Northfield Swim Club Policies

Quarter Session

Please review the linked Quarter Session policy as it outlines the MN Swimming Insurance requirements to be able to participate in a Quarter session. Quarter sessions will be charged on a per-week fee basis.  All swimmers upon registering will select the number of weeks left in the current swim session and will be charged $25 per week.  This will allow swimmers returning from HS swimming at different times to only pay for the number of weeks they will be in the water with the Bull Sharks.


Credit/Refund Policy

By signing your athlete(s) up for this session you are committing them to the full session.  Vacation time, other activities, being too busy and the like are not reasons the club would consider if asked for credit or refunds.  Please balance your decision for this session with other activities for you and your family.  


If an athlete becomes injured during the session a credit can be obtained with a doctor’s note and board approval.  If the injury occurs during the first third of the session, a full credit will be given.  If an injury occurs in the second third of the session, half credit will be given.  If an injury occurs in the last third of the session, no credit will be issued.  

Parents should complete the Injury Request for Credit form found on the website under the Information tab and submit with a doctor's note to the Head Coach.  The coach will then provide that information to the club president so the Board can review the circumstances.  The Board will have 14 days to respond to the parents request.

Swim Meet Sign Up

The Northfield Swim Club has the following policy in regards to participation in swim meets. On our website, swim meets will be listed under "Events." Every family will be required to select whether or not they desire to attend. After the deadline, the head coach will elect events for all who have committed to swim. If you do not take action, you will not be entered into the meet. Each event has a minimal cost that will be billed to your account.

There is a spot for comments while signing up where every swimmer is allowed to either select one event they would like to do OR one event they do not want to swim. No more, no less! Part of becoming an exceptional competitive swimmer is trying new and difficult events. Who knows...maybe your swimmer is good at the 200 Fly! The coaching staff will not sign your swimmer up for an event s/he thinks is undoable. The comments section is also where you can let the coach know if you can only attend on one day.

Competing is essential to the progress of all swimmers of all abilities. It is also helpful for the coaching staff to see where the team is excelling and what skills we have to work on during practices.

To decline or commit:

  1. Click Events
  2. Choose the meet you want to decline or commit to by selecting: Attend this Event
  3. Select your child
  4. Choose No/Yes
  5. Save Changes

Please note, that if your swimmer does not attend a meet that they have declared as attending, the members are responsible for the meet charges/fees. If the request for cancellation is after the entry deadline, the club is NOT able to refund any meet fees and the members will be charged the meet fee. This applies to all missed meets regardless of the circumstances. 

Overdue Accounts

A swimmer (who is not on auto-pay with a valid current credit card) will not be eligible to compete at upcoming swim meets when the family account surpasses $100 past due, unless payment arrangements have been worked out with the treasurer or Board.

State Meet Participation

All swimmers who achieve state qualifying times (CH) should plan on competing at the state meet. It should be considered an honor to excel to a level that most swimmers will not reach. Swimmers that are close to state times will likely be asked to participate on state relays. Treat this as an honor and an invaluable experience. Most swimmers that attend a state meet on relays are likely to qualify individually in the seasons to come. The atmosphere of the state meet can create a desire to improve and aside from the swimming benefits, it's just fun!

On Deck

Coaches, swimmers, officials and volunteers are allowed on a pool deck at swim meets. Parents are required to remain in the spectator section of the pool. It's become a problem with all teams and coaches are now required to sign a document that states all our club's representatives on deck are currently registered with USA Swimming. Please try to help keep our coaches clear of problems by remaining in the spectator area. If you have any questions, your kids will have to be the messengers. At the same time, keep in mind that the coaches are there for your swimmers. If it's busy and something that can wait, you can always email or call later.

Code of Conduct

It is the expectation of Northfield Swim Club that all members swimmers, staff and parents abide
by the following guidelines while at team practice or at any swimming competition in which the
swimmer is representing the club.

