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. (HOME MEET ONLY) Skill level: Medium | Announces events, heats, and important information to keep our meets running smoothly. They also entertain us with music and announce our sponsor and concession. 1st Shift ARRIVAL TIME: 5:00pm; 2nd Shift START TIME: Event 44 (Mock Meet event #29)

2. Bullpen Parent. Skill level: Medium | 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 the 1st Shift, volunteers must arrive at the same time as the swimmers!! Don't choose this job if you can't arrive early please.

3. 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.

4. Deck Manager. Skill level: Challenging | Oversees the ready area, and lines up swimmers on the deck for their event. He/she shall be provided with the heat sheet listing the names of all swimmers in all events. He/she shall notify each swimmer to wait behind the starting block until the starter takes over control of the race. Swimmers should be in position behind the blocks no less than three events before their race. Each team provides a deck manager for their team.

5. Floater. Skill level: Medium | This "Jack of all Trades" will fill any vacant volunteer position as needed during the meet. Must be available to jump into any available job opening for the duration of the meet. CHECK-IN TIME: 1st Shift 5:00pm ***Must be available for the duration of the meet.

6. Judges Recorder. Skill level: Easy | Works with place judges with their copy of the Judges Placing 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 Judges Placing Form. This form is then collected by the Master Recorder.

7. Lead Deck Manager. Skill level: Challenging | The Lead Deck Manager is responsible for ensuring all swimmers are ready and at the correct end of the pool, on the deck 3 events before their scheduled event; in the correct heats and lanes. Works with Bullpen Managers, the Deck Manager, and Coaches.

8. Master Recorder. (HOME MEET ONLY) Skill level: Medium | The MR collects the Judges' Placing Forms from the Judge's Recorder when the event is complete and the places have been recorded. The MR goes to each lane and records the times after each race on the scoresheet and delivers the scoresheet to the runner or computer table.

9. Place Judge. Skill level: Medium | Each team shall provide one place judge. The judges must always command a clear view of the race and finish line. The judges are to judge the place finishes as they see them and write the place finish on their updated copy of the meet program. The place judges override the times and the starter referee overrides the place judges if there is a dispute. If the starter referee is not able to determine the finish order it is recorded as a tie. At no time should the judges refer to the times to determine the order of finish. Note: This position requires at least one year of experience with swim meets.

10. Ribbon Writer. Skill level: Easy | The Ribbon Writer will get labels from the Computer Leads, place the labels on the appropriate ribbons and file the Windward Waves ribbons in the family folders. 2nd Shift position only; CHECK-IN TIME: Event 44. *Must have ribbons ready for Fun Friday*

11. Set Up/Clean Up. (HOME MEET ONLY) Skill level: Easy | Set Up: Help Meet manager(s) and coaches set up the deck for the meet. *Must arrive by 3pm and have deck ready by 4pm* Clean Up: Help clean up the deck (put back together for pool guests).

12. Timer. Skill level: Medium | Clock and record swimmers' time. Requires two volunteers/lane. One person operates the stopwatch, records the times from the stopwatch and communicates those times to the Master Recorder. The other person "stops" the time on the Wylas electronic stopwatch that works directly with our computer system (HOME MEET ONLY). ***ALL TIMERS - (1st & 2nd shift) CHECK-IN TIME: 5:00PM ***Rules meeting with Official @ 5:15pm.

13. Volunteer and Swimmer Check-In.Skill level: Challenging | Assist with checking in swimmers & volunteers as they arrive at the meet at the Swimmer/Volunteer Check-In table. Report to Swim Reps/Coaches any missing swimmers/1st half volunteers prior to the meet start.

14. Wylas Managers. (HOME MEET ONLY) Skill level: Challenging | Manages Wylas timing system throughout the meet, coordinates with ASA starter.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