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Job Descriptions

Our swim team relies heavily on parents to run the meets. It takes more than 100 volunteers for a swim meet to run effectively. Therefore, each family on our team will earn 65 points worth of volunteer activities during the regular 4 meet Summer season. Some positions require certification or training, look for clinics and training sessions on our website.

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CONSOLE OPERATOR (Home & Away)

1 per meet. The computer operator manages the meet scoring. They will be using the team PC throughout the meet. The computer operator will retrieve times from the wireless timers (and if necessary the event timing sheets) and score the meet using the Meet Manager program. Operators are asked to show up before check in to set up and test the timing system well before the meet begins. They will finish as the meet ends and all the ribbon labels are printed.

Will work the entire meet. WHALe / Preseason training REQUIRED

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CONSOLE OPERATOR AIDE (Home & Away)

1 per meet. Will assist the computer operator by recording (on paper) the heat timing file name for each heat (template to be provided) and in any other way necessary (i.e, breaks). The assistant will help keep the ribbon sticker printed to supply the ribbons volunteers. Operators are asked to show up before check in to set up and test the timing system well before the meet begins. The will finish as the meet ends and all the ribbon labels are printed.

Will work the entire meet. WHALe / Preseason training recommended

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RIBBONS (Home & Away)

1 per half. The volunteers will receive print labels, attach them to correct colored ribbon and organize them to be passed to the appropriate team. Ribbon volunteers will be trained by the awards coordinator after check in. The job will begin as the stickers are printed and will end after all swimmers have entries printed and organized for the teams.

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RUNNER (Home & Away)

1 per half. The runner collects all of the timing slips from the timers and deliver them to the computer table. The runner works closely with the head timer. You maybe asked to give a timer an unexpected break so you will be require to attend the timers meeting prior to the meets start. The runner will attend the timers meeting and will work until the last heat is finished.

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TIMER (Home and Away)

6-8 per meet. Each volunteer will be assigned to a single lane and will have one (1) wireless timer. This timer starts automatically. The volunteer will STOP the wireless timer when the swimmer touches the wall. One timer in each lane will also have a digital timer. This timer will start the digital timer upon receiving the VISUAL signal from the starter and will stop the timer upon the swimmer touching the wall. The second timer in each lane will be the scribe. The 2nd timer will record the time from the DIGITAL TIMER only on the event heat sheet. The scribe will hand the runner the event heat sheet at the conclusion of each EVENT. Timers are required to attend the timer meeting prior to the meet start. Ideally timers will have a food and restroom break at the meet’s half.

Will work the entire meet.

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JUDGE – TOUCH/TURN (Home & Away)

2 per meet. All Judges and Starters must attend a training course and hold current WHALe certification. The same training course covers stroke judge, touch turn judge and starter training. Judges determine whether the swimmers are swimming with legal stokes, turns and finishes. With enough volunteers judges should get a break every hour. Judges will arrive at check in, are required to attend a pre-meet judges meeting.

Will work the entire meet. WHALe / Preseason training REQUIRED

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JUDGE - STROKE (Home & Away)

1 per meet. All Judges and Starters must attend a training course and hold current WHALe certification. The same training course covers stroke judge, touch turn judge and starter training. Judges determine whether the swimmers are swimming with legal stokes, turns and finishes. With enough volunteers judges should get a break every hour. Judges will arrive at check in, are required to attend a pre-meet judges meeting.

Will work the entire meet. WHALe / Preseason training REQUIRED

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STARTER (Home Only)

1 per meet. At home meets the starter instructs the swimmers to take their mark, gives the signal to begin the race and charges false starts. The starter is also required to announce the event / heat number at the beginning of the race and may be required to make general announcements to spectators during the meet. All Starters must attend a training course and hold current WHALe certification.

Will work the entire meet. WHALe / Preseason training REQUIRED

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REFEREE (Home Only)

1 per meet. The referee runs the meet and makes decisions based on the touch turn / stroke judge recommendations. The referee with declare swimmer disqualifications and record them on the event timing sheet. The referee should work with the starter to keep the meet pace on time. The referee will run the judges meeting before the meet starts and will work until the last heat. Will work the entire meet. WHALe / Preseason training REQUIRED

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ANNOUNCER & AIDE (Home Only)

1 Announcer & 1 Aide per home meet. Announces individual events. Works closely with the starter to keep the meet running smoothly. The Aide works with the Announcer to turn event cards, provide information, etc.

