Volunteer Descriptions
Volunteer position preferences and shift preferences will be selected during registration.
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Age Group Parent
- All Age Group Parents must pass a background check.
- Arrives 45 minutes prior to the meet start time and must stay until every swimmer in your assigned age group finishes swimming.
- Supervises the tent area for a particular age group & gender during meets.
- Takes attendance of the swimmers as they arrive for the meet and informs the coach of any absences.
- Marks arms of swimmers with event/heat/lane (The Age Group Parent Volunteer will be provided a heat sheet to assist in lining up the swimmers).
- Keeps track of swimmers - as best as they reasonably can - between events and gets swimmers to the ready bench (preferably in line up order based on lane and heat) on time with caps and goggles.
- For most age groups, several parents will share this job.
- Expected to work every meet, but must be able to work a minimum of 5 of the 7 meets.
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Stroke Judge
- Training is mandatory. New stroke judges attend a "Long" clinic as per the SHRSL. Returning stroke judges that attended a clinic last year will need to complete the "Short" clinic as per SHRSL. Clinics are offered on multiple dates and must be completed before being a stroke judge at a swim meet. See SHRSL Stroke Judge website for clinic dates.
- Determines if swimmer completed the entire swim event according to league rules concerning the start, body position, arm stroke, leg kick, stroke order, turns and finishes.
- Two stroke judges from each team are needed for each meet shift. Two additional from each team are required during Relay Events.
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Timer
- Times the race, starting as instructed by the Starter and stopping the watch when the swimmer touches the wall. You MUST lean over the edge to see the swimmer’s finish.
- Communicates the swimmer’s time to the Scribe so he/she can record it. Then, clear their watch, and is ready to start timing again for the next race.
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Scribe
- Marks each timer sheet correctly with the swimmer’s information (swimmer number, times, lane #, heat #, team).
- If there’s no swimmer, Scribes still fills out score sheet with NS (no swimmer), lane #, heat #.
- Marks the DQs (Participation) on the timer sheets as announced after each event.
- Gives timer sheet to the Runner.
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Runner
- Picks up the timer sheets from Scribes in all 6 lanes after each event heat and delivers them to the circler.
- This is an active assignment so good tennis shoes are recommended.
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Circler
- Receives time sheets from the Runner and confirms they have sheets for all six lanes for each heat.
- Finds the median time for each timer sheet and circles it.
- Arrange each heat's timer sheets in place order.
- Passes Timer Sheets to Ribbons
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Ribbons
- Sorts and prepares individual and relay race ribbons.
- Receives timer sheets from Score Keeper.
- Hands out ribbons to swimmers according to place order; verifying swimmer number before giving a ribbon.
- Once ribbons are handed out, gives the heat's timer sheets to the Data Entry volunteer.
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Data Entry
- Receives time sheets from Ribbons.
- Enters data into the computer and verifies data entered.
- Files completed timer sheets.
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Ready Bench
- Responsible for confirming the swimmers are lined up by event, heat, and lane on the ready benches. (The Ready Bench Volunteer will be provided a heat sheet to assist in lining up the swimmers).
- The Ready Bench Volunteer indicate to the swimmers on the benches when the next heat can go to the lanes.
- This position is not recommended for parents new to swim team.
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Water & Bathroom
- Delivers water to volunteers who are not able to leave their jobs (timers, scribes, runners, stroke judges, data entry, etc.) by walking a rolling ice chest around. This should happen approximately every 20 minutes.
- Checks and refills water bottles as needed.
- Every half hour checks the bathrooms and helps to keep them clean.
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Meet Set Up
- This position requires volunteers to arrive 2 hrs. prior to meet start.
- Sets up the team area by hanging signs on tents, posting heat sheets on the wall, and helping to prep stop watches, scribe sheets, and age group sheets.
- For Away Meets:
- Sets up the tents and tables as needed.
- For Home Meets:
- Sets up the ready benches, tents, chairs, and tables.
- Place coolers in designated area prior to the start of the meet and confirms they are filled and ready.
- Checks that the bathrooms are cleaned and ready for the meet.
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Meet Tear Down
- Once the meet has completed, these volunteers begin storing away ready benches, chairs, and tables as needed.
- Helps pick up trash and changes trash bags in the trash cans.
- Empty Coolers and put remaining waters in storage closet.
- Collect Lane markers and Scribe Lights and gives to a board member.
- Checks Bathrooms for trash and Lost/Forgotten items.
- Assist with putting away ribbons, clip boards, timing watches, etc. and takes down taped up heat sheets.
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