2013 Rio Rapids
Parent Volunteer Handbook
Parent Volunteer Commitment 2013
Click here for the Word version of the handbook.
Rio Rapids Swim Team runs only because of our committed, dynamic parents – it really DOES take a village to run a meet! Whether it is home or away meets, or great team events, nothing would happen without our fantastic family volunteers. Our team is not unique – every swim team requires a volunteer commitment from their families. Also, it’s your chance to get involved, get to know other Rapids families and have the opportunity to support our team.
Our family commitment this season is the same as years past – 10 points per family. You will see on the volunteer sign up how many ‘points’ each shift is worth.
A few new policies this year:
· If you miss a shift you signed up for AND DO NOT FIND A REPLACEMENT OR RECEIVE APPROVAL TO MISS YOUR SHIFT FROM THE PARENT JOB COORDINATORS, you will be required to immediately submit a $250 deposit to Kathy Bimson, General Manager, Rio Del Oro Racquet Club.
· Your $250 check will be cashed if 1) you miss a second shift without finding a replacement or receiving approval from the Parent Job Coordinator, or 2) you do not complete your required number of shifts for the summer.
· You must sign up for your required number of shifts by June 1st. If you have not signed up for adequate shifts by June 1, you will be assigned shifts to finish your commitment. Again, any missed shift will result in the required $250 deposit.
· If you do not complete your required shifts by the end of the regular swim season (the regular season ends on the evening BEFORE Champs), you will be required to pay an additional $250 before registering again for swim team.
· 15-18 families are required to fulfill two shifts for the regular season. The Parents or the swimmer may fulfill this requirement. (*Note if you have a 15-18 swimmer AND a swimmer in another age group, you are required to fulfill the entire 10 shift commitment.)
These new policies are simply meant to ensure everyone does their fair share – and the same families do not do all the volunteer hours. Many of our families have gone above and beyond for the last few years – doing 12, 13, 14 shifts or more, and this will hopefully take the burden off of them and ensure that we all do our part to keep our meets running smoothly and quickly.
Parent Job Descriptions
Pool side seat during meets. Announces events, lane changes, updates to events at home meets. Calls for missing swimmers and or shift workers as needed. Value: 1 shift. Experience required: NONE, helpful to work with experienced announcer during time trials.
Ready Bench Volunteer:
Works with Head Ready Bench Volunteer to help seat swimmers in the Ready Bench area. Value: 1.5 shifts. Experience Required: NONE, but helpful to work with experienced volunteer at time trials.
Head Ready Bench Volunteer Coordinator:
*Please note: this is a job for the entire season.
Works with parent volunteers during every meet. By signing up for this job, you agree to be at all meets or find a reasonable replacement. At the end of the season, you will receive a full 10 shift credit for the season. Value: 10 shifts. Experience Required: NONE.
Manages computerized timer system to track and record event's lane results, watches the meet poolside. Manages the scoreboard as needed. Value: 1 shift. Experience Required: One shift of training experience during Time Trials.
Arrive to home meet by 7 a.m. to assist with monitoring designated parking areas for all families participating in swim meet. This job is completed by the start of the meet. Value: 1 shift. Experience Required: none.
Head Ribbon Volunteer Coordinator:
*Please note: this is a job for the entire season.
Works with parent volunteers during every meet. Ensures that all ribbons are completed by end of meet. Responsible for bringing "Family Files" to all away meets as well. By signing up for this job, you agree to be at all meets or find a reasonable replacement. At the end of the season, you will receive a full 10 shift credit for the season. Value: 10 shifts. Experience Required: NONE.
Label and sort all ribbons awarded to swimmers. Place in family file. Sign up to help at individual meets. Value: 1 shift. Experience Required: none (good job for new families or those with small children).
Gathers completed lane slips from each timer at end of each event. Delivers lane slips to computer operators. Also responsible for posting results during meet. Watches the meet poolside. Value: 1 shift. Experience Required: NONE (a good job for new families).
Lead Set Up Volunteer Coordinator:
*Note: This job is for the entire season!
Present each Friday Night and Saturday Morning for Set Up. In charge of all set-up volunteers. The "go-to" person for all set up questions during Home Meets. Coordinates the pickup of all E-Z Up tents for Away Meets with Transport Volunteers. By signing up for this job, you agree to attend all Friday Night Set-ups and Saturday Morning Set-ups for Home Meets or finding a responsible substitute if unavailable. Value: At the completion of season, if job is successfully completed, 10 shifts will be credited. Experience Required: Familiar with the set up procedure at Rio- prior set up experience preferred.
Set Up Friday Night, Home Meet:
Help to prepares pool area and team area starting Friday evening at 5 PM before a Saturday Home Meet. Value: 1 shift. Experience required: NONE (a good job for new families and those with young swimmers).
Set Up Home Meet, Morning:
Completes preparation for meets – Must arrive at 6:30 AM. Value: 1.5 shifts. Experience Required: NONE (a good job for new families and those with young swimmers).
Snack Bar Worker:
Helping provide swimmers, parents and spectators with refreshments and meals during all home meets. This position helps to raise funds for the Rapids Swim Team. Value: 1 shift. Experience Required: NONE.
