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CSC Member Packet

 
Cavalier Swim Club

Informational packet SC 2018-19


Dear Parents,

 

            Welcome to Cavalier Swim Club!  We hope you and your swimmer enjoy the many benefits of swimming and the companionship of belonging to a swim club.  Our swim club is affiliated with USA Swimming, the National Governing Body for the sport of swimming.  Our local swim committee is known as Allegheny Mountain Swimming, and together with local swim committees across the country, we are part of America's Swim Team!

 

            This manual outlines the roles and responsibilities for both parents and swimmers.  The success of our organization is dependent on the contribution of the time, effort, and financial support of our families.  Please take the time to read our information packet and feel free to contact any board member with questions, comments or recommendations. 

 

Sincerely,

 

Cavalier Swim Club

Board of Directors


 

COMMUNICATION PROCEDURES

 

General Communications

            Monthly schedules, listing of swim meets and other pertinent information is available on our web site – www.cavalierswim.com.  Please visit it regularly for updates.  Important information can be found on the various tabs on our home page. Please check it on a regular basis. The majority of communications are disseminated by email.  If you are not receiving emails please contact a board member as soon as possible. Please be advised we will be doing a lot of updating and adding to our website this season and you will be receiving a lot of emails when things are changed or added.

 

Meetings

Throughout the year the Board of Directors and Coaches will hold meetings designed to communicate with parents:

New/ Returning Parent Meeting

This meeting is typically held at the beginning of the season.  Attendance is highly encouraged.  The topics covered at this meeting in the past include:

  • Introduction of the coaching staff and the Board of Directors and the roles and responsibilities of each
  • Break down of the different swim groups and the practice and meet expectations for each.
  • Practice information by group – what to bring, what to wear, dry land requirements, etc.
  • What to expect at a swim meet – what to bring, what to wear, how to sign up
  • Instructions on how to use the website

Semi Annual Club/Parent Meetings

All parents are welcome.  These meetings are typically held in March/April and/or in October/November.  The topics covered are generally:

  • Financial results and budgets
  • Vacant Board member Elections
  • Other club-wide business. 

 

Board Communication

            At the top of the CSC website there is a button called “Coaches” where you can send an email to any and all board members.  In addition, parents can address the board at the beginning of any scheduled board meeting or at one of the club wide parent meetings described above. 

Coach Communication

            At the top of the CSC website, there is a button called “Coaches” where you can send an email to any and all coaches.  In addition, each coach is accessible to parents to talk in person.  Please do not take up practice time for lengthy conferences with coaches.   Unless invited by a coach, parents are not permitted on the pool deck during practice or when a meet is in progress.  Practice time is designated for coaches to invest their time, expertise and attention to the swimmers.  Parents are strongly encouraged to speak with coaches at times other than practice times.  To arrange a time to have a conference with a coach, please contact them by phone, email or via the “Coaches” tab on the website.

 

Grievance Procedures

Occasionally an issue arises relating to team administration or an individual swimmer, coach, board member, or parent that is not easily resolved through usual communication procedures as previously outlined in above sections.  In these unusual circumstances, two board members and a coaching representative will meet with the individual presenting the unresolved issue/grievance in an effort to provide resolution.  It is fully expected that with cooperation, good communication, and a spirit of fairness that all grievances/issues can be effectively resolved within the structure of Cavalier Swim Club.

 

 

ORGANIZATIONAL RESPONSIBILITIES

 

Volunteer Opportunities

Volunteering to assist with other team functions/roles is vital to the team’s success.  Opportunities for board positions and various committees will arise throughout the year.  Also, as a member of AMS we are required to have so many registered swimming officials with our club or we will receive a fine. If a parent is interested in volunteering, he/she should contact any board member. 

 

TEAM CODE OF CONDUCT / GUIDELINES / HELPFUL HINTS

 

Team Rules

1.Use of disrespectful comments, negative comments, or vulgar language is prohibited.

