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Volunteering Requirements

VOLUNTEERING REQUIREMENTS 

Families that do not meet their volunteering requirements will be subject to a $150 fee at the end of the season!

All money collected will be used toward the swim team banquet and toward the purchase of new swim team items.

Every family is required to volunteer at time trials as well as six-seven swim meets, which does not include Divisional and All-Star Meets. Swim meets cannot happen without many volunteers. Getting involved at the meets not only makes parents feel more a part of the team, but it also helps pass the time.

Families will need to meet the minimum requirement for the season.  Hours are TBD at this point as it's based on the number of registered swimmers.  Hours must be spread throughout the season and the main objective is to not subject a family to the $150 fee at the end of the season. Hours will be tracked by our Volunteer Coordinator. 

SEASON POSITIONS

Head Official or Referee: This is a full season position 

This is the senior official responsible for the overall conduct of the meet and for all other officials at the meet. The referee, a position primarily provided by the hosting team, is required to be at the meet at least 30 minutes prior to the start and remain until the end of the meet.  Makes sure all official slots are covered in each meet. (This person must be a certified Stroke & Turn Judge and qualify to serve as a Referee in the summer season by Old Dominion Swim League or PVS.) This person represents the meet not the team.

 

Starter:  This is a full season position 

The position provided by the away team.  This person is the next most senior official, responsible for starting each race.  The starter is required to report to the Referee upon arrival and be at the meet at least 30 minutes prior to the start and remain until the end of the meet. (This person must be a certified Stroke & Turn Judge and served as an S&T Judge in a full summer season by Old Dominion Swim League or PVS. Good position for someone knowledgeable about swimming and how meets are run.  This person needs to be focused on the meet.)  Prefer if the person is a certified Referee.

 

Stroke & Turn Judges: 

Two people from each team are present at each meet.  These people ensure that the swimmers use the proper stroke technique and that all turns and finishes are legal.  The judges are required to report to the Referee upon arrival and to be at the meet at least 15 minutes prior to the start and remain until the end of the meet.  Everyone will be Disqualified if they swim the stroke incorrectly, even the younger swimmers. (This person must be a certified Stroke & Turn Judge by Old Dominion Swim League or PVS. This person needs to be totally focused on each event.) The benefit of the doubt goes to the swimmer. 

 

Team Representative: 

This position involves knowing the ODSL rules and working directly with the Head Coach during the meet or before a meet to figure out any issues that may arise. Works with other team representatives to resolve issues before, during, and after meets. Communication is a major factor in this position. Additionally, they will be acting as a liaison between swim team families and swim coaches, fielding questions during practices and meets for the coaches.

 

Volunteer Coordinator: This is a full season position 

This person is responsible for tracking all volunteering, emailing families about volunteering, checking that all volunteer positions are filled for the meet three days before, and addressing any volunteer issues that may arise during the meet including finding additional volunteers or changing people within volunteer positions. 

 

Concessions Coordinator: This is a full season position 

Lead person organizes and prepare food items to be sold at home meet, includes purchasing supplies and arrange for a cash box with adequate change. Selling concessions at our home swim meets is not only essentials to ensure that swimmers and their families have access to food and drink, but it is also a great way for the team to earn money.  100% of the proceeds from the selling of the concessions goes to support Viperfish.  A minimum of 2 persons are needed to run concessions at our home meet.  It largely depends on the total expected swimmers and their families attending the meet.

 

Computer Operator:  This is a full season position 

This person will merge and seed the meet.  Create the Meet Program and post to the website.  Print out the heat sheets and meet programs for meet officials. Training is required for this position.

 

Ribbon Coordinator: This is a full season position

This person puts labels on ribbons and distributes them to the away team if we are home or collects them from the home team if we are away.  They are also responsible for placing the home ribbons in the appropriate family folders the day after the meet (this includes transporting the ribbons from away meets).  This person’s job will be completed by Monday and Thursday morning practices after meets. For away meet, this person needs to stay at the end of the meet until the ribbons are available to be collected.

 

Spirit Coordinator: This is a full season position 

Coordinate pep rallies and work with coaches to generate more team spirit. This position requires arriving at 6:45a for Saturday meets and 5:10p for Wednesday meets.  This position is great for someone who wants to take initiative in leading the pep rallies and coming up with ideas. Additionally, this position requires getting other parents involved.

