Volunteer Policy
Parent volunteers are essential to the success of the Sea Otter Swim Team. It takes many volunteers to run our meets and events effectively. Volunteer shifts are fun and very community oriented, and require a significant commitment from our swim families. At every meet your swimmer plans to attend, including Time Trials and Champs, you should be prepared to work at least one shift. At any meet it may be necessary to work an additional shift or cover an open shift, sometimes at short notice. If you know you will miss certain meets, you are required to sign-up for multiple shifts at the meets/events you will be in attendance, in order to fulfill your volunteer requirements.
Our policy is outlined below. Each family will be required to complete the following:
- Swim Meets and activities: 5 shifts
- Championship Meet: 1-2 shifts
If for any reason you cannot work your shift, it is your responsibility to find your replacement and notify the Volunteer Coordinators of the change. $250 per shift will be deducted from your deposit for the following reasons:
- You fail to show up for a shift
- You fail to notify the Volunteer Coordinators by Wednesday, at 9pm, prior to the shift to be missed AND you do not find a replacement for yourself
Please also note, our policy is now aligned with the other teams in our League, showing appreciation for our families who regularly fulfill their volunteer requirements, and also generously pick-up the slack when other families do not. If you do not fulfill the requirements outlined above, (barring extenuating circumstances where the Board makes an exception) we will institute the following:
- First missed shift, $250 charge to your credit card.
- Second missed shift, another $250 charge to your credit card and your swimmer will be released from the team for the remainder of the season.
If you have any questions, contact [email protected]
To make things easier, we ask our "seasoned families" (families who have been on the team for two + seasons) to sign up for positions that require a little more experience and comfort levels, and leave timing/marshall/runner positions for newer families.
Volunteer Shift Descriptions
Please note that first shift end times and second shift start times are approximate. First shift volunteers cover the first half of the swim meet - Medley Relay, Butterfly and Backstroke events. Second shift volunteers cover the second half of the swim meet - Breaststroke, Freestyle and Freestyle Relay events.
To make things easier, we ask our "seasoned families" (families who have been on the team for two + seasons) to sign up for positions that require a little more experience and comfort levels, and leave timing/marshall/runner positions for newer families.
Awards
Assist putting the correct labels on the ribbons for the swimmers and sorting them. This shift takes place at home meets only and runs from Event #33 through the end of the meet.
Announcer
Announces the upcoming swim events during the swim meet including swimmers' names, and makes general announcments as requested.
Clerk of the Course
Helps line up the swimmers for their events. You will be standing under a pop up and working directly with the swimmers.
Computer Aid
Assists with data entry of swimmers' information for meet using software similar to EXCEL (HY-TEK Meet Manager). Computer Aides must sign up for one shift at all home meets to keep consistency.
Floater
Fills in where needed at the meet. Requires flexibility. Check in with the team representative.
Head Timer
The overall timer of the first or second half of the swim meet. Supervises the timers. Provides timer backup with two stop watches.
Lane Recorder
Sits in a chair behind the timers and writes down the times for the swimmers in your lane (assigned at the meet).
Lane Timer
Sits in a chair and uses a stopwatch to time the swimmers in your lane (assigned at the meet).
Meet Clean-up
Helps take down the meet, including putting away chairs, tables, sound system, easy ups, etc. Start time at approximately 12:00 pm
Meet Setup
Helps set up for the meet, including setting up tables, chairs, sound system, easy-ups, etc. 5:30 am start time
Runner
Transports heat sheets, DQ slips and other documents between the stroke and turn judges, the recorders, and the clerk of the course. You may also be asked to carry water bottles from the snack shack to the working volunteers. Check in at Office for your shift. Requires comfortable shoes.
Referee
The overall monitor for the first or second half of the swim meet. This position requires a working knowledge of the cabana club rules and the USA swimming rules.
Snack Bar and BBQ Helper
Helps set up, serve, prepare food and clean up in the snack bar. BBQ Helpers will cook at the BBQ, serve food and help with clean up. Volunteers for the set-up and clean up shifts should be able to lift 10lbs. Times available throughout the day and the Friday night before a home meet.
Starter
Oversees the start of all races at the meet, ensuring swimmers are positioned correctly and starts are conducted fairly and consistently. Coordinate with timers and other officials to maintain an efficient and organized flow of events. This position requires special training.
Stop and Finish Recorder
Independently records the order in which swimmers finish each race to help verify official results. This position is best for a seasoned family.
Stroke and Turn
Judges the swimmers stroke and turns in the first or second half of the meet. This position requires special training.
Volunteer and Swimmer Check-in Tables
Stands at the swimmer check-in tables. Checks in all volunteers and swimmers. Must be able to print lists at home. You will explain to the swimmers how to register. The swimmers will initial their name on pink (girls) or blue (boys) paper and circle the events they will be swimming in. If the swimmer is not swimming an event next to their name they should put an "x" over that event. Finally, you should tell the swimmer (or swimmer's parent) to put all of the event numbers on their hand in permanent ink. 6:30 am start time