Start races for swimmers. Value: 2 shifts. Experience Required: must train with experienced Starter prior to signing up.
Stroke and Turn Judge:
Verifies swimmers are using correct stroke and turn. Submits event disqualification (DQ) slips to the meet referee. Swimming background is helpful, but not required. Watches the meet pool side. Value: 2 shifts. Experience Required: This job requires attendance at a training meeting TBD
Takes down and puts equipment away after the meet. Value: 2 shifts. Experience Required: NONE.
Tent Transportation and Set Up at Away Meets:
Away meets only. Need truck or larger SUV to transport tents that shade the swimmer during the meets. Job requires pick up of E-Z Ups from Rio on Friday night, transport them, set-up, tear down and return back to Rio. Value: 2 shifts. Experience Required: NONE (not a job for 6&U only parents as it requires you to be present at end of meet to take down tents).
Team Area Parent:
Positions available for each age group, girls and boys. Hands on interaction with swimmers in the team area. In charge of the meet sheets and informing swimmers of their races. Deliver swimmers to the ready bench in time for their race. (If you have younger children that require supervision in addition to your swimmer(s) this may be a perfect spot for you). Value: There are 1/2 day shifts available for 1 shift credit and full day shifts available for 2 shift credits. Experience Required: NONE Please note: This job position requires you to be ON TIME for meets. If you are not present to help with writing numbers on the hands of the swimmers, you will not receive credit for your shift.
Front row seat in the shade, this position is responsible for timing and recording individual swimmers times at home and away meets. Value: 1 shift. Experience Required: NONE (this is a great job for new families)
Volunteer Check In:
Need to arrive early to meet (6:45AM), assist the Volunteer Chairperson with checking in Parent Volunteers. This job is typically completed by start of meet. Value: 1 shift. Experience Required: NONE (a great job for new families and families with young swimmers).
Frequently Asked Questions
I’m a new parent with little children, and often at meets without my spouse. What jobs can I do when I’m watching small kids at a swim meet?
This is a tough situation for many new families, but there are a lot of jobs that can be done with little ones. For example, serving as your age-groups team parent at meets ensures that you are always in the area with your child. There are also jobs you can do that aren’t during meets – like set up or take down. The parent volunteer coordinators are here to help – so if you’re having trouble filling your shifts, just email us at firstname.lastname@example.org and we’ll help you find shifts that are convenient for you!
My child is on swim team, but we won’t be doing any meets. Do I still need to do volunteer shifts?
Yes. Every family who is registered for swim team must complete their 10 shifts. Even if you do not attend meets, there are shifts – like Friday night set up, Saturday morning set up, or post-meet take down that you can complete.
I have a 15-18 on the team, and never come to the meets. We’ve never been required to volunteer before – does our family still need to volunteer?
In the past, families of the older kids on swim team have not been required to fulfill volunteer shifts. This year, however, families of 15-18 swimmers will be required to fulfill 4 volunteer shifts plus their Champs requirement. While many of the families with small swimmers on our team struggle to meet their volunteer obligation, we feel it is necessary and fair to require a partial commitment from families of our oldest swimmers.
What if an emergency arises and we can’t make our shift at a meet?
As soon as you know you cannot fulfill your shift due to an emergency please notify Lisa Magley immediately at (916-832-2809) or email@example.com. On a case-by-case basis you may be able to reschedule a shift; however you will still be required to complete those shifts at a later time. If you simply do not show up without notification you will be required to provide a $250 deposit.
When I get to a meet, where do I go to start my volunteer shift?
Look for the “Rio Rapids” volunteer sign in table, which is usually located right next to the team area, at both home and away meets. If you cannot find the table, please call Lisa Magley at 916-832-2809 to let her know you are checking in for your shift. If you don’t check in, you will not receive credit for your shift
I signed up for a meet set-up shift, and my husband wants to help too. If only one of us signed up, can we both come and get double credit?
No. There are only a certain number of spots available based on what we need for set up and overall need for volunteers. If you and your husband each sign up for a spot, that’s great – and you both get credit. But if you’ve only signed up for one spot and the rest are full, you can’t get double credit.
What do the times for the shifts meet, and are they strictly adhered to?
No! They are not strict. Many of the “2nd shift” jobs begin after backstroke (and after the 6&unders are done for the day.) An announcement will be made over the loud speaker for the ‘2nd shift workers’ to report for their stations – please listen for this, if you don’t report on time it could delay the meet. For parents that only have a 6&under swimmer, you will want to only sign up for 1st shift jobs so you’re done when your swimmer is.
These policies seem pretty strict. What do other teams do for their parent requirements?
We try to be fair with these policies – balancing the need to ensure our meets run smoothly, while ensuring that every family carries some of the load required to complete these tasks. Many other clubs in our region require higher deposits, and some even scratch kids from meets if their parents don’t do the jobs. We believe these policies will provide the impetus for people to take them seriously and complete their volunteer commitment while still being fair.
THANK YOU for being the best parent group around – and working so hard to ensure our swimmers have a great experience. If you have any questions, or need help fulfilling your volunteer duties, please contact your parent volunteer coordinators at the info below.
Head Parent Volunteer Coordinator
Assistant Parent Volunteer Coordinator
Or email us at:
Thanks, and GO RIO!!!