 

Banquet Coordinator:  

This position is for someone who wants to plan and execute the swim team banquet, working alongside the Head Coach. This includes the coordination of food, events, decorations, and volunteers. Also works with the meet photographers to gather all swim team videos and photographs.

 

MEET POSITIONS

Set-up: This is a per meet position 

Set up home meets.  This includes setting up team areas and the observation area.  These people will need to arrive around 6:30a at the start of the meet for Saturday meets to set up.  (Good position for someone who would like to sit back and enjoy the meet while it is in progress and would not have a problem getting to the meet early.)  Prerequisites:  Meet with Meet Manager to understand the pool layout requirements of the meet, to ensure meet is successful and compliance is adhered to.

Wednesday Evening or Saturday Morning:

  • Move chairs
  • Set up tables (Computer Operator, Scorekeeper, Ribbons, Concessions, Starter/Referee)
  • Set up electrical cord for score table
  • Place lane markers
  • Marked trash cans upside down at the opposite end of the pool
  • Lane Marker signs on chairs at start end of the pool
  • Set up Team Area
  • Help carry in equipment for the computer operator and ribbon writer tables 

 

Data Entry: This is a per meet position 

This person will sit at the computer during the meets.  This person inputs event results and DQ information for all swimmers into the computer at the meet.  The 1st – 6th place times for each event are calculated by the computer.  The cards are then divided by team and given to each team.  They also print the score, meet results and ribbon labels for all the ribbons.  (This position requires a minimum amount of training.)

 

Runners: This is a per meet position 

These positions are provided by the hosting team.  They collect the cards from the younger swimmer that only swim 25 meters and deliver them to the Head Lane Timers on the other side of the pool.  They also collect cards from the Head Lane Timers and DQ (Disqualification) cards from Stroke and Turn Judges and deliver them to the Referee table.  When the Referee have signed the DQ slips, this person takes the signed slips and deliver them to the Scorekeeper table. These people must be at the meet at least 15 minutes prior to the beginning of the meet and remain until the meet is completed.  (This is a good position for someone who wants to get some exercise at the meets and is a fast walker.  There is little preparation required, but it will keep you busy.)

 

Clerks of Course:  This is a per meet position 

These people will check in swimmers upon arrival at the meets.  They will also place swimmers in their proper event, heat and lane assignments prior to swimming their event.  There will be a Head Clerk of Course and three additional clerks.  Clerk of Course will have split shifts.  Those volunteering for this position must arrive at the meet at least 30 minutes prior to the start of the meet. (This is a good position for someone who is good with names and faces or who knows or wants to get to know a lot of the swimmers.)

 

Head Timer: This is a per meet position 

This position is provided by the hosting team. This person is responsible for the distribution and collection of stopwatches at each meet.  Will review the responsibilities with the Timers and assign Timers to each lane at all Home Meets.  Keeps back-up times in case one of the Timers has a problem with their stopwatch.  During away meets, this person is responsible for the Viperfish stopwatches and will distribute and collect the Viperfish stopwatches during the away meet. During home meets, this person is responsible for the Viperfish stopwatches until they can be returned to the Scorekeeper table. The Head Timer is required to be at the meet at least 30 minutes prior to the start and remain until all stopwatches have been collected.  (This is a good position for someone who is organized and can be at the meets early and stay a little late)

 

Timers:  This is a per meet position 

There are three timers required per lane.  One of the timers assigned to each lane will be the Lead Timer and will verify the name of the swimmer and record the three times on the swimmer’s time card.  The other two timers are responsible for timing each swimmer assigned to their lane.  Timers will start their watches when sighting the flash of the strobe used for starting the race.  If there is no visible flash, then timers will start on the sound of the starting device.  If the watch malfunctions, the timer will raise their hand and the Head Timer will switch watches with that person.  The watches are stopped when the swimmer has touched the wall of the pool.