2.Communicate with the coaches and teammates with respect. 

3. The mishandling, stealing, or destruction of another person’s property will not be tolerated. 

4. Vandalism or destruction to any CSC or KASD property or to the KAHS building will not be tolerated. 

5. Bullying is prohibited. For these purposes, the term “bullying” shall mean, regardless of when or where it may occur, the severe or repeated use by one or more athletes 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 athlete that has the effect of: (i) causing physical or emotional harm to the other athlete or damage to the other athlete’s property; (ii) placing the other athlete in reasonable fear of harm to himself/herself or of damage to his/her property; (iii) creating a hostile environment for the other athlete at any CSC Swimming activity; (iv) infringing on the rights of the other athlete at any CSC Swimming activity; or (v) materially and substantially disrupting the training process or the orderly operation of any CSC Swimming activity (which for the purposes of this section shall include, without limitation, practices, workouts and other events of CSC).

6. Please keep quiet while teammates, coaches, or speakers are talking. 

7. Stay by the pool area before, during, or after any practices and swim meets.  Wandering around the building is not allowed.

8. Skipping practice and hiding in the building will not be tolerated.

9. Skipping out of set is not acceptable during practice.  Do not stop unless the exercise is over or the coach is talking to you.

10. Exit practices through the locker rooms

11. Use of a cell phone, iPod, camera or other any other electronic device in the locker room is not permitted at any time for any reason.

12. No fighting or horse playing - keep your hands and feet to yourself.

13. Do not damage any equipment.

14.Use of illegal drugs and or alcohol is prohibited.

15. Never hold onto other swimmers while in the water.  

 

Practice Guidelines

1. Some of our groups will stretch 15 minutes before the start of each practice.  You are to be on deck and ready to participate with team stretching. Each coach will let you know the specifics for its group.

2. Late arrivals are sometimes unforeseen.  It is important that you are on deck and stretching with the team. Continuously being late is frowned upon, unless cleared by the coach.  Arriving late unsettles the flow of a practice.

3. You must provide your own suit, goggles, and towels.  One CSC cap will be given to each swimmer sometime in October. If you should want to purchase more they will be available throughout the season.  You may wear any cap you desire but it is recommended that you wear your CSC cap for meets.  Other equipment that may be used over the season includes fins, kickboards, pull buoys and paddles.  These can be purchased from local vendors or are often available at swim meets.  Speak to your age group coach for specifics on what you may need.

4. Early dismissals from practice are acceptable, but the swimmer must notify a coach at the start of practice.  Swimmers under the age of 13 must either present a signed note from their parent or have their parent talk to the coach before practice begins if they are leaving early.

5. All non swimmers are to stay off deck during a practice. Please do not interrupt a coach in the middle of practice.

6. Please do not disturb a practice session.  This includes coaching, signaling and shouting to your children from the stands.  This type of behavior distracts both the swimmers and coaches.

7. It is expected that every child be picked up within 15 minutes after the completion of practice. 

8. Parents and swimmers are urged to check the web page frequently for changes in practices, monthly calendars, and meet entry due dateswww.cavalierswim.com.  

 

 Meet Guidelines/Meet Information

1. Meet entries are due on or before the “Event Deadline” posted by CSC.    This deadline may differ from the “Meet Entry deadline” on the meet invitation to allow time for the coaches to select events and then electronically send the meet file to the host team.  You must register your swimmer by the deadline.  No late entries can be accepted. This is due to the first come first served deadlines set forth in the meet invitations by the host teams.

2. Parents can select meet events for the swimmers.  However it is with the understanding that they may or may not be honored.  Ultimately, it is the coach’s decision:  the goal is to have well rounded swimmers who are able to swim every event and stroke possible.

