VOLUNTEER POLICY FOR DOLPHIN FAMILIES

Volunteer Requirement:

The following volunteer policy applies to the account holders of all Arkansas Dolphins swimmers who compete in USA-sanctioned, team-hosted swim meets.

If your child (or children) participates in a swim meet hosted by the Arkansas Dolphins Swim Team, you are required to volunteer a minimum of:

 

  • 1 Full Session if your athlete(s) competes in 1-2 sessions at that meet
  • or 2 Full Sessions if your athlete(s) competes in 3 or more sessions at that meet

 

The fine for not volunteering is $100 per required session and will be charged to your Team Unify account on the billing cycle immediately following the meet. ALL swimmers participating in the meet, regardless of age, level of participation or number of years with the team, are included in this policy. Hours worked in excess of the requirement at one meet will not carry over toward credit at another meet.

If an athlete on your account deck enters into a home meet, you are responsible for completing the volunteer requirements as listed in the volunteer policy. Please sign up for jobs as described in the policy or contact the Meet Director on deck to find jobs for your account to complete for each meet. If an athlete on your account deck enters events that increases your required number of volunteer sessions, you are required to work that additional required session. Please see the meet director if you have questions.

If the athletes on your account scratch all events for the swim meet, you are requested to contact the meet director listed on the sanction via e-mail at your earliest convenience, but at the latest by 12 noon the day after the final day of the meet in order to be excused from your volunteer requirement. If an athlete on your account scratches events that reduces your required number of volunteer sessions but the athlete(s) still swim(s) in the meet in other events, you are required to work the original number of volunteer sessions based on the original entries.

If you are unable to volunteer, you must coordinate another way to fulfill your commitment prior to the meet via written communication to the Meet Director listed on the meet sanction for that meet. The sanction is available on the meet sign up page for each meet. Failure to communicate with the meet directors and/or fulfill the required commitment will result in your account being fined. WE NEED YOUR HELP- not your money! All accounts must complete their volunteer commitment in order for the meets to successfully run. 

 

To Register for your commitment:

STEP 1: Prior to the Meet: Volunteers must sign up online prior to the event! Team Unify has a system for keeping up with your volunteer hours. You must sign up for your volunteer position under “job sign up” by the deadline listed for the meet. Meet jobs are different each meet, but all are needed for the sessions to properly function. 

STEP 2: At the Event:  Volunteers must also sign the volunteer check-in sheet located at the heat sheet sales table/timers table in order to receive credit for their participation. It is the volunteer’s responsibility to sign in. Unless excused by the meet director, the volunteer must remain during the entire length of the session he is working, regardless of when his swimmers’ races are completed.                                                                                  

Payment in lieu of volunteer hours

At the start of each season , you may elect to opt-out of volunteer hours and make a payment to the Dolphin Booster Association. Though we would much prefer you to volunteer your time, this fee will allow us to hire the necessary people we need to provide the best competitive opportunities for the athletes. The opt out fee of $600 for the Short Course Season is due by October 1st, and the opt out fee of $400 for the Long Course Season  is due by April 1st. Please contact Kelly Roberts in the swim office at kellyroberts@lrrcfc.com prior to the deadline to chose this option. 

 

Additional Volunteer Service Commitment

 

In addition to regular season Dolphin hosted swim meets, the ASI Championship Meets (in Short Course, regional and state meets, and Long Course state meet) have required service hour commitments for Dolphin account holders with athletes entered in the meet. The required service hours will be determined based on the number of athletes competing in the meet and the requirements of the host teams. These requirements will be sent via team unify e-mail at least 72 hours prior to the meet. 

 

Exemptions

 

USA Registered Officials who have met the required hours necessary to maintain their certification are exempt from this policy. Officials are not paid and typically volunteer not just at Dolphins swim meets but at meets around the state so our swimmers have the opportunity to compete. If you are interested in becoming an Official, please reach out to your athlete's site coach or a meet director. 

 

Master Swimmers (with no USA Swimming athletes on their account swimming that meet) and Arkansas Dolphins Coaches are exempt from the Arkansas Dolphins Volunteer Policy, but are encouraged to volunteer at meets as able to help provide a fully staffed meet.

 

Why is this needed?

As many of you know volunteerism is crucial in keeping any athletic organization running smoothly. We are so appreciative of the time parents volunteer and recognize their valuable time contributions as the heart behind the Dolphin Booster Association.  

The Dolphin Booster Association is a non-profit organization run by a board of parent volunteers, but composed of all families on the team.  The association has been created to supplement the needs of the Arkansas Dolphins Swim Team.

Volunteers run swim meets - no one gets paid - we all pitch in to make a great experience for our swimmers and swimmers from around the region. In 2018-2019, the team plans to host 4 meets during the short course season and 2 long course meets in the summer.  It can take from 60 parent volunteer positions for a one-day meet and up to 175 volunteer positions for a three-day meet. 

Organizing enough volunteers for the meet can be demanding and is crucial to the success of the meet. The Booster Association has researched the volunteer requirements of other swim teams as well as of other children’s sports volunteer requirements.  Through this research we have put in place the following volunteer requirement policy. We feel, in comparison, this is a very friendly requirement, but one needed in order to fill the needs of volunteers necessary to run the meets.  Volunteer positions require very little training and if a volunteer is unsure about a position please contact the meet director for any questions.