The PWS - PARENT WORK SCHEDULE - online JOB SIGN UP system will open Sunday May 9th at 8:00AM and remain open until 10:00PM on Monday May 10th.

2021 Meet Job Substitutes

Substitutes for dual meets must be 16 years or older and are to be paid $75/meet. 18 and over for City, Conference and Invitational swim meets. You must pay your sub directly. It is YOUR responsibility to find a replacement from the approved substitute list* that will be provided below if you will be late or absent. Please notify the IVST board with the name of your substitute from the approved substitute list and contact the meet director of the meet with any changes. The meet director is listed on the top of each meet page (in the handbook and as an attachment on the Event page).

If you or your substitute are no-shows, you will be charged $150/meet payable to the team.

Austin Adams 925-262-3435 [email protected]
Kate Beeby 925-330-7676  
Sarah Beeby 925-876-4334  
Aly Dean 415-378-3222 [email protected]
Michael Forbes 925-708-3314 [email protected]
Rich Johnson 925-876-7175 [email protected]
Liza Nelson 925-548-7996 [email protected]
Al Obrero 925-586-1363 [email protected]
Cindy Obrero 925-586-1363 [email protected]
Camille Powell 925-588-5279 [email protected]
Francesca Sacco 925-357-5597  
Ingrid Stabb 206-335-9233 [email protected]
Tommy Tousignant  925-285-1433  
Jenna Wendt 925-787-0924  
Ryan Wendt 925-899-0701  

If you would like to be a substitute, contact [email protected].

Meet Jobs Overview:

Timer: Accurately time swimmers in one lane for entire meet

Head Timer: Oversee timers during meet, operate back-up stopwatches

Recorder: Record swimmer name and time in one lane for entire meet

Floater: Fills in where needed, requires flexibility, must keep in contact with meet director entire meet

Runner: Collect lane slips after each race and deliver to the Computer Operator or the Sorter/Reader

Ribbons: Sort & sticker ribbons, read and post times (often must stay half an hour after meet ends to finish job)

Sorter/Reader: Read lane slips to computer input volunteer throughout meet

Shepherd: The Shepherd’s job is to organize, gather, and deliver the 8 & under swimmers to the appropriate lanes for each stroke.

Snack Shack: Assist with cooking/food preparation, taking money, bbqing, and set-up/clean-up of snack shack.

The numbers of meet jobs each family will be required to work will be determined after registration is complete. All families will need to go online to sign up for swim meet jobs for the 2021 season

Here is how you can view your Meet Jobs through the IVST website:

go to the Home page,
then go to EVENTS tab,

then REPORTS tab,
then choose JOB SIGN UP REPORT FOR MY ACCOUNT,  print for your records



  • Receive labels from computer operator signifying swimmer placement in a race.
  • Attaches labels to appropriate ribbon (1st place blue, 2nd place red, etc) Home and away teams may have different ribbons – follow directions of hosting pool when applying labels to ribbons
  • File all IVST ribbons into family files of Ribbon Box.
  • Keeps track of all 6&U and 7/8 swimmers who receive ribbons: prepares by hand participant ribbons for all who DO NOT receive a placement ribbon.


  • The Recorder accurately AND CLEARLY records the swimmer’s name and times for each heat in lane.
  • Ask the swimmer, “What is your name?” when they come out of the pool, NOT "Are you John Doe?" as the swimmer will say 'yes' and the name will be wrong.
  • Record all 3 times from the lane timers. If all 3 times are different, circle middle time. If 2 times are the same to the 100ths place, use that time. If only 2 times available, average the times.
  • Write the final time in the Official Time column.
  • If an official has changed the heats around, cross out the wrong swimmer’s name and handwrite the new, correct swimmer’s name. Runner will take your lane slip.


  • Take the slips from the Recorder at each lane immediately after each race (eg 7-8 freestyle across boys and girls) heat and check for any missing information including the event, heat, name, age group, visitor or home and that the correct time is circled.
  • Deliver the slips to the Computer Desk/Spotter.