3. Entries will be posted on the CSC website.  It is the parent’s responsibility to check the page to make sure their swimmer is entered in the meets they selected and on the correct days.  If an error occurs (i.e.: incorrectly entered into a meet that you said you could not attend, or on the incorrect day), please notify the coach and Treasurer immediately.  There is only a very small window of opportunity to correct an error once it occurs.  Once events are finalized, CSC is charged a “splash fee” (i.e.:  $5.00 per event) for every entry whether your swimmer actually swims in the meet or not and this charge will be therefore passed on to your account. 

4. It is encouraged that parents not drop their swimmer off for a swim meet.  While parents cannot generally be on deck, often things arise that require parental input (swimming in a relay for instance or unforeseen cancellation or delay of a meet).  If a parent cannot stay, please have another team family serve as a go to for your child when this type of guidance is needed.

5. All non swimmers are to stay off the pools decks at all swim meets.  The only people covered by the USA insurance policy are the meet volunteer workers, registered officials (working that session), registered coaches, and registered swimmers.  Anyone else on deck is not covered by the USA insurance policy and jeopardizes themselves, CSC and AMS in the event of any unforeseen circumstances such as an accident.

6. Please have the swimmers arrive at the swim meets at least 15 minutes before their warm up session starts. 

7. All swimmers should always please check in with the coach before and after each race, then you can go see Mom and Dad. 

8. It is not required but recommended that you sit with the team while on the pool deck.

9. Any relays swum at meets are at the coach’s discretion and will be typically comprised of the four fastest swimmers available that day or session.  PLEASE NOTE:  If you tell the coach on deck that you can participate in a relay and then leave before the relay event, your account will be charged the entire cost of the relay.

10. All CSC team rules and USA Swimming Code of Conduct are in effect when we are at or hosting a swim meet.

11. Signing up for swim meets is accomplished by logging into your CSC account on the website, clicking on the “Events” tab, selecting a meet and then clicking on “Attend this event”.  At this point, you select “Yes – sign me up” and then select the days and sessions that your swimmer can attend and the events you would like them to swim.  At some point this season we may decide to do away with parents picking events and have the coaches do so. If this should start an email will be sent out to all advising the changes.  To avoid any confusion, it is highly encouraged that if you cannot attend a meet that you follow the above instructions but instead click on “No Thanks”.  This tells the coaches that you cannot attend and will prevent any accidental entries.  Before signing up, it is important to review the “Meet Invitation” to verify the times and days that the different age groups are swimming and also to verify meet eligibility.  Typically, a meet will have qualifying times.  These times are listed in the meet invitation. 

12. Meet fees or “splash fees” will vary based on the type of meet and events your swimmer is swimming (mini, distance, relay, etc).  Some meets will have a per swimmer fee in addition to the splash fees.  The fee information is listed in the “meet invitation” found by clicking on the name of the meet/event and then clicking on the meet invitation hyperlink under “Meet Document”. CSC will invoice your account for all meet fee charges.  If you register to attend a meet and do not show, you are still responsible for the meet fees. 

13. Most meets do have some variation of a concession stand.  It is a good idea, however, to pack your child some snacks for the meet.

 

14. Warm up times are typically emailed out to you and updated on both the CSC and AMS web site a few days before the meet.  Please arrive with your swimmer at least 15 minutes before your scheduled warm up session.  This gives your child time to get their events/ heats/ lanes and to stretch.  Your child will meet the team coach on the pool deck. 

15. Once you find out your swimmers events, heats and lanes, it is suggested that you help them write this information in a grid pattern on their hand with a “Sharpie”. This helps both the swimmers and the coaches make sure where the kids should be!

 

Code of Conduct/Disciplinary Procedures

As part of the online registration process, parents and swimmers are required to electronically sign a Code of Conduct to participate in Cavalier Swim Club.  It is to be understood that failure to abide by this code of conduct can result in disciplinary sanctions up to and including suspension from practice, meets, and/or expulsion from the team.

