Green Trails Swim Team

Green Trails Swim Team
Volunteer Job Descriptions

Volunteer Check-In Clerk – Check in volunteers for home & away meets

Swimmer Check-In Clerk - Sign in all swimmers as they arrive for each swim meet, home and away. After check-in, swimmers proceed to their age group ready bench area for marking up. Thirty minutes prior to the start of the meet, the Check-In Clerk brings the sign-in sheet to the Head Coach and informs her of any swimmers that did not show up for the meet. Any swimmer not checked in at this time may forfeit his or her place on a relay team.

Ready Bench – See Below

Note: New this year, an Assistant Coach will be assigned to the Ready Bench during meets to assist volunteers in reassigning swimmers to fill in for no-shows.

Gator Guppies Captain – Ready Bench captain for 5/6s. Provide additional assistance and oversight to 5/6s during check in, marking up, and lining up for races and relays. Must be seated in Gator Guppies age group area and stay ON DECK during meets to double check swimmer line-ups. Must work each meet or provide a qualified alternate.

Ready Bench Captain, Boys – Work with volunteer coordinator to schedule ready bench volunteers (2-3 volunteers per age group); train bench volunteers, paying special attention to the particulars for setting up relays. Check in bench volunteers at the beginning of each meet, home and away. Distribute badges. Stay in Age Group Ready Bench areas to work with coaches to assist in reassigning swimmers should the need arise.

• Boys’  Bench Volunteers - Inform swimmers of their events, heats, and assigned lanes (you will be issued a Heat Sheet to assist you); escort swimmers to the ready bench area when these events are called. Must stay ON DECK during the time their respective swimmers are in the water. You must know where your swimmers are at all times. Swimmers will be told to check out with the Bench volunteer after swimming his last race and prior to leaving the pool area.

Ready Bench Captain, Girls – Work with volunteer coordinator to schedule ready bench volunteers (2-3 volunteers per age group); train bench volunteers, paying special attention to the particulars for setting up relays. Check in bench volunteers at the beginning of each meet, home and away. Distribute badges. Stay in Age Group Ready Bench areas to work with coaches to assist in reassigning swimmers should the need arise.

• Girls’  Bench Volunteers - Inform swimmers of their events, heats, and assigned lanes (you will be issued a Heat Sheet to assist you); escort swimmers to the ready bench area when these events are called. Must stay ON DECK during the time their respective swimmers are in the water. You must know where your swimmers are at all times. Swimmers will be told to check out with the Bench volunteer after swimming her last race and prior to leaving the pool area.

Referee – Provided by the home team. This volunteer is in complete charge of the swim meet at their designated home meet, including ejecting spectators for objectionable behavior. Positioned at the finish. Has the final word in all disputes according to the League Bylaws. Must hold current WHALe certification and work all home meets. May split shifts with a qualified alternate.

Judges’ Coordinator – Work with volunteer coordinator to schedule judges for each meet; 2 stroke judges, 4 touch turn judges (volunteers may split shifts). Judges rotate sides of the pool halfway through the meet. Provide training prior to meet. All judges must hold current WHALe certification.

• Stroke Judges - Observe the swimmers within each heat of the meet to ensure that their strokes are legal according to the WHALe swimming rules. Infractions are reported to the Meet Director for the swimmer in question. Leniency in cases of "no harm" fouls or fouls among the ten and under age groups is encouraged. There are no disqualifications in the 6 and under and the 7 - 8 age groups, unless, in the opinion of the Stroke Judge or Meet Director, the swimmer has had an unfair advantage in swimming the wrong stroke.
• Touch Turn Judges - Observe the swimmers within each heat of the meet to ensure that all turns and touches are legal according to the WHALe swimming rules. They also watch for false starts on the relay takeoffs. Infractions are reported to the Meet Director for the swimmer in question.

All judges, referees and starters must hold current WHALe certification
(three training opportunities - May 8th 10am to 12pm; May 18th 6:30 to 8:30pm; May 22nd 10am to 12pm)

Lead Starter – Provided by the home team; Instructs swimmers to take mark, gives starting signal, charges false starts. Also makes general announcements. Coordinates with Referee to ensure meet is conducted in a timely and efficient manner. Must hold current WHALe certification.