  • Home Meet Timer Assignments
    • 1 timer for Lanes 1, 3 & 5
    • 2 timers for Lanes 2, 4 & 6
  • Away Meet Timer Assignments
    • 2 timers for Lanes 1, 3 & 5
    • 1 timer for Lanes 2, 4 & 6

Timers are required to be at the meet at least 15-30 minutes prior to the start and remain until the end of the meet and their stopwatch has been turned in to the Head Timer.  Before each Meet, all timers are required to participate in a group meeting for instructions of ‘how to time during a meet.  The instructional meeting is usually conducted by the Starter.  (This is a good position for someone who is new to swimming.  It allows the person to watch the swimming events without having to judge them.  It also requires no preparation.)

Additionally, one Timer from each lane will be given Heat Winner Ribbons to distribute.  This person is responsible for determining who won the heat and distributing the heat winner ribbon if that winner happens to be in your lane.  This position is not concerned with DQs of swimmers. 

 

Concession Sales: This is a per meet position

Selling concessions at our home swim meets is not only essentials to ensure that swimmers and their families have access to food and drink, but it is also a great way for the team to earn money.  100% of the proceeds from the selling of the concessions goes to support Viperfish.  A minimum of 2 persons are needed to run concessions at our home meet.  It largely depends on the total expected swimmers and their families attending the meet.

 

Photography: This is a per meet position 

Will be present during meets to take pictures for the team. Send in photographs and videos to the Banquet Coordinator or Video Editor. It is important this person does not use the photographs for any distribution, unless otherwise permitted by the Board of Directors, for the safety and protection of all swimmers.

 

Breakdown:  This is a per meet position

These people will need to replace diving blocks; return all chairs, tables and lounges to their daytime positions and clean up any remaining litter in the pool area. Assist with breaking down tents and tables. These people need to be at the meet when it is over and remain until the pool area appears as it did prior to the meet.  Connect with the Meet Manager to understand the schematic of the pool, if needed, and after breakdown to ensure the work is completed.  (Good position for someone with small kids who would not be able to watch them during the meet or for a person who might have a problem getting out of work on time.)

 

BANQUET POSITIONS

Setup: This is one of many tasks completed by the Board of Directors.

 

Awards Pick Up: This is one of many tasks completed by the Board of Directors.

 

Awards Announcer:  This is a per event position 

Partner with the Head Coach and announce the names of the swimmers who are receiving the award(s).  (Good position for someone who are very familiar with the kids, particularly the small kids.)

 

Video Setup: This is a per event position

Provide a projector and playing device to use to watch the end of the season video. Setup the video screening items prior to the banquet. Also, in charge of the breakdown of the video supplies.

 

Video Editor: This is a per event position 

Collect all video and pictures needed for the swim team video and create the video. Additionally, setting up an email address for the team. This will be the email we will use for the team year after year. This will also link up to a Flickr or Shutterfly account that will also be set of the team. It is important this person does not use the photographs for any distribution, unless otherwise permitted by the Board of Directors, for the safety and protection of the all swimmers.

 

Breakdown: This is a per event position 

These people will need to return all chairs, tables and lounges to their original room positions and clean up any remaining litter in the room area. Assist with vacuuming the area. These people need to be at the event when it is over and remain until the area appears as it did prior to the event.

 

ADDITIONAL VOLUNTEERING

Tie Dye: This is an event position 

Assist swimmers with wrapping shirts with rubber bands, soaking, and dying shirts. Be prepared to leave tie dyed yourself. Great way to get to know swimmers on the team.

 

Pictures: This is an event position 

Help coaches get swimmers lined up for the team photography taken. If you are an avid photographer, this is a good opportunity for you, as you may be in place of a professional photographer.

 

Welcome Party: This is an event position 

Help with setup and break down of light refreshments. Assist coaches with ice breaker games.

 

Ribbon Writer: This is per meet positions 

Help the ribbon coordinator label and file ribbons during morning practice.

 

Tent Taxi: This is a per meet position 

Pick up and return the swim team tents for our away meets. Tents should be picked up between 3:30 and 4:30p and can be returned the following day. Needs a car that can hold 3-4 larger tents.

 

Pep Rally: This is a per pep rally position 

Work with the spirit coordinator to get our team spirit screaming from our parking lot pep rallies. Help with setup and break down and getting our team in the swim meet spirit.

 

Stop Watch Tech: This is a season position 

Take all watches and assess any issues by May 12th. Replace batteries. Fix any issues during the season.

 

 

 

 

 

 
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