 

 

FINANCIAL RESPONSIBILITIES

 

Swim Team Membership Fees

The following is the current 2018-19 Short Course swim team registration fees for individual swimmers, broken down by group:

          Group                                                                                     Fee

                        BRONZE                                                                               $350
            SILVER                                                                                 $500
            GOLD                                                                                    $550
                        HIGH SCHOOL                                                                     $400

                                

The swim team membership fees for the short course season are payable in the following manner: (all registration fees must be paid in full by March 1, 2019 unless other arrangements have been made.)

  • Full payment Due upon registration
  • 2 month payment plan with $50 deposit due at registration per swimmer
  • 4 month payment plan with $50 deposit due at registration per swimmer
  • 6 month payment plan with $50 deposit due at registration per swimmer

 

Other Payments Due at Registration:

  • Non-Refundable USA Registration Fee due upon registration: $78 per swimmer. 
  • Any balances owed on your account from previous season.

 

Any withdraw of a swimmer from CSC during the season but after the two-week trial period does not relieve the family of the financial or volunteer obligations that are due.  Such withdraw shall entitle CSC to accelerate all installment payment amounts still due and to collect all such amounts immediately in one lump sum. 

If a swimmer experiences a season-ending injury or moves from the area unexpectedly causing a permanent and/or premature departure from the team, the board can be petitioned to consider offering a pro-rated credit towards the registration fees of the subsequent swim season or a partial refund.  This will be determined on a case-by-case basis.

If a swimmer is moved to a different practice group during the season, the family will be billed a revised amount and either an invoice or credit will be charged to the family account.

Please note:  CSC alumni that have gone on to college and wish to come back to CSC and practice during time off (Thanksgiving Break, Christmas Break, spring Break) should contact the CSC Treasurer to obtain a pro-rated membership fee.  All alumni must also register with USA Swimming or show proof of a USA Swimming membership. 

Except as otherwise provided herein, the early withdrawal from CSC shall not release me from my financial and other obligations under this contract for the remainder of the season enrolled.  Any early withdrawal from CSC shall entitle CSC, at its option, to accelerate all amounts due for the remaining of the season including, but not limited to, the balance due for registration, volunteer assessments and concession fees and to collect all such amounts immediately in one lump sum.

 

Fundraising

In an effort to keep registration fees as low as possible, the fundraising chair/committee will schedule various fundraisers throughout the Short Course season.  Participation in these events is not mandatory at this time but is highly encouraged.  The funds raised go to support the budget set by the Board of Directors.   

 

 

Meet Entry Fees/Meet Expenses

When a swimmer participates in a competitive swim meet there are entry fees based on the number of events in which the swimmer is competing.  These are commonly known as “splash fees” and currently cost $5.00/event and $6.00/distance event.  It is up to the parent to determine which meets their swimmer is eligible to participate in (by checking the meet invitation and/or talking to the coaches) and sign their swimmer up.  Once a swimmer has been properly signed up and entered in a meet, CSC  is charged, and therefore, the swimmers account is charged.  These amounts are non-refundable regardless of whether or not the swimmer actually swims in the meet or not – NO EXCEPTIONS.  This is regardless of the reason for the no show or scratch. 

Participation in relays also has a splash fee.  Each member of the relay will be charged 1/4th of the cost of the relay (typical relay cost is $8.00 so each swimmer will be charged $2.00).  PLEASE NOTE:  If you tell the coach on deck that you can participate in a relay and then leave before the relay event, your account will be charged the entire cost of the relay. 

Families can view their account balance at any time on the website by logging into their account, clicking on the “My Account” tab on the left hand side of the website and then clicking on “My Invoice/Payment”.  During the month, splash fees and any other charges your family incur are charged to your account. 

Fees for elite meets (such as Zones, Sectionals, Nationals, etc.) are substantially more expensive than regular meets during the season.  CSC, at its sole option and discretion, may require payment in full for these meets prior to the team check being sent.  If required, families with swimmers attending these meets will receive a special invoice which will need immediate payment.

