Volunteer Guide

The success of the swim team is dependent on the parental involvement of every family on the team.  It takes over 60 volunteers to run a swim meet successfully and in a timely manner. Most positions are assigned to work a shift, which is ½ a meet (1st half is events 1 – 42, and 2nd half is events 43 – 86). Please do not leave your post unless you have someone cover for you. If you cannot fulfill your volunteer duty, you must find a replacement. Meets truly go much faster when we are working as a team! *It is very important to sign in at Volunteer Check-in when you get to the meet.*

Volunteer Job Descriptions for Swim Meets

1. Announcer. The host team arranges for someone to act as announcer. Additionally, they shall provide him with equipment to perform his duty. This equipment includes a loudspeaker or bullhorn and an order of events. Announcing for each meet must be loud enough to be understood by participants, officials and spectators. At all times the announcer should know what is going on. This includes the event number, number of heats per event, etc., so the calls can be made without haste. This keeps the meet running smoothly. At all times, the next event should be on the deck. Working closely and communicating with the deck manager is vital in this position. The announcer should avoid talking while the starter is giving commands to the swimmers.

2. Bullpen Parent. Bullpen Parents will check in swimmers as they arrive at the meet, make sure they stay in their assigned bullpen area until their events, make sure they have their events written on their hands, and get them to the ready area before their event. ***For 1st Shift, volunteer must arrive at the same time as the swimmers!! Don't choose this job if you can't arrive early please.

3. Deck Manager. Each team will provide a deck manager. They are in charge of the ready area and shall line up all swimmers on the deck for their event. He/she shall receive the revised heat sheet listing the names of all swimmers in all events. They shall notify each swimmer to wait behind the block until the starter takes over control of the race. The visiting team shall provide someone to work in the ready area to identify their swimmers, as the home team will not be familiar with those swimmers. These people should be strong-natured. Getting the swimmers and ensuring they are in place is difficult yet critical to the smooth running of the meet. Each team is responsible for ensuring that their swimmers report to the ready area from the team area in time to be checked off by the deck managers.

4. Place Judges. Each team shall provide a place judge. The judges must, in all events and, at all times, command a clear view of the race and finish line. Judges shall not serve as timers in the same race. The judges are to judge the place finishes as they see them. The judges are to write the place finish on their updated copy of the meet program. At the end of the race, the judge's recorder will copy that order of finish on the Place Judge’s Form. The place judges override the times, and the starter/referee breaks a tie if the place judges disagree. In an 8-lane pool, a third finish judge will be used to cover all non-scoring places. The first 2 judges will be responsible for all scoring places plus one place. The third judge will be responsible for the remaining non-scoring places. To avoid confusion it is advised that only 6 lanes be swum in an 8 lane pool during the scoring heat. The home team should provide the third-place judge in an 8- or 10-lane pool when needed.

5. Timers. To be announced due to our new Wylas Timing System

6. Judges Recorder. The home team will supply a judge’s recorder. This person will place himself/herself behind the place judges with their own copy of the Place Judge’s Form. When the race is finished, and the judges and starter/referee have ruled on the place finishes, he/she will record the places in the appropriate block on the Place Judge’s Form. For swimmers who have been disqualified by the starter/referee, the judge’s recorder will write “DQ” in the place block for that swimmer. If the listed swimmer does not swim in that race, NS should be placed in the spot for a time. The judge’s recorder then passes the completed Place Judge’s Form to the master recorder. The Judges Recorder has no say in the order of finish and should not attempt to influence the place judges on the order of finish.

7. Master Recorder. Each team will provide at least one Master Recorder. The master recorder collects the Place Judge’s Form from the Judge’s Recorder when the event is complete and all places have been recorded. The master recorder will then go to each lane and record each swimmer's time in the Time Column of the Place Judge’s Form as noted by the recording timer. With all places and times recorded, the master recorder will deliver the completed Place Judge’s Form to the scoring table either directly or via the runner. Each team can alternate this job for each race.

8. Runners. The home team shall provide a minimum of one runner at all times during the meet. Runners will be responsible for collecting the Place Judge’s Form from the Master Recorder. Taking these promptly to the scorer’s table. This position can be eliminated if the scoring table is in close enough proximity that the master recorders can deliver the scoresheet without slowing the meet.

9. Computer Operator. One computer operator shall be provided from each team. They shall work together at the table provided. They will input the results from each event as reflected on the completed Place Judge Form into the computer immediately after each event. A running score shall be kept at all times. Upon completion of the meet each team shall receive a copy of the final meet results. It is suggested that teams alternate this job every group of events: i.e. one operator does the short free then the other operator does the long free. The person who is not currently working on the computer should assist the computer operator with checking the input of times and places.

10. Ribbon Writers. Ribbon writers shall be responsible for placing the completed ribbon labels on the appropriate award and placing them into a box for the appropriate team. Ribbons should be placed in two separate boxes and given to each team at the end of the meet.

Pool Deck Diagram