  • Helps assemble ALL age group swimmers into order so they can line up (socially distanced) just prior to the start of the races (similar to clerk of the course). Swimmers older than 9/10 will be responsible for walking themselves to the appropriate lanes.
  • The Head Shepherd will be the Lead, and will follow the timing of the meet and ring the bell early enough to ensure swimmer are available for line ups.
  • All shepherds are responsible for the organizing and delivering one lane of swimmers to the starting area.

Shepherd: Step One, Initial Setup:

  • 30 minutes before the start of the meet a shepherd collects the shepherd box from the Meet Director
  • In the shepherd area, lay out the lane cones for each lane of the pool, using the laminated cards to indicate the lane number.
  • Some time during this setup, the shepherds will receive several copies of the Swim Line Up for that swim meet from meet director. Shepherds need the swim lineup NO LATER than 30 minutes prior to the start of the meet or else you will not have time to lay out the place cards. (Place cards are cards with kids’ name and age group. Shepherds lay place cards out on ground to indicate where swimmers will stand when organizing them within the lane.)

Shepherd: Step Two, Organize the Place Cards

  • The place cards are laid out in the order as indicated by the Swim Line Up. The Swim Line Up is organized by age, sex, lane, and heat of a particular stroke.
  • During initial setup, lay the place cards out as early as possible, after that, lay them out at the completion of the delivery of the prior stroke.
  • For Relays, you may find it easier to form two lines for each lane; one for the timing end and one for the shallow end as the 1st and 3rd swimmers of each relay are led to the timers' end of the pool and 2nd and 4th swimmers of each relay are led to the shallow end. You will also need additional parental help to take the extra lanes of kids to the other end of the pool.

Shepherd: Step Three, Gather

  • Ring the bell to call the 8u’s swimmers to the shepherd area at least 15 minutes prior to the start of the meet and direct them to stand on their place card. They will be able to participate in the cheer from the shepherd area.
  • Shepherds need to be especially attentive as the meet goes on because there are typically fewer swimmers in the later events and they may need to ring the bell earlier.

Shepherd: Step Four, Deliver

  • Lead the swimmers to the lanes when the 13/14 boys are finishing the prior event. The coaches may take over at this point or may still need your assistance at the blocks. Stay with the swimmers until a coach has taken over. Remember, for relays, the 1st and 3rd swimmers are led to the timers' end of the pool and 2nd and 4th swimmers are led to the opposite end.
  • When Step Four is completed, organize the place cards for the next stroke and repeat the gathering and delivering. If the place cards are laid out right after the delivery, the shepherds can relax a bit and the kids often like to see if they are swimming the next stroke and where they are standing.

NOTE: Parents are ultimately responsible for having their children in place and on time for events. Feel free to enlist their help getting the children to the cones. On perfect days, the swimmers will all come to you on time. Let the coaches know of any no shows, scratches or scared swimmers before the event. This is especially important for relays as other swimmers are affected.

Shepherd: At the End of the Meet:

  • Please return your shepherd bib and clipboard to the shepherd box
  • Return the shepherd box to the meet director when the Free Relay swimmers are in place.


  • Sorts the time slips received from the Runner into stroke, heat, and lane order, double-checking the information is complete. If information is missing, return the lane slip to the Runner.
  • Read aloud the lane slip information to the Computer Operator for entry into the computer system. Post time reports on wall periodically throughout meet.
  • The spotter works with the computer operators to confirm that swimmers in the lanes match what is on the meet sheets.
  • The spotter communicates any changes to the computer operator.
  • In general, the spotter is an extension of the computer operator function.
  • Requires good organization skills, and comfortable working with numbers.


  • A Head Timer is available if you miss your start. Signal the Head Timer and he/she will give you a set stopwatch.
  • Responsible for resetting the Timing system for the Starter for all 6U and 7/8 races, as the Starter is at the opposite end of the pool.


  • Two timers per lane are required for each meet.
  • Timers, if issued a manual stopwatch, start their watches when the starting light flashes.
  • Timers stop their watches when both swimmer’s hands touch the wall in breast and fly.
  • Freestyle and Backstroke have a one-hand touch.
  • 6U’s and 7/8’s swim 25 yards.
  • Ages 9 through 14 swim 50 yards.
  • 15-18’s swim 100 yards. Sometimes the 15-18’s swim 50 yards depending on how the meet is going. Listen to the announcer.
  • The timers report their times to the Recorder sitting behind them.