WOODSTOCK DOLPHIN SWIM TEAM 

VOLUNTEER POLICY

 

Your commitment and support guarantees the smooth management and operation of the Woodstock Dolphin Swim Team.  Thank you for participating!

 

VOLUNTEER REQUIREMENTS

 

SWIM MEETS:

• WDST-Hosted Meets (Recreation/Conference): 

All families with a swimmer participating in a home meet are required to volunteer for the same number of sessions your child(ern) swims. You may volunteer to work during sessions while your child is swimming or during sessions while your child is not swimming—it is your choice. 

• WDST Non-Hosted Meets (Away Meets):

Families with a swimmer participating in an away meet (where the host team asks participating teams to provide timers) are required to be available to volunteer. This requirement will usually be as a timer.

• WDST Hosted Championship Meets (ISI): 

These meets are certified by Illinois Swimming, Inc. and honor, as well as a significant funding source for our club. All families will be required to volunteer in some capacity for these meets. 

Family with swimming attending, you must volunteer the number of sessions your child swims. Families with swimmers not attending championships will also be expected to volunteer in some capacity to ensure our club can successfully host. If you have a conflict, please work with Kayleen Ivers to identify how your family can volunteer.

 

EXEMPTIONS

• All current USA Swimming Certified Officials and Officials in Training are exempt from team volunteer requirements. Officials are not paid and volunteer their time at both home and away meets. We are in need of more parent Officials! If you are interested in becoming an Official, please contact our Meet Director at [email protected]. 

• All current WDST Board Members will be exempt from away meet obligations. If you would like to learn more about becoming a Board Member, please contact a member of the WDST Board of Directors (contact info located at the bottom of the ‘Coaches and Board Members’ page on the WDST website).

 

VOLUNTEER RESPONSIBILITIES

 

Prior to the Meet:

• Families are expected to read the weekly emails/newsletters and check the website to receive Job Signup information.

• Volunteers must sign up via the Job Signup function on the WDST website for the correct number of volunteer shifts by the sign-up deadline. You will receive an email with a link to Job Signup approximately one week prior to the meet notifying you that Job Signup is open. All families not signed up by the deadline may be assigned shifts as determined by the volunteer coordinator. Job assignments are first-come, first-served. Sign up early to get the job you prefer!

• If you cannot work the required number of shifts, need to leave a shift early, or your plans change and you are no longer available for a shift you signed up for, please find a replacement to work on your behalf. IT IS YOUR RESPONSIBILITY TO FIND A REPLACEMENT. The WDST Volunteer Coordinator is a volunteer/unpaid position and does not have the ability to arrange for a replacement for you.

At the Meet:

• When you arrive at the meet, please take your assigned volunteer badge from the table. and return it after you complete your job, in order to receive credit for your participation. If you have arranged for a replacement to work on your behalf, please ensure they understand what they are responsible for. 

• All volunteers are expected to work until the end of each session (or volunteer shift), even if your swimmer finishes before the session (or shift) is complete. Estimated end times are provided on the website / OnDeck app when you sign-up. 

 

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MEET VOLUNTEER OPPORTUNITIES

 

1. Meet Day Jobs, Pool Deck:

 

• Officials (5 pts. per session per meet): Require a training session (2-3 hours) and pass the Officials Test before serving as an official. The team will pay for the training and test fees.

• Timers (2 pts. per session per meet): (Needed at ALL meets (home and invitational). All it takes is a brief orientation on how to use the stop clocks and how to report/record the times. Must attend timers meeting prior to the start of each session.

• Head Timer (2 pts. per session per meet): Provides backup stopwatch time for all timers if needed. Must attend timers meeting prior to the start of each session. 

• Heat winner (1 pt. per session per meet): Keeps track of heat winners and makes sure they receive their prize.

• Colorado timing system operator and computer operators (3 pts. per session per meet): Enters incoming information and data into the system. Requires some training and practice.

• Announcer (3 pts. per session per meet): Calls up events and transmit official announcements during the meet.

• Awards (2 pts. per meet): Prepares and labels awards making sure all are organized for teams at the end of the meet.