Will work the entire meet.

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CONCESSIONS (Home Only)

1 Grill master & 2 per half. First half concessions arrive early to meets to help set up concession stand and snow cone machine. Check in with the volunteer coordinator and help sell concession items. 2nd half will overlap first half volunteer for the mid-meet break to help sell. After the rush the second shift volunteers will relieve the first half for the remainder of the meet.Second half volunteers are required to stay through the end of the meet and assist in cleaning the concession area.

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EXTRAS (Home & Away)

2 per meet. These parents will arrive in time to attend the timers meeting and be on hand the entire meet to help where needed. Will be awarded full 20 points if you are placed in for full-meet job.

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HEAD TIMER (Home & Away)

1 per meet. The head timer will conduct a timer training before each meet. They will review/teach equipment use and timing procedure during the timer meeting. Following the meeting the head timer will assign timers to lanes. The head timer will be responsible for insuring that the times from the wireless timers are being correctly reported on the computer and that the digital timers are functioning properly. The head timer will also serve as a backup timer, starting 2 digital timers for each heat. Lastly head timer will organize relief for lane timer breaks as needed. Head timers will arrive 45 minutes before the meet and finish with the final heat. Will work the entire meet.

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DECK MONITOR (Home Only)

2 per half. Patrols timer side deck and makes sure that only swimmers, coaches, timers, and heating personnel are on the deck. All other people must be stopped and asked to go around the clubhouse to get to the concessions and to the restrooms. Swimmers with ribbons from visiting team should go around clubhouse and back to tents as well.

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HOSPITALITY (Home Only)

1 per half. Makes sure all volunteers that are unable to regularly leave there assigned position on BOTH teams have water. Examples are referee, judges, starter, heat-board operator, timers, head timer, and computer operators… They will make certain restrooms and respectable have paper and the garbage's are emptied. They will direct any person with questions to a board member. Hospitality will arrive at check in and finish at the end of the meet.

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CLERK OF COURSE (Home & Away)

2 per meet. Receives the swimmers from the Team Parents. Organize swimmers into their lanes and onto their ready bench. At check in the ready bench volunteers see volunteer coordinator to receive heat sheets and clip board then report to the ready bench coordinator for instructions. Ready beach voluteers work from the start of the meet to the final heat.

Will work the entire meet. WHALe / Preseason background check REQUIRED

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HOME MEET PRE-SETUP (Home Only)

6 for ~1 hour of setup the Sunday evening prior to a home meet. Brings all tents and tarps from the team storage to each meet and stores them in the pool area. Sets up benches and all other necessary logistics to make pre-meet setup easier.

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SETUP (Home & Away)

5 per meet. Volunteers will show up 2 hours prior to the meet warm up time to set-up all team tents, tables, timing chairs, umbrellas, caution barriers, flags and set out garbage cans and bags. The volunteer will check in with equipment manager for that meet to get all instructions, then with the volunteer coordinator to insure appropriate credit for the job is received. This is a good position for parents with only 6 and under swimmers.

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PARKING / SECURITY (Home Only)

2 per half. Sets up & cleans up signs, directs traffic when necessary, & aids parents in parking. Patrols pool area and surrounding grounds for security purposes.

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BREAK DOWN (Home & Away)

6 per home meet & 4 per away meet. Volunteers may start at the beginning of 50 yd. butterfly (event 60). Takes down all the tents, tarps, heating benches, ropes and signs - returns them neatly to storage.

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TENT PARENT (Home & Away)

Up to 3 per age group for each gender. Tent parents will report to the team parent coordinator for instructions BEFORE swimmers arrive. Each volunteer have heat sheets and sharpies to inform swimmer of their events. The volunteers must keep swimmers together under appropriate tents and deliver them to the ready bench before their events. Instruct the swimmers to pick up after themselves during and after the meet. Make sure the area has enough trash bags and request more if needed. Only the 6 and under team parents are able to leave after the 6 and under swimmers have been released to their parents after backstroke.

Will work the entire meet. WHALe / Preseason background check REQUIRED

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