As a parent/guardian, I will:

  • Put the well being of the team ahead of my personal desires for my child.
  • Speak positively of our coaches, swimmers and other parents.
  • Express my concerns in a positive manner in all forms of communication, including emails when I have a dispute.
  • Volunteer my time to help the team.
  • Pay my dues and meet fees on time.
  • Accept responsibility for my child(ren)
  • Expect my children to show respect to other parents, swimmers, and coaches
  • Have my child to practice and meets on time
  • Pick up my child promptly at the end of the scheduled practice time

As a swimmer, I will:

  • Make the most of every training session and competition.
  • Support my teammates? efforts in practice and at meets.
  • Respect and listen to my coaches and do the training prescribed by my coach.
  • Respect the facilities and building in which I train.
  • Respect my fellow swimmers and their personal property.
  • Be on time for practices and meets.
  • Refrain from horseplay on the pool deck, in the pool or in the locker room.
  • Refrain from the use of drugs, alcohol and tobacco.

Consequences of Disrespect of person or property at practice or meets:

NOTE: For egregious offenses, the swimmer or parents club membership may be revoked by a 2/3
majority vote of the board.

  • 1st Offense: Written or verbal apology to victim or establishment. Notification of parents and board.
  • 2nd Offense: 2 day suspension. Swimmer, Coach and Parent meet to discuss the conditions of re-installment into the club.
  • 3rd Offense:Permanent suspension of swimmer. Please note this is only after a 2/3 majority vote by the BOD.

Consequences of horseplay in the pool or locker rooms at practice or meets:

  • 1st Offense: Warning, coach's discretion. Swimmer will be asked to sit on deck or in balcony for an extended period of time. Parents will be notified.
  • 2nd Offense: Swimmer will be asked to call parent to pick them up from practice or meet.
  • 3rd Offense: Swimmer will not be allowed back to practice until a meeting is set up with parents and coach.

By agreeing to this Code of Conduct form, parents/guardians and swimmers agree to and understand
the club's expectations.

USA Swimming Safe Sport – Minor Athlete Abuse Prevention Policy



·    All USA Swimming non-athlete members and adult athlete members;

·    Participating non-members (e.g., meet marshals, meet computer operators, timers, etc.);

·    LSC and club adult staff and board members; and

·    Any other adult authorized to have regular contact with or authority over minor athletes.



USA Swimming member clubs and LSCs are required to implement this Minor Athlete Abuse Prevention Policy in full. The Minor Athlete Abuse Prevention Policy must be reviewed and agreed to in writing by all athletes, parents, coaches and other non-athlete members of member clubs on an annual basis with such written agreement to be retained by the club.



I.          Observable and Interruptible

One-on-one interactions between a minor athlete and an Applicable Adult (who is not the minor’s legal guardian) must occur at an observable and interruptible distance from another adult unless meeting with a Mental Health Care Professional and/or Health Care Provider (see below) or under emergency circumstances.


II.         Meetings

a. Meetings between a minor athlete and an Applicable Adult may only occur if another adult is present and where interactions can be easily observed and at an interruptible distance from another adult, except under emergency circumstances.

b. If a one-on-one meeting takes place, the door to the room must remain unlocked and open. If available, it must occur in a room that has windows, with the windows, blinds, and/or curtains remaining open during the meeting.

c. Meetings must not be conducted in an Applicable Adult or athlete’s hotel room or other overnight lodging location during team travel.


III.        Meetings with Mental Health Care Professionals and/or Health Care Providers

If a Mental Health Care Professional and/or Health Care Provider meets with a minor athlete in conjunction with participation, including at practice or competition sites, a closed-door meeting may be permitted to protect patient privacy provided that:

a. The door remains unlocked;

b. Another adult is present at the facility;

c. The other adult is advised that a closed-door meeting is occurring; and

d. Written legal guardian consent is obtained in advance by the Mental Health Care Professional and/or Health Care Provider, with a copy provided to the Northfield Swim Club


IV.        Individual Training Sessions [Recommended]

Individual training sessions outside of the regular course of training and practice between Applicable Adults and minor athletes are permitted if the training session is observable and interruptible by another adult. Legal guardians must be allowed to observe the training session.



I.          Content

All electronic communication from Applicable Adults to minor athletes must be professional in nature.


