WE NEED YOU!
Our team can only exist as long as we have volunteers, we need you! Thank you for supporting your swimmer and our team by giving your time as a volunteer. Please know that our Board of Directors will provide all of the information you need to be successful in your role of choice.
Each family with one or more children swimming in a meet is REQUIRED to provide a volunteer for that meet. If a family has no children swimming in a meet then there is no volunteer requirement for that meet. Many volunteer roles are a season-long position. If your swimmer qualifies for Meet of Champs, you will be required to volunteer. Should your family not fulfill the volunteer requirement by the end of the season, we will process the $200 non-volunteer fee.
Volunteer Policies:
- Parents will request a job upon registration; however, we request flexibility as we may ask you to serve in another role. Due to certification and training requirements for certain volunteer jobs, we may need to rearrange parent volunteers to fulfill meet requirements.
- All 6 and under parents will be required to volunteer for home meet set up (occurs the evening before meet) with the exception of the 6 and under wrangler and/or if the parent(s) have swimmers in other age groups and serving in another volunteer role.
- If there is a physical reason you CANNOT volunteer for all meets, please reach out to the President at [email protected] for an exemption.
- As a condition of registration, you will be required to pre-authorize the charge of a $200 penalty for any family failing to complete their volunteer requirements. Please note that this fee will not be charged at registration, only the authorization for the charge. Failure to complete volunteer duties will result in the charge of the pre-approved volunteer fee. THIS IS NOT A BUYOUT OPTION.
- Volunteer positions for the MOC and ASM are assigned to parents before the meets.
- Volunteer roles are expected to be season-long with only a few exceptions depending on parent availability.
If your family is unable to complete your volunteer requirements (as scheduled and signed up for during registration), it is your family’s responsibility to find a substitute for your volunteer position and to notify the Volunteer Coordinator of this change prior to the meet.
In the case where a true emergency prevents your family from completing your volunteer requirement at one meet, the Volunteer Coordinator will determine appropriate steps for the makeup of that requirement.
If your family is signed up for a meet that gets postponed, cancelled or rescheduled, you are expected to serve at the makeup meet in the same capacity. If your family is unable to do so, then it is your responsibility to find a substitute for your volunteer position and to notify the Volunteer Coordinator of this change prior to the meet.
The qualifications for signing up as a Stroke/Turn Judge, Console and Starter Volunteer are attending certification classes provided by WHALe, as applicable, prior to the start of the swim season. There are no pre-qualifications for the other volunteer positions.
Volunteer Procedures:
- All parents working at the meet will check in directly with the Volunteer Coordinator at the Volunteer Check-In Table before reporting to your assigned area. NOTE: This includes ALL volunteers for both first and second halves of the meet.
- After checking in, please proceed to your designated volunteer area.
- If you are volunteering for the second half of the meet, please pay attention to the meet and be aware that you need to report to your assigned area during the scheduled meet break. Please be mindful that the 1st half volunteer is waiting to be relieved. If you are working a 2nd half or end of meet duty, you must remain at your duty until the meet is complete, regardless if your child is done swimming.
Lead volunteer roles:
The following volunteer positions are considered lead volunteer positions because of they are mandatory by WHALe and require a certification.
Meet Director (WHALe Certification Required): The Meet Director has full oversight of the Starter, Stroke and Touch‐turn judges, including ensuring meets are fully staffed. Notes disqualifications to official scorekeeper, and makes final decisions when judges do not agree.
Starter (WHALe Certification Required): After referee or Meet Director’s signal, instructs swimmers to take mark, gives starting signal, and charges false starts. Also makes general announcements. Must be available from start to end of all HOME meets.
Stroke Judge (WHALe Certification Required): Observe swimmers within each race to ensure that their strokes are legal and reports disqualifications to the Meet Director/Referee. This requires more swim knowledge and ability to focus on multiple swimmers techniques during each event. Training is provided by WHALe but knowledge about each stroke, technique, disqualifications is needed.
Touch Turn Judge (WHALe Certification Required): Observe swimmers within each race to ensure that all turns and touches are legal. Touch Turn Judges also watch for false starts on the relay takeoffs. Disqualifications are reported to the Meet Director/Referee. This is an easier role than stroke judge but requires knowledge of various swim strokes/technique. If you're a parent with a more experienced swimmer, this may be a good role for you! You get a front row seat but must be able to focus on multiple swimmers techniques during each event.
Console Operator (WHALe Certification Required): We must have at least two certified console operators. In order to obtain certification, the console operators will be required to attend a training session. The console operators will be responsible for managing the timers, console and meet software. They will also receive the event timer sheets and double check automatic times against the backup times. This is a great role if you're looking to commit to a more in-depth, long-term role that can support the team for several seasons. It is good for individuals who want to understand how meets run more in-depth. Better suited for more tech-savvy individuals.
General volunteer roles:
Head Timer: Trains timers prior to each meets, ensures equipment is in working order, provides backup times for each race, and relieves timers as necessary. Must commit to work the entirety of each meet, requires no training and offers a front-row seat to the events!
Wranglers: Each age/gender group will have 1-2 wranglers. The wrangler will check in all swimmers in their group for each meet and inform the swimmers of their events and assigned lanes. Wranglers are responsible for escorting swimmers to the ready bench area when their events are approaching. Wranglers must stay with their respective swimmers throughout the meet until the last swim event for their group. They assist in breaking down their tent and cleaning their swim area at the end of the meet. Wrangler arrival is expected 1-1 1/2 hours before meet start time. This role is a good option for parents who have other children to watch. It is also good for parents with swimmers who require close attention or are likely to drift from the age tent as you can manage them directly.
Ready Bench Volunteer: Receives swimmers from Wranglers and directs them to line up for their events. Places swimmers in their correct lane and in their correct order for their events. Ensures swimmers are in their lane and in order so the meet can progress on time.
Meet set up: For home meets only; parents of 6 and under parents are required to attend meet set up which occurs the evening before the meet after the WM pool closes to the public (for example, meet set up for a Saturday morning meet will start at 8pm on the Friday before). Sets up all tents, chairs, tables, ropes, lane ropes, flags. Set up takes approximately 1/2 -1 hour. Volunteers must be able to lift and transport heavy equipment.
Concessions: Work in the concessions area, can assist with concessions purchasing and delivery prior to meet if available. Works entirety of meet for home meets only. May work in shifts during meet if enough volunteers are available. The concessions team will ensure volunteers are able to observe their swimmer's events! This role is great for parents who don't want to work every meet.
Ice/drink manager: Purchases ice ahead of meets (team funds will be provided) and transports ice in team coolers to meet. Ice is expected to be purchased/delivered approximately 2 hours before meet so drinks can be cooled ahead of time. Required for home meets only. Stores and transports drinks between meets. This role is also great for parents who don't want to work every meet or have other children to watch during meet as responsibilities lie outside of the meet time. Must be an early riser as the ice will need to be delivered by 6:30am for Saturday morning meets.
Runners: Pick up timing slips from each lane and bring them to console table. You will also pick up labels and take them to ribbon table. Distribute water to meet volunteers. This is great for parents who enjoy being on their feet and keeping busy - also an easy role to share between parents of the same swimmer if you have other children to manage.
Ribbons: Organizes and files ribbons for distribution to Wranglers. Works all meets.
Timers: Time and record times for swimmers during both home and away meets. Arrival is expected 30 minutes prior to each meet for brief meeting with Head Timer and Meet Director. One writer per lane will record times on timing slips to be handed off to the runner. This is a role that can easily be shared between two parents/family members both during the meet or for the whole season as it requires no training and individuals can swap spots very easily. It also offers front row seating to all events.