Any disputes on account charges, balances, etc. need to be made in writing to the Treasurer within 30 days of invoicing.

A Parent contract is included with the registration documents and must be signed by all families.

 

        Suggested Do’s for Parents

  • Do volunteer for CSC.
  • Do leave the coaching to the coaches.
  • Do encourage and support your child through the ups and downs of swimming.
  • Do be patient with your swimmer’s progress.  Every swimmer progresses at a different rate and time improvements do not occur at every meet.  Your patience will have a positive influence on your swimmer.
  • Do talk to coaches and/or board members if you have a concern or question.  Get questions answered, concerns resolved, then move on.  Don’t hold grudges…it weakens the organization and the team, ultimately harming our children.
  • Do keep informed:
    • Check the CSC website often
    • Check your email often
    • Read the CSC informational packet.
    • Do enter your swimmer(s) on time for all swim meets and meet all deadlines.

 

Glossary

                      AMS (Allegheny Mountain Swimming)

AMS is one of the 59 Local Swim Committee (LSC's) comprising USA Swimming.  Geographically, it includes Western Pennsylvania and a few counties in Ohio and West Virginia.

 

USA Swimming

USA Swimming is the governing body of the sport of swimming within the United States.  USA Swimming is a National Governing Body (NGB) and one of the sports comprising the United States Aquatic Sports (USAS).

 

USAS

USAS is the organization that communicates with Federation Internationale de Natation Amateur (FINA - French for International Swimming Federation) the International Governing body for all aquatic sports.  USAS is made up of the four aquatic sports- swimming, synchronized swimming, diving and water polo.  USA Swimming is a Group A member of the United States Olympic Committee (USOC) and has voting representation in the USOC House of Delegates.

 

Long Course

A Long Course (LC) competition is held in a 50-meter pool.  The LC season is held during the summer months because most of the 50-meter pools are outdoors.

 

Short Course

A Short Course (SC) competition is held in a 25-yard pool.  Most of the SC pools in the area belong to High Schools and Colleges because they all swim SC events.  The SC season runs from September through March.  It is interesting to note that the USA is the only country in the world that swims SC competitions.  All of the other countries swim LC events.

 

JO's/Age Group Champs

These are two examples of "qualifying meets".  Swimmers must have swum qualifying times in order to be permitted to swim in qualifying meets.  The qualifying times are contained within the Meet Announcement (MA) or meet invitation.

 

Zones

USA Swimming is divided into four separate zones – central, eastern, southern and western.  We are in the Eastern Zone.  Each zone elects two representatives to the national Board of Directors.  Each Zone holds a competition commonly called "Zones" (short for "Zone Championship Age Group meet") that is used to showcase some of the best swimmers in its Zone.  There are both minimal qualifying times as well as not-faster-than times for competition at these meets.

 

Sectionals

“Sectionals” is another Zone-related meet having minimum qualifying times.  Some Zones have multiple Sectional meets during each season - SC and LC.

 

Dry Land

The term "Dry Land" refers to all activities, routines and exercises performed out of the water.  Some of these include stretching routines, running, resistance and weight training.

 

Starts and Turns

Every now and then, an entire practice session will be devoted to "starts and turns".  This means that Coaches and swimmers will be working to perfect forward and backward starts as well as all the different types of turns that a swimmer may be expected to perform during their events.

 

IM Stroke order

IM (Individual Medley) stroke order is: Butterfly, Backstroke, Breaststroke, and Freestyle. 

 

Medley Relay order

The order of strokes in a Medley Relay is: Backstroke, Breaststroke, Butterfly and Freestyle. 

 

Heat sheet vs. Psych sheet

When you attend a meet and want to follow each event, or just want to know when your swimmer(s) will be swimming, you may purchase a Heat sheet or look at the Heat sheet that is typically posted somewhere in the meet venue.  Heat sheets will contain, in order, each event and heat being swum at that session.  It also details which swimmer has been seeded into each lane.

