Volunteer Job Descriptions
Starter (Home meets only)
Requires approximately 2 hours of online training
(1 required per meet)
This volunteer signals the start of each heat and announces all upcoming events to alert the children & ready bench volunteers. He/she will be responsible for charging false starts to swimmers. The starter will use a starting device and only whistle in the event of a device failure. An individual’s second false start shall result in a disqualification, except for 6 & under events.
Referee (Home meets only)
Requires approximately 2 hours of online training
(1 required per meet)
This volunteer is in complete charge of the swim meet at home meets and makes decisions based on the touch/turn/stroke judge recommendations. He/she will solve all disputes and have the final word in such disputes according to the League Bylaws.
The referee will declare swimmer disqualifications and record them on the event timing sheet. They will work with the starter to keep the meet pace on time.
The referee will also run the judges meeting before the meet starts and will work until the last event, last heat.
Touch/Turn/Stroke Judges
Requires approximately 2 hours of online training
(4 required per meet)
This volunteer stands pool side and observes the swimmers within each heat of the meet to ensure that all turns, touches and strokes are legal according to the SPSC swimming rules. They also watch for false starts on the relay kickoffs. If they see any infraction they immediately raise their hand and report to the referee for the swimmer in question.
Console Operator
Requires approximately 2 hours of online training
(2 required per meet)
The Console Operator manages the meet scoring and will use the team PC throughout the meet.
The Console Operators will be responsible for managing Dolphin Wireless console and the Meet Manager software. They will also receive the event timer sheets and double check automatic times against the backup times.
Operators will arrive before the meet begins to setup and test the timing system well before the meet begins
The Console Operator will add last minute swimmer declarations to the event and print the heat sheets prior to the meet beginning and will print ribbon stickers and provide them to the ribbon volunteers.
Team/Tent Parent Lead
(1 required per meet)
The Team Parent Lead is responsible for communicating between the ready bench and the team parents. The Team Parent Lead will let each team parent tent know when they need to start lining up their age group for each event. (typically, two events before the event the group is swimming).
The Team Parent Lead will help fill in for a Team Parent if they need to take a quick break.
The Team Parent Lead will help to monitor the kids in the Team Tents to make sure they are where they need to be.
The Team Parent Lead will make sure that the Team Parents have complimentary water and are staying hydrated.
Team/Tent Parent
(20 required per meet)
The job of the Team Parent is to ensure the safety of the swimmers while keeping all the swimmers together under their appropriate tent and deliver them to the ready bench for their event. Please see the section "Tent Parent 101" for further Team Parent instructions and guidelines.
The Team Parent MUST remain in the volunteer position until all swimmers have been checked out by a parent.
The Team Parent must ensure that all parents/guardians check in their swimmer AND sign-out their swimmer (the Team Parent DOES NOT sign out a swimmer for the parent)
Ready Bench
(4 required per meet)
The Ready Bench receives the swimmers from the team parents. They organize the swimmers into their appropriate lanes and onto their ready bench using the provided heat sheets.
When lining up relay teams, the ready bench will make sure swimmers 1 & 3 of the relay team are lined up on the same side as the timers. Swimmers 2 & 4 of each relay team will line up on the opposite side of the timers.
Head Timer
(1 required per meet)
The Head Timer will conduct a timer training meeting before each meet. They will review/teach equipment use and timing procedure.
The Head Timer will assign the timers to lanes.
The Head Timer will be responsible for ensuring 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, holding & starting two (2) digital timers for each heat. If a timer’s stopwatch does not start, the Head Timer will step in to finish recording the time for that swimmer using one of the stopwatches.
The Head Timer will organize relief for lane breaks as needed.
Timer
(Quantity per meet will vary depending on number of lanes of pool)
There will be two (2) volunteer Timers assigned to each lane. One (1) volunteer will have a manual stopwatch and dolphin timer. This volunteer will report the manual stopwatch time ONLY to the second volunteer (the Scribe) to record.
The second volunteer timer in each lane will be the Scribe and will also hold a dolphin timer. The Scribe will write down/record the manual stopwatch time only. DO NOT record the dolphin time. The Scribe will hand the Runner the heat sheet once it is completed.
The dolphin timer device will start automatically. The volunteers holding this device will only stop the wireless timer when the swimmer touches the wall.
The Six (6) & Under Timer MUST stay and work until ALL BACKSTROKE EVENTS are complete. The six (6) & Under Timer may not leave until their replacement timer has arrived and taken their timing devices.
The ½ Shift Timer MUST arrive to relieve the 6 & Under Timer during the 15-18 Backstroke Event.