• Meet Runner (1 pt. per session per meet):: Collects time sheets from timers and DQ slips from officials and delivers them to the scorers table.

• Bullpen lead (2 pts. per meet): Makes sure the bullpen area is organized and that all swimmers are ready before their event. Keeps track of the upcoming events and have swimmers ready for the swimmer’s escort.

• Bullpen checker/runner (2 pts. per meet): Assists the bullpen lead in keeping the swimmers ready for their events. Inspects the spectators, concessions, and public areas to bring swimmers to the bullpen. Escorts swimmers from the bullpen to the pool area. Make sure that all swimmers are in the right lane for their events.

• Safety Marshall and Security (2 pts. per session meet): Makes sure swimmers and the general public follows safety procedures, especially not running on or near the pool area, or going up or down the stairs.

 

2. Meet Day Jobs, Non-Pool Deck: 

 

• Concession coordinator (3 pts. per meet): Prepare a list of items and amounts needed for the meet and ask parents for donations. Make sure all donations* are accounted for before the meet starts, the prices are set, and the equipment and materials** necessary to run the stand are at hand the day of the meet. Make sure there are various shifts during the day to help out with the sales. Keep track of the materials needed to ensure a smooth operation of the stand. Keeps inventory of items and materials necessary to run the concessions.

• Concession attendants (2 pts. per session per meet): Assist coordinator to run the stand the day of the meet.  Also, help with set-up and take down of the stand. Handles all money activities such as: sells tickets, collects money and hands out change, keeps sales money in the cash boxes.

 

3.  Other jobs/tasks

 

• Admissions and Heat Sheet Sales (2 pts. per meet): Sells heat sheets and collects admissions for each session. 

• Volunteer Coordinator (2 pts. per meet): Checks in all volunteers, ensures volunteers have water and helps with any general questions or issues. Assists Meet Director with recruiting volunteers prior to meet. 

• Set-up / Tear Down (2 pts. per meet): Assist with equipment, signs, tables and chairs before the meet.Clean up after each day, ensure garbage is picked up, tables and chairs are organized, supplies put back in storage. Clean up at the end of the meet, putting all equipment, signs, tables and chairs away.

 

4. Non-Meet Day Jobs

 

• Hospitality Food/Donated food and snacks (1 pts. per meet): We will ask for donations for our meets and for social events, such as our End of Season Banquets. 

• Breakfast items: bagels and cream cheese, doughnuts, cookies, muffins, PB&J sandwiches, cupcakes, hard boiled eggs, individual cold cereal variety ,etc.

• Appetizers: chips & dip, deviled eggs, popcorn, 

• Lunch: Hot dogs, spaghetti or pasta, pasta salad, ham & cheese sandwiches, nachos, combo plates such as: Mexican rice with chicken fajitas (past years favorite), Italian sandwiches, BBQ pork sandwiches, etc

• Desserts: cupcakes, cookies, dessert bars, rice crispy bars, other end of meal treats

• Snacks: fruit such as apples, bananas, & oranges, chewy bars and other healthy snack bars, variety of chips, etc.

• Beverages: water, variety of Gatorade and other energy drinks, variety soda cans, coffee, hot chocolate.

• Other: Any healthy homemade goods you may want to donate

• Materials: Coffee cups, plates, napkins, plastic ware, paper towels, containers, aluminum foil, plastic wrap, etc.

• Equipment: Coolers, pots and pans, electric extensions and power strips, microwave, coffee makers, crock pots, etc. 

 

5. Volunteer Points & Engagement Fee: 

 

Each season, we will track families volunteering via our Job Manager software & the point system below. At the end of each season, any families with less than 20 points will be subject to a volunteer engagement fee of $50 per swimmer. While we do not want to enforce this fee, our organization ends up incurring additional costs to run our meets. Our volunteer policy and this engagement fee to ensure that there is equity amongst parents.

 

At the end of each season, the family with the MOST amount of points will win a special Woodstock Dolphins reward! 

 

If you have any questions about your current point standing, please contact the Meet Director at [email protected].