II.         Open and Transparent

Absent emergency circumstances, if an Applicable Adult with authority over minor athletes needs to communicate directly with a minor athlete via electronic communications (including social media), the minor athlete’s legal guardian must be copied. If a minor athlete communicates to the Applicable Adult (with authority over the minor athlete) privately first, said Applicable Adult must copy the minor athlete’s legal guardian on any electronic communication response to the minor athlete.






When an Applicable Adult with authority over minor athletes communicates electronically to the entire team, said Applicable Adult must copy another adult.


III.        Requests to Discontinue

Legal guardians may request in writing that their minor athlete not be contacted through any form of electronic communication by Northfield Swim Club, LSC or by an Applicable Adult subject to this Policy. The organization must abide by any such request that the minor athlete not be contacted via electronic communication, or included in any social media post, absent emergency circumstances.


IV.        Hours

Electronic communications must only be sent between the hours of 8:00 a.m. and 8:00 p.m., unless emergency circumstances exist, or during competition travel.


V.         Prohibited Electronic Communication

Applicable Adults with authority over minor athletes are not permitted to maintain private social media connections with unrelated minor athletes and such Applicable Adults are not permitted to accept new personal page requests on social media platforms from minor athletes, unless the ApplicableAdult has afanpage, orthecontact isdeemedas celebrity contact asopposedtoregular contact. Existing socialmedia connections withminor athletes must bediscontinued. Minor athletes may “friend” Northfield Swim Club and/or LSC’s official page.


Applicable Adults with authority over minor athletes must not send private, instant or direct messages to a minor athlete through social media platforms.



I.          Local Travel

Local travel consists of travel to training, practice and competition that occurs locally and does not include coordinated overnight stay(s).


Applicable Adults must not ride in a vehicle alone with an unrelated minor athlete, absent emergency circumstances, and must always have at least two minor athletes or another adult in the vehicle, unless otherwise agreed to in writing by the minor athlete’s legal guardian.


Legal guardians must pick up their minor athlete first and drop off their minor athlete last in any shared or carpool travel arrangement.


II.         Team Travel

Team travel is travel to a competition or other team activity that the organization plans and supervises.


a. During team travel, when doing room checks two-deep leadership (two Applicable Adults should be present) and observable and interruptible environments must be maintained.


When only one Applicable Adult and one minor athlete travel to a competition, the minor athlete’s legal guardian must provide written permission in advance and for each competition for the minor athlete to travel alone with said Applicable Adult.


Team Managers and Chaperones who travel with Northfield Swim Club or LSC must be USA Swimming members in good standing.


b. Unrelated Applicable Adults must not share a hotel room, other sleeping arrangement or overnight lodging location with a minor athlete. 

Minor athletes should be paired to share hotel rooms or other sleeping arrangements with other minor athletes of the same gender and of similar age.





c. Meetings during team travel must be conducted consistent with the One-on-One Interactions section of this Policy (i.e., any such meeting must be observable and interruptible). Meetings must not be conducted in an individual’s hotel room or other overnight sleeping location.



I.          Requirement to Use Locker Room or Changing Area

The designated locker room or changing area must be used when an athlete or Applicable Adult changes, in whole or in part, into or out of a swimsuit when wearing just one suit (e.g., deck changing is prohibited).


II.         Use of Recording Devices

Use of any device’s (including a cell phone’s) recording capabilities, including voice recording, still cameras and video cameras in locker rooms, changing areas, or similar spaces by a minor athlete or an Applicable Adult is prohibited.


III.        Undress

An unrelated Applicable Adult must not expose his or her breasts, buttocks, groin or genitals to a minor athlete under anycircumstance. An unrelatedApplicable Adult must not request anunrelated minor athlete to expose the minor athlete’s breasts, buttocks, groin or genitals to the unrelated Applicable Adult under any circumstance.


IV.        One-on-One Interactions

Except for athletes on the same team or athletes attending the same competition, at no time are unrelated Applicable Adults permitted to be alone with a minor athlete in a locker room or changing area, except under emergency circumstances. If the organization is using a facility that only has a single locker room or changing area, separate times for use by Applicable Adults must be designated.


