Oaklands Swim Club - Swim Team

For parents who are new to and even those that have been around the sport, you will soon learn that it takes a large number of volunteers with upwards of 50 volunteers (of which 11 require training) to run a swim meet. EACH and every position is CRITICAL to the function of each meet!  

In order to guarantee enough help to run a successful swim season, to help alleviate the burden of the same individuals/families volunteering, and to backfill positions as families age-off from swim team, YOUR assistance is needed and Swim Team families are required and expected to work at least four slots (meets, social events, etc.) during the course of the swim season.

What are the classes of jobs that we can volunteer for?

There are two different classes of jobs that are necessary to successfully run a meet and the swim team operations during the course of the season:

• SWIM MEET JOBS – these are specific to the flow and operation of the meet itself and include both untrained (e.g., timers, announcers, runners, clerk-of-course, etc.) and trained (i.e., judges, scorers, referees, starters) positions.

• ORGANIZATIONAL/SUPPORT JOBS – these are jobs that support the operation of the meet (e.g., grillers, water distribution, 50/50 raffle sales, set-up/takedown, etc.) and are untrained positions

Do both parents have to volunteer?

While we would be ecstatic to have both parents get involved and volunteer, but, no, we only require at least one parent to volunteer for at least at least four times over the course of the summer swim season.  They can elect to work any combination of available opportunities presented throughout the season. 

How is the volunteer policy enforced?

At meet check-in our volunteer coordinator will be checking in all volunteers. If there is no volunteer checked in for a swimmer, and a replacement volunteer has not been identified or the volunteer coordinator informed, the swim team committee has the right to bill the family a small fine to accommodate shortcomings by families to volunteers during the course of the season.

How does the volunteer system work?

Once the swim meets and events are loaded to Swimtopia, the volunteer options for each meet will be made available . We have a large number of positions available. With positions filled on a first come, first serve basis for each meet. Please note some positions do require official training by the SSL. This information is marked on the event's registration page and training sessions will be published by The Slugs via Swimtopia

What about the other team?

At a meet both teams are expected to bring volunteers (Visitors still provide some key trained positions in addition to our volunteers). The number of parent positions for many position are roughly evenly split between the two teams. This also ensures fairness as we have checks and balances in place to prevent favoritism toward one team or another.

Some positions such as as starter, referee, head timer, and Clerk-of-Court as well as other supporting positions are only staffed by the home team.

What are trained positions?

The Stater, Referee, Stroke & Turn Judges, and Scorer positions all require training and individuals must attend a training class that is provided by the SSL prior to the start of the season. Some of these classes are offered multiple times in May and Early June. The more trained officials we have, the better we can cover the meets as well as not having the same individual(s) volunteer for each and every meet

If I don't know what I'm doing for the jobs how can I volunteer?

We realize not everyone is going to know about all of the positions, especially the trained position. If you are unsure about any position (trained or untrained) you are encouraged to shadow any official or volunteer. They will be more than happy to help explain the position and duties.

We all started somewhere in helping out with the swim team and we would encourage you to get your feet wet by a job such as runner or timer (if you can press a button, you can time a swim meet). Start small and go from there.

My spouse works during meets and I have swimmers and small children, how can I be expected to volunteer during meets?

We understand your situation and you surely are not the first family nor the last family to encounter this situation. Many families that are heavily involved in swim team operations were in your situation as well.

We would encourage you to volunteer for jobs before or after the meet (e.g,. meet set-up/tear-down), jobs with small requirements (e.g., Water Bottle distribution to on-deck officials & volunteers), or event outside of swim meets themselves (e.g., social events, swim banquet).

There are even volunteer opportunities that can be performed at home such as completing ribbons for the swim meet's place winners.

We will be away for a meet and my swimmer(s) relative or caretaker will be with them at the meet. Are they responsible to fulfil my volunteer requirements?

Normally would say "Go, have fun" if you are a parent that regularly meets their volunteer requirements. However as the meet schedule is published in advance we would ask that you please plan your volunteer assignments around any vacations.

However, if your relatives or caretakers wish to volunteer at the respective meet(s), we will not turn their help away.

That said, any relatives or caretaker that would routinely bring and/or supervise your swimmer(s) at meets we would ask that you would please add them as an additional adult on the registration from both a safety perspective (in the unlikely event something should happen we know who they are) and also for you to be able to register them as volunteers. Please ensure that they are aware they will be fulfilling you commitment(s) in your absence.

I am signed up for a volunteer position at a meet and an unexpected emergency comes up, what do I do?

We understand emergencies occur and plans change. Should you be unable to work the scheduled time/job you volunteer for, YOU are responsible for attempting to arranging a trade or find a replacement. We would ask that you also contact the Swim Team Committee and let them know who your replacement is or advise that you were unable to find a replacement.

If you routinely sign-up and miss your assignments, you risk being penalized with the no-volunteer penalty at season's end

I am signed up for a volunteer position at a meet and an unexpected emergency comes up or I am no longer able to attend the meet, what should I do?

We understand emergencies occur and plans change. Should you be unable to work the scheduled time/job you signed-up to volunteer, YOU are responsible for attempting to arranging a trade or find a replacement. We would ask that you also contact the Swim Team Committee and let them know who your replacement is or advise that you were unable to find a replacement.

If you routinely sign-up and miss your assignments, you risk being penalized the no-volunteer penalty assessment at season's end

What happens if our family does not fulfil its volunteer requirements during a swim season?

As mentioned previously mentioned, it takes ALL families to help ensure that the swim season, operations, and meets run successfully.

Families who fail to properly volunteer at least four times (can be same or different meets as some jobs only require volunteering for half of a meet) during the season may face a $125 no-volunteer penalty assessment that will be collected at the end of the season.

This fee is acknowledged, documented, and pre-authorized if needs to be enforced during the registration process. It will only be authorized for collection at the Swim Team Committee's discretion if families fail to volunteer at least four times, routinely miss assignments, or do not designate an alterative if relatives or caretakers routinely bring swimmers to meets

I absolutely do not have time or availability to volunteer, will I be penalized for not volunteering?

We understand there are families that are completely unable to volunteer their time at all. They may contact the Swim Team Committee at [email protected] to discuss alternative methods in which they can help support swim team operations.  

Individuals who are still unable to fulfil volunteer requirements or assist in swim team operations, may still risk being fined the no-volunteer penalty.  If there is still an impasse that cannot be resolved after contact is made with the Swim Team, the Swim Team Committee may force an outright opt-out at which time a family will be immediately charged the no-volunteer penalty assessment.