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 Stroke Judge Info tab on the 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, clears 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 #, and 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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DQ Marker
- Marks the DQs announced for every event and heat on the DQ Marker sheet.
- Hands the completed DQ Marker sheet to the Runner for every heat.
- Stationed next to the Starter.
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Runner
- Picks up the timer sheets from the Scribes in all 6 lanes after each event heat and picks up the DQ Marker sheet on their way to the data table.
- Delivers all sheets to the Circler.
- This is an active assignment so good tennis shoes are recommended.
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Circler
- Receives sheets from the Runner and confirms they have sheets for all six lanes for each heat and the DQ marker sheet
- Finds the median time for each timer sheet and circles it.
- References the DQ Marker sheet and confirms the DQs are marker correctly on the timer sheets.
- Arrange each heat's timer sheets in place order (places the DQ Marker sheet in the back).
- Passes Timer Sheets to Ribbons
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Ribbons
- Sorts and prepares individual and relay race ribbons.
- Receives timer sheets from Circler.
- Hands out ribbons to the 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.
- Training is provided.
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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 in all ice chests.
- 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, tables, data entry area, lane markers, and ribbons area.
- 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 to start 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.
- 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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Trash Crew
- The trash crew is responsible for periodically checking all trash cans (including the bathroom) during the meet to see if they are full.
- If trash cans are full, then the volunteer is supposed to empty the trash can by taking the trash all the way out to the dumpster (wagon will be provided). Then, the volunteer adds a new trash bag to the trash can.
- At the end of the meet, this crew is responsible for picking up all trash in and around the pool area. Then, the trash crew takes all trash bags to the dumpster. Finally, all trash bins must get a new trash bag.
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