• Starter – Works half meet only; instructs swimmers to take mark, gives starting signal, charges false starts, makes general announcements. Must hold current WHALe certification.

• Event Card Clerk – Provided by the home team. Responsible for flipping event cards.

Head Timer – Schedule timers for meets (Note: some meets are at 8- lane pools); train timers; ensure equipment is in working order; distribute stopwatches and badges. Work each meet or provide a qualified alternate.

• Timers – Use a stopwatch to time individual swimmers in all heats. Per WHALe rules, there are 3 timers per lane with each team to provide half of the timers. Home team – 2 timers in odd lanes and 1 in even lanes. One writer per lane will record times on Timing Slips.

Lead Scorer – Work with volunteer coordinator to schedule runners and scorers for each meet; check in volunteers and distribute badges. Train scorers prior to each meet. May act as home team designated scorer for the meet. Work each home meet or provide a qualified alternate.

• Runners – One per team; pick up timing slips from each lane and bring them to scoring table.
• Scorers – One per team; scorers circle middle time and place strips in correct order first through last. May be assisted by a Circler (Scorer’s Aide). Only first heat is scored (scoring sheet is provided). Slips are then passed to ribbon table.

Ribbon Wrangler – Work with volunteer coordinator to schedule Ribbon Table workers for each meet. 4 volunteers per HOME/AWAY meet.

• Ribbon Volunteer – Awards participation ribbons after each heat; Timing Slips are forwarded from the scorekeepers to the Ribbons table, where the volunteers call out the event and heat and award the ribbons to swimmers. Timing Slips are bundled and kept.

Data Entry Clerk – Uses team computer to enter swimmer times into Meet Manager.

Facilities Crew Chief/Set-Up – oversees set up for meets and ensures necessary equipment (tents, tables, etc.) is transported to away meets. Senior Swimmers and coaches set up the pool on the morning of the home meet; the Crew Chief is not necessarily needed in the morning.

• Parking Lot Monitor – Home meets; ensures only permitted cars (i.e., meet officials, coaches, visiting team officials, certain key volunteers) are parked in the lot at the Ayers Pool.
• Lord/Lady of the Tents - Help set up tents in age group areas and pack them up at sundown, at home and away meets.

Facilities Crew Chief/Clean-Up – oversees clean up for home meets.

• Bathroom Monitor - Ensures bathrooms are kept stocked with paper goods.
• Garbage Duty – Ensures garbage cans are emptied as needed throughout the meet.
• Clean Up – Assists team officials with tearing down equipment and cleaning up the pool after the meet; will receive preferred parking at home meets.

Concessions Coordinator – Estimate and purchase quantities of food/drink/candy for concession sales at home meets and time trials. Schedule Chick-Fil-A, El Fresh Taco and sno cone vendors. Procure supplies (ice, chests, etc.) and ice down drinks prior to events. Set up concession are prior to home meets. Pack up supplies after meets. Receive cash box from treasurer, count petty cash, and keep accounting of expenditures/revenues.

• Concessions Volunteer – Sell food, drinks and candy at home meets.
• Hospitality Volunteer – Distribute water to volunteers at home meets.

Donut Fridays – Order and pick up donuts for Fun Fridays.

Team Party – Plan end-of-season party at the Ayers pool. Order pizza and pick up drinks. Collect money for Coach/Volunteer Appreciation gifts. Purchase/assemble gift bags. Order and pick up Team Medals.

Pictures – Schedule photographer for team pictures. Attend picture day and organize payment, lining up for pictures. Open/close pool. Distribute pictures when they are finished.

Spirit Wear – Help sell Spirit Wear items during first few weeks of practice and at home meets. Pick up team t-shirts and distribute to each swimmer.

Webmaster – Maintain website and make changes/updates as needed throughout season.

More in-depth volunteer training will be provided at the MANDATORY parent meeting on Sunday,April 18th AND prior to our first meet.

We thank all our volunteers because we could not conduct a swim meet without you!! The swimmers appreciate you so much! Please remember to contact at if for some reason you cannot fulfill your job assignment. Thank You!

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