A Psych sheet is just a listing of swimmers entered into each event sorted by their entry times- fastest being first.  A Psych sheet doesn't contain any heat-related information.  If you are familiar with seeding protocols, you may be able to extract the seeded heats from a Psych sheet, but there may be scratches that will affect the final seeding order.

 

B/BB/A/AA/AAA/AAAA times

These letters are used to describe what are officially referred to as "Motivational Times".  They refer to times in decreasing (faster) order- a "BB" time is faster than a "B" time and slower than an "A" time.  These time standards are set every four years (a quadrennial) right after an Olympic Games season has completed.  They are set by USA Swimming's Times and Recognition Committee. Their reason for existence is to provide motivation to swimmers to "get to that next level" in an achievable manner rather than focus on winning a race.  One of USA Swimming's goals is to "broaden the base" of its athletes by encouraging swimming faster each year and increasing the number of events swam.

 

LSC

Within the United States, there are fifty-nine (59) Local Swimming Committees (LSC's). Each LSC is responsible for administering USA Swimming activities in a defined geographical area and has its own set of bylaws under which it operates. A House of Delegates with representation of athletes, coaches, members of the Board of Directors and clubs is responsible for managing the business affairs of the LSC.  Our LSC is Allegheny Mountain.

 

HOD

The House of Delegates (HOD) meetings are the business operations meetings of an LSC.  Each member Club of an LSC may send a certain number of voting representatives to the meeting.

 

Circle-in

Circle-in refers to the process of a swimmer's requirement to circle-in for specified events.  The Meet invitation will define which events need circled-in.  Most distance events require that a swimmer circle-in if they wish to actually swim that event.  Events may be entered for a meet, but if any events requiring circle-in are not circled-in, then the swimmer will not be seeded for those events.  Yes, you will still be charged whether or not the swimmer swims those events.  There are penalties for circling-in for an event and then not swimming it.  Those penalties are defined in the Meet invitation.  The reason for the circle-in procedure is to eliminate empty lanes in events, possibly resulting in fewer heats and a shorter session.  By their nature, events requiring circle-in are deck-seeded.

 

Seeded meet (Deck and Pre-)

Meets can be either pre-seeded, meaning that all of the heats for the meet have been seeded- every swimmer can see in what heat and lane they will be swimming for all of their events.  Pre-seeded meets take all of the entered events and seeds the entire meet.  Most SC meets, except possibly for the distance events, are pre-seeded.  Deck-seeding is normally done for LC meets.  When a meet is advertised as deck-seeded, swimmers must circle-in for all of their events to ensure that they will be seeded into each event.  The main reason for deck-seeding is to virtually eliminate empty lanes from all heats of deck-seeded events.  You will not get a heat sheet for deck-seeded events because the events are not seeded until a few minutes prior to the event being swum.

 

Taper

A common practice technique used by Coaches whereby the training volume of a swimmer is drastically reduced 7-21 days before a targeted championship-level meet.  Tapering allows restoration of muscular power while maintaining the endurance-related metabolic benefits gained through earlier, hard practices.

 

Circle seeding

Circle Seeding is only used in the prelims of Championship meets with events which have "prelims & finals". This affects only the fastest three heats worth of swimmers- 24 in an 8-lane pool, 18 in a 6-lane pool. All other heats are seeded normally- fastest to slowest. Circle seeding goes like this: The fastest seeded swimmer will be in the last heat in lane 4. The second fastest swimmer will be in the second to last heat lane 4. The third fastest swimmer will be in the third to last heat lane 4. The fourth fastest swimmer will be in the last heat lane 5 and so on. The finals are seeded like a regular meet as are any events that are swum as timed finals such as relays, distance freestyles and other events most often held on Friday evening as a timed finals session.  The idea behind circle seeding is to seed the fastest swimmers into the middle of the pool.