session.

Safety Marshall - Safety Marshalls are responsible for the continuous monitoring of the facility, swimmers and all others in attendance at the meet to ensure everyone's overall safety. Appropriate corrective action may be required when situations may pose a safety risk.

 

Trained Meet Jobs

Meet Managers - Oversee hosted meets to ensure they are running smoothly at all times. Responsible for managing volunteers and working with Meet Referee, Officials, Computer Operators to ensure all meet operations are in keeping with NJ Swimming guidelines. Contact for information and/or training  meet_managers@berkeleyaquaticclub.com

Head Timer - Creates lane timing assignments, checks in volunteers, oversees/assists timers during meets and coordinates with the control room. Contact  timers@berkeleyaquaticclub.com

Hospitality Lead - Responsible for managing hospitality volunteers and overseeing operations of hospitality room for coaches and officials at hosted meets. Includes set up and break down of hospitality tables, keeping running inventory of hospitality supplies, placing food orders, clean up. Contact:  hospitality@berkeleyaquaticclub.com Computers Contact computer_team@berkeleyaquaticclub.com

Entry Coordinator – Collects meet entries from BAC and visiting teams prior to meets.   

Omega/Hy-Tek Operator – Learns how to set up and run Omega Timing System and has knowledge of Hy-Tek software. Attends meets to ensure system is operating properly. Responsible for setting up system prior to meets and cleaning up upon completion of meet.   

HyTek Operator - Manages the HY-Tek meet management software at meets.   

Computer Hardware Coordinator – Responsible for the up keep of the computer equipment for the club as well as the setup and dismantling for our major meets at Rutgers. Requires some advance experience in computer hardware and networking.

Awards Lead - Manages volunteers at awards table. Responsible for managing awards inventory, placing orders when necessary, printing labels, etc. Additional team members may be needed to assist with coordinating and ordering of awards as well as organizing and distributing awards for both BAC and visiting teams at the conclusion of meets. Contact: awards@berkeleyaquaticclub.com

 

Certified Trained Meet Jobs

Lead Safety Marshall - Responsible for managing Safety Marshall volunteers and working with Meet Referee to ensure safety on deck at all times. Must pass online certification course through USA Swimming. Contact safety_marshall@berkeleyaquaticclub.com

Officials Contact officials@berkeleyaquaticclub.com   

Administrative Official – This is an USA Swimming certified position and requires training and certification. The “Administrative Official” (AO) 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, Clerk of Course, Timing System Operator, Scoring Personnel, Timing Judge, Meet Management Software (Hy-tek, Omega, etc.) Operator.   

Stroke and Turn – Observe that swimmers competing at meets comply with technical rules of swimming on stroke, kicks, turns and finishes. Indirectly interfaces with swimmers and coaches. Must complete USA Swimming training/certification program.   

Starter - Starter ensures a fair start for all swimmers. Must complete USA Swimming training/certification program. Only open to current Stroke and Turn Officials.   

Deck Referee – Oversees the “wet” side of meet working with the Meet Referee. Handles all aspects and has full authority over all officials and shall assign and instruct them, shall enforce all applicable rules and shall decide all questions related to the actual conduct of the meet, the final settlement of which is not otherwise assigned by said rules. Only open to current Starters.   

Meet Referee – Oversees the entire meet (both “dry” and “wet” side), works with meet director; obtains a list of meet officials; inspect the facilities, with specific attention to any safety issues in the meet venue; review seeding and administrative procedures; conduct a coaches' briefing (if needed), and assign and instruct all the other officials. Only open to current Deck Referees.

 

Trained Jobs Non-Meet Jobs

(Hours will be credited at the end of each period based on an estimate of time required to fulfill duties.)

 

Finance Team - Contact:  Paula Rush

 

Billing/fee Hour Recorder - Oversee monthly billing of BAC families. Ensures that volunteer and fundraising hours are accurately posted to accounts on a monthly basis, and deficits are billed periodically as per volunteer schedule.  Contact: BSAbilling@berkeleyaquaticclub.com

Billing Support – Provide assistance to treasurer and billing/fee hour recorder

 

Volunteer Hours Recorder – Oversee the recording of volunteer hours, posting volunteer obligations to member accounts and crediting hours worked.  Contact: BSAVolunteerhours@berkeleyaquaticclub.com

 

Fundraising Team - Being a member of the fundraising committee to plan and implement various fundraising events/activities throughout the year (Annual Picnic, Parent Party, Swim-A-Thon, Dine In Events, Raffles/Auctions, etc.) Contact:  Jennifer@berkeleyaquaticclub.com

Grocery Card Sales – Work with Fundraising Team to sell grocery cards.
 

Communications Team

Splash Flash - Work with team to produce 6 issues of Splash Flash BAC Newsletter per year. Reporters will write 1-2 feature articles per issue, help with production and distribution as needed. Editor(s) will compile articles, oversee layout/design, manage production and distribution.   Contact: splashflash@berkeleyaquaticclub.com.

External publicity – BSACommunications@berkeleyaquaticclub.com Create news releases on major meets and team events for distribution to local print and online media on a regular basis.  Contact: BSACommunications@berkeleyaquaticclub.com

Records recorder – Work with coaches and BSA Communications to keep track of BAC team records and “Top 10” list and update Records section of team website. Work with External Publicity team to announce news as needed.   Contact: BSACommunications@berkeleyaquaticclub.com

Winter Invite Internship coordinator – Work with Swimming World Magazine to organize and recruit local students for journalism internships during Winter Invite meet in January. Create flyer and send to local high schools, review entries and communicate information to interns. Contact:  BSACommunications@berkeleyaquaticclub.com

Tryout Coordinator - Work with coaches and BSA to plan and manage new athlete tryouts. Approximately 8-10 tryout dates per year (early Spring, and Summer). Once coaches set tryout dates, set up and monitor online registration, field questions from parents/athletes, attend tryouts to staff check-in table and register accepted swimmers. Also work with coaches to register athletes who are interested in midseason one-on-one tryouts. Contact:  BSACommunications@berkeleyaquaticclub.com

Sunshine Rep - Responsible for the positive communications of the activities from members of our club, coaches, and other associates with the club as well as communication and coordination of new births, funerals, and the coaches’ gifts. Contact:  BSACommunications@berkeleyaquaticclub.com

 

Travel Meet Coordinators - Work with coaches and BSA Board to coordinate transportation, accommodations and meals for travel meets (e.g. Wahoo Weekend, STAR Invite Buffalo.)

 

Team Rep - Lead Responsible for overseeing team reps/social coordinators, posting Team Unify sign ups for team parties and other events, manages billing/reimbursement for special events. Contact:  bsaactivities@gmail.com

Team Rep/Social Coordinator - Work with relevant age group coach(es) to schedule social events for your swimmer’s age group teammates. Includes coordinating holiday and end of season party. Will also help BAC/BSA in welcoming new families and serve as a resource to answer any “dry side” questions. Contact:  bsaactivities@gmail.com

Special Events – There may be opportunities throughout the year for families to volunteer at special events (e.g., Annual Family Picnic). Volunteer jobs for these events will be posted after events are announced.

 

Board position - Sits on the board for Blue Streak Aquatic, the non-profit parent organization of BAC. Attends monthly board meetings. Responsible for creating and implementing policies that support the mission of BAC (position organization for growth, engage and energize membership and demonstrate operational excellence.)  Contact: jack@berkeleyaquaticclub.com

 

If, after reviewing this page, you have questions regarding your Volunteer Hours requirements, please contact the Volunteer Hours Recorder  BSAVolunteerHours@berkeleyaquaticclub.com.