Runner
(1 required per meet)
The Runner collects all the timing slips from the timers and delivers to the Console Operators at the computer table.
The Runner works closely with the Head Timer.
The Runner may be asked to give a timer a break, so the Runner will be required to attend the Timers’ meeting before the meet starts.
Ribbons
(2 required per meet)
The Ribbon volunteers will receive the print labels from the Console Operators.
They will attach the print labels to the correct colored ribbon and organize them to be passed to the appropriate team.
The Ribbon volunteers will organize the Firefish Team ribbons into the appropriate bins based on swimmers’ last names.
The Ribbon Volunteers will work until all swimmers’ events/entries have had their ribbon placed.
BBQ Grill (Home meets only)
(2 required per meet)
The BBQ Grill volunteers will assist the BBQ crew. These volunteers will collect the ticket stubs showing the customer has paid for their grill item.
The BBQ grill volunteer will make sure the condiments stand is clean/presentable and fully stocked.
Concessions (Home meets only)
(4 required per meet)
The Concessions crew will arrive early to setup the concession stand.
The Concessions volunteers will collect money and sell concession items.
Concessions will be sold until the end of the meet.
Once the meet is finished, the concession volunteers will clean-up the concession area.
The 6 & Under Concession Volunteer MUST stay and work the concessions stand through the 15-18 Backstroke events. The 6 & Under Concessions Volunteer is not allowed to leave until the ½ shift volunteer has arrived.
The ½ shift Concession Volunteer MUST arrive to work the concessions stand immediately following the 15-18 backstroke event.
Hospitality (Home meets only)
(1 required per meet)
The Hospitality Volunteer will make sure that all volunteers that are unable to regularly leave their assigned position on BOTH teams always have water. (these volunteers include the referee, starter, judges, console operators, timers…)
The Hospitality Volunteer makes sure the restrooms are clean and are supplied with enough paper supplies.
The Hospitality Volunteer will empty all garbage cans when they are full.
The Hospitality Volunteer will help usher families out of the gated pool area once they have finished watching their child swim their event and direct any person with questions to a board member
Meet Photographer
(1 required per meet)
The meet photographer is responsible for taking high quality photos for the swim team to share with parents and use for advertising and social media content.
The meet photographer is required to have and use a professional camera (not a cell phone) and edit the photos. Photos need to be sent to the board within a week of the meet.
Setup
(4 required per meet)
The Setup Volunteer will begin and end prior to the meet start time. The setup volunteer will check-in and work with the Equipment Manager to setup tents, tables, timing chairs, umbrellas, caution barriers, flags and set out garbage cans and bags.
The Setup Volunteer is also responsible for bringing 4-20 lb bags of ice at the beginning of their shift.
For away meets, Setup will be required to meet the equipment manager / board member at the Firethorne pool to transport tents and needed supplies to the meet location for setup. Truck or Large SUV is preferred.
Take Down
(3 required per meet)
The Take Down Volunteer will begin their shift at the end of backstroke.
Once the backstroke events have completed, the Take Down Volunteer will report to/check-in with the Equipment Manager who will assign their roles/responsibilities.
This volunteer will remove the tents after the 6 & Under swimmers complete the meet. At this time, they will begin to empty and replace garbage receptacles as needed and hand out more garbage bags to both teams.
The crew will remain after the meet has completed and take down all tents, lighting, and starting/meet equipment. They will put chairs and tables in storage, gather garbage for removal, and help with anything else the Equipment Manager needs before the pool area is closed.
For away meets, Take Down will be required to help transport tents and supplies back to Firethorne pool for unloading and placement back into storage.
Light Generator Pickup & Return – Must have tow hitch & a large SUV to transport both items at once (Home meets only)
(1 required per meet)
This volunteer is responsible for picking up the light generator from a designated company and transporting it to the swim meet. Once the swim meet has completed, this volunteer will be responsible for locking up the light generator and keeping it in a safe location prior to transporting it back to the company the following day. Furthermore, this volunteer will need to make sure to collect the box fan once the meet is finished and take it back to their house until they can return it to the company the following day. The assigned volunteer will be responsible for any fees incurred if these items are stolen prior to return. A large SUV with a tow hitch is required to volunteer for this position.
Parking Lot Attendant (Home meets only)
(1 required per meet)
This volunteer is responsible for overseeing the parking lot swimming pool. This person will ensure that the only cars parked in this parking lot are ones that have a reserved parking space for both the home and visiting teams (a list will be provided at check-in). This person will be required to turn vehicles away and direct them to the school parking lot for those that are not on the designated list. Check-in time is firm to ensure parking lot attendant arrives and is ready prior to swimmer & family arrival.
