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Volunteer Policies

Each family is required to fulfill six (6) points’ worth of volunteer shifts.

When registration opens in May, you will be able to register your swimmers and then sign up for your volunteer shifts online. If you have a strong preference for specific dates or shifts, it is recommended that you complete registration and choose your volunteer shifts as soon as registration opens on Sunday. Once you start registration, you must complete the process and pay within fifteen minutes, or you will timeout and lose the volunteer shifts that you had chosen. You cannot complete your registration without picking six points’ worth of volunteer points. These are designated on the website as you choose them. Shift times and basic descriptions of jobs are listed at the end of this section.

Please note the following:

  • We must “hold” your credit card on file, but we will not charge it unless you miss a shift.
  • If you miss a shift, we are obligated to charge a $400 fee to your credit card on file.
  • You can choose to “opt out” of volunteer shifts by paying $400 when you check out of registration.
  • You can sign up for only one shift during the Fun Meet.
  • If you sign up for the last shift of a meet, you must stay until the end of the meet, even if that is past what your volunteer shift states.
  • We may have one Alternate shift per meet. If you sign up for this shift, you must be available for the entirety of the meet. We will use you only for the approximate length of one shift (~2.5 hours), and we will let you know the week of the meet where and when we need you. But we have no idea if that will be early Saturday morning, during the meet, or for cleanup, so you must be open and available for anything if you choose to sign up for an Alternate shift.
  • If the only swimmer you have is a Mudskipper, you are not required to sign up for shifts during registration. If we have needs throughout the season, we may call on you to help fill in, and this can be a terrific way to get a feel for how volunteer points and shifts work and meet other parents.
  • If you don’t want to worry about individual volunteer shifts and would rather have more control, management, and input for our swim team, please consider a board position or an exempt position. You can talk to any board member for more information on different positions and what might be available.

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Shift Times

Normally we have three shifts per meet. Because we anticipate most (all?) meets being virtual in 2021, we believe our meets will be shorter and therefore will require only two shifts. We hope that we don't have to change shifts or shift times due to continually changing Covid guidelines, but that is always a possibility. We can't possibly anticipate everything.

We are also designating the shifts specifically for age groups (10 and younger, 11 and older). We don't think we will need to structure our meets differently and isolate age groups, but we also want to be prepared just in case. So we think this is the easiest way to tell you who might be competing at what time of day. Just pick the shift that works for you and your family. Some people want to volunteer at the same time as when their kids are swimming so that they don't have to be at the pool for the entire meet. Some people want to volunteer at the opposite time so that they can watch their kids swim. If we end up having everyone at the pool at the same time to run a traditional swim meet, then never mind these age-group designations! Please keep in mind that if you are volunteering for a position that is not directly on the pool deck (such as concessions, heating, upkeep, merchandise), you are always allowed to duck out and get to the pool deck to watch your swimmer in a specific event. There is one job that has different shift times: the volunteer at the check-in table, due to the nature of that job.

We had to estimate the shift times. You are expected to show up on time, even if the meet is running behind schedule. You are expected to stay for your entire shift, even if your swimmer or the age group finishes earlier. If you are volunteering in the final shift of a meet, we need you to stay until the end of the meet, even if that is past the time of your shift. Our swim team runs on volunteers; we need everyone to pull off a meet.

Here are shift times as they stand now:

Alternate: 7:30 a.m. to 12:30 p.m., but we will email to tell you exactly what three-hour time block we need you

Early Shift (for Check-In Volunteer): 6:30 a.m. to 9:00 a.m.

Later Shift (for Check-In Volunteer): 9:00 a.m. to 11:30 a.m.

Shift 1 (for Concessions, Heating, On-Deck Jobs/Rubber Duckies Deputy, Scoring, Upkeep, Timing): 7:30 a.m. to 10:30 a.m.

Shift 2 (for Concessions, Heating, On-Deck Jobs/Rubber Duckies Deputy, Scoring, Upkeep, Timing): 10:30 a.m. to 1:30 p.m.

Concessions AM Food Pickup: 6:00 a.m. to 8:30 a.m.

Friday Night Setup: 7:45 p.m. to 9:30 p.m., but we will email you to let you know exactly what time, because it depends on when we can start setting up at the pool

Meet and Concessions Setup: 6:00 a.m. to 8:00 a.m.

Post-Meet Cleanup: 12:00 p.m. to 2:30 p.m.

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Job Descriptions

NOTE: In the event that the meet becomes in person (and not virtual), whether home or away, we reserve the right to assign a different volunteer job to you. We KNOW this is not ideal, but we don't know how else to anticipate any changes in meet format.

Friday Night Setup: This volunteer (with others) sets up the pool the night before a home meet. Responsibilities include setting up the pool deck by moving furniture, setting up flags and ropes, and setting up tents/canopies. This job requires awkward and heavy lifting!

Saturday AM Meet and Concessions Setup: This volunteer (with others) makes sure everything is set up and ready to go for a home meet. Responsibilities include putting up flags/ropes, setting up tents/canopies, and setting up the concessions tables.

Upkeep Shift: This volunteer walks around during a home meet to make sure that trash cans are emptied and bathrooms are clean and stocked.

Post-Meet Cleanup: This volunteer (with others) cleans up the deck area, empties trash cans, and checks bathrooms. When the meet is finished, this volunteer (with others) puts away all materials from the meet, including tents/canopies, and moves all furniture back to original locations.

Concessions Shift: This volunteer (with others) sells items, assists customers, restocks products as necessary, cleans up the concessions tables, and puts items away. The early concessions food pickup volunteer picks up any concession items necessary from various vendors before the meet.

Heating/Clerk of Course Helper Shift: This volunteer (with others) helps to organize the swimmers in the heating area.

Scoring Shift: This volunteer works with the official scorers at the scoring table to manage our new system.

Timing Shift: This volunteer times all swimmers in one lane for the shift. Timers must have a working and charged smartphone for the entire shift, as our new system requires timers to use their own devices. If you sign up for a timing shift at a prelim or championship meet, you must have already timed in a regular-season meet.

Backup Timing Shift: This volunteer times each event so that if any timers have a problem, this volunteer can accurately time the race for that lane. Backup timers must have a working and charged smartphone for the entire shift, as our new system requires timers to use their own devices.If you sign up for a timing shift at a prelim or championship meet, you must have already timed in a regular-season meet.

Rubber Duckies Deputy Shift: This volunteer will give to the winner of each heat a ticket, which can then be redeemed at the concession stand for a prize.

Alternate Shift: This position is utilized to fill any needs we might have in any area surrounding a meet. If you sign up for an Alternate shift, you will work only a single shift for that meet, but you must be available from 7:30 a.m. until 1:30 p.m. until we know when and where you will be needed. The volunteer coordinator will notify you the week of the meet to tell you when and where you will be placed.

Check-In Table Shift: This volunteer will sit at the check-in table and check in swimmers and spectators as they arrive (making sure they are Covid compliant), check in volunteers for shifts, and sell any merchandise as necessary. Please note that the timing of these shifts is different from other shifts, as this job needs to start earlier in the morning and doesn't have to go through the duration of the meet.

Social Events (Swimming Under the Stars, End-of-Season Celebration) Shift: This volunteer (with others) helps to set up the cabana area, put up decorations if necessary, run games if necessary, empty trash cans, and clean up the cabana area.

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