Volunteering
2024 Volunteer updates coming soon.
Please contact Stephanie Cardenas if you have any questions. [email protected]
The organization and execution of a swim team is a tremendous effort. Countless hours during the off-season, during the meets, and between meets are required to make the season a success. It is ESSENTIAL and therefore MANDATORY that ALL PARENTS CONTRIBUTE their time and help in some way.
Each family is required to serve a minimum of SIX credits. Credits can be earned by working during meets, pep rallies, or a combination of both. Volunteer shifts will be selected via online selection on the website. ALL families are required to volunteer at Time-Trials and Divisionals if your swimmer is signed up for these meets. These meets require extra support and need all families present to make them a success.
Shifts for all meets will be available for sign up after registration closes (the Volunteer Coordinator will notify members when shifts have been opened) and will close Tuesday at 9:00 pm before each meet. Any shifts for meets that are not filled by the time sign up closes will be filled by the Volunteer Coordinator. The Volunteer Coordinator will fill these spots with families signed up to attend the meet but are not currently signed up for a shift. You will be notified by email if you are signed up for a volunteer shift.
On the day of the meet, please sign-in at the Check-In table before 6:45 am and pick up your assignment (it may be earlier if you have an early volunteer position). Please note that assignments may change up to the day of the meet to fill open spots where needed. If you are unable to fill your volunteer position, it is your responsibility to notify the volunteer coordinator and find a suitable replacement. Any volunteer that does not show for their volunteer shift will be charged $100.
A volunteer deposit of $400.00 is assessed for each family. Your card will be released from our system at the end of the season after the service credits have been verified by the Volunteer Coordinator.
Members will not be allowed to return to the swim team if they are not able to assist in the managing of or running of the club and necessary activities. If a family does not complete their credits, their credit card will be cashed at the end of the season. Because we understand circumstances might prevent a family from completing their credits, a one-time waiver may be granted for the next swim season. In the event of a waiver, the family will be asked to provide a $600.00 deposit the following year. If the family does not complete their volunteer credits in the 2nd swim season, they will be charged, and they will not be invited to join the swim club for any future seasons.
For positions that are listed as credit per shift, the shift change occurs after event 42. All second shift volunteers should be at their assigned shift and ready to go by the start of event 43.
For all positions that are a season-long commitment, priority is given to volunteers who worked in this position in the previous season. If interested, please contact the person in charge of this group to inquire about availability. Contact person is the Volunteer Coordinator (Stephanie Cardenas) unless otherwise specified.
We appreciate the support of all of our families throughout the season!
Volunteer Positions (Descriptions are Listed Below)
Age Group Parents
Bullhorn
Head Timer
Lane Timer
Lane Scribes
Head Ready Bench
Ready Bench Assistant
Swimmer Check-In
Safety Marshall
Runner
Restroom Monitor
Parking
Set-up Crew
Trash monitor
Tear-down Crew
Concessions
Concessions Grill
Ribbon Coordinator
Head Ready Bench/Starting Area Monitor
Officials
Invitational Meet Timing Assignments
Age Group Parents
Two volunteers are needed as age group parents for each gender/age group of swimmers up to 9-10. The age groups are 6 & under, 7-8, and 9-10 year olds. The age group parents MUST sit in the designated age group area during the meet and get the swimmers to the ready bench for their events. Volunteers must stay with the swimmers until the end of their age group heats and all children are back with their parents. When all children are back with their parents and the age group area is clean, the job is complete. (1 credit per meet)
One Volunteer per shift. Calls heats requested at ready bench to the StoneGators setup areas as it is often difficult to hear what heat is being requested. Bullhorn may also be requested to call for swimmers and volunteers who are not on-time, or make other announcements as needed. (1/2 credit per shift)
Ensures timers and scribes are in correct lanes at the beginning of each shift. Also maintains two watches as backup in the event timer equipment fails during a heat. (1 credit per shift)
Times swimmers using stop watches (either manual or wireless TimeDrops system). Timers must be alert and strive for accuracy. Timers will be trained on equipment prior to use. (1 credit per shift)
Writes times from timers onto scribe sheets. (1 credit per shift)
Coordinates ready bench activities to ensure the meet runs smoothly and swimmers are correctly assigned to heats and lanes. This job includes coordinating with the DJ to call heats as the meet progresses. Preference is given to volunteers who have been Ready Bench volunteers in prior season. (1 credit per shift)
Ready bench volunteers help ensure the swimmers are lined up at the ready bench by their heat and lane. (1 credit per shift)
Check-in swimmers prior to each meet by issuing each swimmer a label listing their events for the meet, as well as writing events on swimmers’ arms. These volunteers must arrive 15 minutes prior to posted check-in time for swimmers. (1/2 credit per meet)