V.         Monitoring

Northfield Swim Club must regularly and randomly monitor the use of locker rooms and changing areas to ensure compliance with this Policy. Locker rooms and changing areas may be monitored by use of the following methods:

a. Conducting a sweep of the locker room or changing area before athletes arrive;

b. Posting staff directly outside the locker room or changing area during periods of use;

c. Leaving the doors open when adequate privacy is still possible; and/or

d. Making occasional sweeps of the locker rooms or changing areas with women checking on female locker rooms and men checking on male locker rooms.


Every effort must be made to recognize when a minor athlete goes to the locker room or changing area during practice and competition, and, if the minor athlete does not return in a timely fashion, to check on the minor athlete’s whereabouts.


VI.        Legal Guardians in Locker Rooms or Changing Areas

Legal guardians are discouraged from entering locker rooms and changing areas. If a legal guardian does enter a locker room or changing area, it must only be a same-sex legal guardian and the legal guardian should notify a coach or administrator in advance.



I.          Definition: In this section, the term “Massage” refers to any massage, rubdown, athletic training modality including physical modalities                (e.g., stretching, physical manipulation, injury rehabilitation, etc.) and electronic or instrument assisted modalities (e.g., stim treatment,              dry needling, cupping, etc.).




II.         General Requirement

Any Massage performed on an athlete must be conducted in an open and interruptible location and must be performed by a licensed massage therapist or other certified professional. However, even if a coach is a licensed massage therapist, the coach must not perform a rubdown or massage of an athlete under any circumstance.


III.        Additional Minor Athlete Requirements

a. Written consent by a legal guardian must be obtained in advance by the licensed massage therapist or other certified professional, with a copy provided to Northfield Swim Club.

      b. Legal guardians must be allowed to observe the Massage.

c. Any Massage of a minor athlete must be done with at least one other adult present and must never be done with only the minor athlete and the person performing the Massage in the room.








































Adopted: June 23, 2019

Volunteer Commitment Policy

  • Each registered family is required to volunteer 12 hours for Fall and Winter sessions.  During the Spring and Summer sessions there is an 8 hour obligation. (swim meets, fundraisers, club activities...)
  • Families who do not meet their obligation will be charged $20.00/hour not worked at the end of each season. (Rate Increase Effective 12/18)

Please read the Q&A below to fully understand the importance of your volunteer time.


There are volunteer opportunities during each season. They will be posted on the website and information will be emailed to families with active swimmers. Some of the opportunities offered through each season are: running concessions during varsity meets, DJJD water and pop sales, fundraising activities, working club hosted swim meets.


Why is swim parent volunteering different than other club sports in town?

Volunteer support by our club parents is critical to the overall success of the club. As with many club organizations parent volunteers are needed for a variety of activities. Unlike some of the other club sports in town, we do not need parents as coach volunteers. Our coaches are paid and well qualified to help the swimmers reach their goals and full potential and most importantly have fun in the water! However, we do need parent volunteers to help support a variety of fundraising activities that support the club.

I pay membership dues, isn't that enough?

The membership dues (our primary revenue source) are used to pay coach's salaries, pool rental, and miscellaneous club expenses. However, it is very critical to the success of the club that we generate additional revenue to supplement what is obtained through membership. The primary source of that is through hosting swim meets and a few additional fundraising events throughout the year. Without the revenue from our volunteer-staffed events membership dues would have to be increased.

Can't I just choose to pay and not volunteer?

Hosting swim meets are not only critical for generating revenue but they are also a very important part of our club's standing within the MN Swimming organization and reputation with area clubs. Hosting top quality/efficiently run meets helps us to establish a good reputation as a club and assists us in being invited to participate in local invitational meets (which are very critical for our swimmers). It takes over 700 hours of volunteer time to run a 2 day meet which is why the volunteer commitment is so critical to the success of the club. Paying for your volunteer hours does not help the club run a successful meet. We understand weekends are important to families, but we ask for your support in the form of volunteer time as it directly affects your swimmer(s).