Safety Marshall
This volunteer monitors the area around the DJ tents and is responsible for keeping parents and non-swimmers out of the starting and finishing areas. (1/2 credit per shift)
Distributes and collects scribe sheets to/from the scribes, keeping them organized and returning them to the computer crew for entry into the computer. Posts final results on the outside wall, and any other "runner-type" duties as needed by the Computer Team and Timers. (1 credit per shift)
Responsible for checking on the cleanliness of the restrooms, mop the floor as it gets wet, and stock the supplies in the restroom throughout the meet. The trash throughout the area must be emptied when necessary. Swimmers and/or siblings should not be allowed to play in the restrooms. (1 credit per shift)
Direct all incoming vehicles to the proper parking areas. Position must arrive 30 minutes prior to swimmer check-in, or approximately 6:00 am for home meets (1/2 credit per meet)
The Set-Up crew duties include: providing set-up of the meet equipment for home meets including set-up of ropes, starting blocks, ready benches, PA system, canopies, and tents. For away meets, this team will help deliver and set-up age group tents as needed. Must arrive by 5:45am for home meets or 30 minutes prior to check-in at away meets. This position reports to the Equipment board member. (1/2 credit per meet)
Trash Monitor
This individual is responsible for regularly checking the cleanliness of the Porta Potties, and restocking the supplies as needed. This position is also responsible for the general cleanliness of the meet area. This includes emptying all trash cans as needed, and making sure there is no trash on the ground. (1 credit per shift)
Tear-down Crew
Responsible to take down and put away all equipment at the end of the meet. This team will clean-up our designated visitor area at away meets and tear down the tents. Not all duties will be performed by each volunteer at every meet. This position reports to the Equipment board member. (1 credit per meet)
One shift leads and four volunteers per shift are needed to run the concession stand. Shift leads will help with planning and running a shift during the home meets. Volunteers will set up or clean up concessions (depending on assigned shift) and sell concessions for one shift during the meet. The morning shift must check in by 6:30 am to assist in preparations and end shift will stay until the area is clean and merchandise is put away. This team reports to the concession board member. (1 credits per shift)
Concessions Grill Team
Responsible to man the grill for concessions at home meets. These volunteers are responsible for preparing and cooking the food at the grill and must be available for a mid-meet shift. Note this position will work the hours appropriate for lunch prep and cooking and will not have a shift handover like other volunteer positions. (1 1/2 credit per meet)
Ribbon Coordinator
Label ribbons earned by swimmers with computer generated labels. These ribbons are placed within the swimmers folders for easy pick-up. This position reports to the awards board member. This volunteer must remain after the meet until the task is complete. (Season Commitment; Completes volunteer requirements)
Head Ready Bench / Starting Area Monitor
Individual is responsible for the overall running and organization of the ready bench and starting area at all home meets. (Season Commitment; Completes volunteer requirements)
Becoming an official is a position that requires extra training and certification before the season, and participation is expected at all meets attended, both home and away. Officials must volunteer for at least 6 shifts to complete volunteer requirements for the season.
Referee
Responsible for the meet and rules on questions of procedure and rules. The referee is in charge of running home meets. This position requires previous experience as a starter, and is selected prior to the beginning of the season.
Starter
Judges all starts, finishes, and exchanges. This position reports to the referee, and requires previous experience as a stroke and turn official.
Stroke and Turn
Ensures that stroke and turn rules are applied fairly to all swimmers. Also responsible for explaining DQ violations to swimmers. This position reports to the referee.
Head Clerk of Course
Ensure that meet entries are complete by the designated time. Responsible for exchanging entry files with the meet host as necessary, as well as producing heat sheets for home meets. This position is also responsible for obtaining meet results, and uploading and publishing meet results for home meets. Maintains swimmer and parent data. This is currently a board position.
Computer Crew
For home meets, generate scribe sheets, generate heat sheets for the ready bench and officials, publish meet results for swimmers and their families, enter times, produce score results, create ribbon labels, and verify entered results. For away meets, assist host computer team as needed. Reports to the Clerk of Course.
Invitational Meet Timing Assignments
Our team is usually required to fill timing assignments at invitational meets. These shifts will be assigned by the volunteer coordinator and based on the families that attend those meets. If your swimmer is attending one of these meets, you should be prepared to time if assigned. Timing at an invitational meets will not be counted as volunteer credits and are required if you have a swimmer at the meet
