Volunteer Requirements
The success of the Hartland Hurricane Swim Team relies on the dedication and support of parent volunteers from every family. Swimming is a volunteer-intensive sport, requiring volunteers to efficiently run each meet. To ensure the team operates smoothly, each family is required to accumulate at least 10 volunteer points by the end of the season. If the requirement is not met, a fee of $100 per unearned point will be charged. Your involvement not only helps our swimmers succeed but also fosters a strong and supportive team community!
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Volunteer Positions
Season Long Positions
| Role | Points | Job Description |
| Meet Set Up Director | 10 | Responsible for switching pool area to support meet
operations including setting up clerk of course area, starter equipment and
referee area, computer operator area, sound system, tents, hanging
sponsorship banners, and team area tents. • Connects with meet set up/breakdown crew and establishes a schedule for set up crew arrival (often the night before meets) • Oversees cleanup crew in break down and turnover back to public use layout |
| Ribbon Director | 10 | Responsible for managing the ribbons for the entire season • Coordinate with opposing team to separate the ribbons by team • File ribbons away into swimmer files for distribution at practice • Will pick up all ribbons and DQ slips at beginning of season from assigned ODSL rep • Manages the ribbon writers for the meets • Assists in distribution of Divisonals awards and ribbons |
| Concessions Director | 10 | Responsible for concessions during home meets and time
trials • Purchasing • Concessions pricing • Concessions setting-up • Concessions staffing requirements • Oversee concession sales during all home meets (2) and time trials |
| Concessions Assistant | 5 | • Assists the Concessions Director with purchasing,
setting up, staffing • Works concession stand at all home meets and time trials • Provide water to all meet volunteers |
| Computer Operations Director |
10 | Season-long position to establish meet events in the
computer systems and record and report results: • Establish each home meet per ODSL templates and post to Swimtopia • Coordinate invites to/from opposing team(s) • Seed meets with swimmers and establish events and heats
• During meets, enter event results and official times from paper timing sheets • During meets, enter disqualifications and DQ reason from DQ slips • Print ribbon labels at the conclusion of strokes for ribbon writers • Score meets and send to coaches and opposing teams for review • Post final results on Swimtopia • Position requires ODSL training. |
| Computer Operator Assistant | 5 | HOME MEETS ONLY • Work closely to assist with Computer Operator duties • Primarily entering event results into the computer, managing printouts, and chasing down scratched swimmers |
| Spirit Wear Director | 10 | • Designs, select, and consults on season spirit wear
offerings • Coordinates the purchase and distribution of spirit wear items • Coordinate swim suit fitting time and location • Coordinate team store |
| Social Events & Banquet Director | 10 | Organize End of Season Banquet and additional social
events throughout the season • Marketing and advertising to the team • Coordinate flow of events with coaches and board members (banquet) • Coordinate with team for any needed items (banquet) • Direct other volunteers at events |
| Social Events & Banquet Assistant | 5 | • Marketing and advertising to the team • Coordinate flow of events with coaches and board members (banquet) • Coordinate with team for any needed items (banquet) • Direct other volunteers at events |
| Fundraising/Sponsorship Director | 10 | • Update and draft sponsorship letter • Update and devise sponsorship levels • Contact past and possible sponsors for raising funds, collect and deliver all sponsorship funds to treasurer • Collect and store sponsorship logos for updating the website and season banners • Arrange for fundraising activities, events, and promised advertising. • Print and/or file all sponsor provided information according to level of sponsorship • Work with graphic design for end of the year banquet literature as pertaining to sponsorships |
| Volunteer Director | 10 | • Recruit and fill volunteers for key planning positions • Set up job-sign ups for meets and events • Post completed jobs and update service hours for volunteers • Send updates to team members about open slots prior to meets and events • Check job sign-up for meets to ensure volunteers have adequate training or experience for positions they volunteered for • Work with other chairs or leaders to determine support volunteer positions/jobs. |
| Graphic Design Director | 5 | • Creating graphics as needed for the team for
communication materials, spirit wear, and social media • Put together and print out Hurricane Banquet programs. |
| Meet Photographer | 10 | Team photographer is expected to collect photos at no less
than four full swim meets, and at most swim team events. • Must have a physical DSLR type camera, not a phone. • Download photos to a central location to share with swim team members only • Update swim team website on a weekly basis. |
Swim Meet Jobs
All positions are jobs that will take place during home and/or away Swim meets. It is possible to sign up for multiple roles during a single swim meet, but carefully select roles that do not overlap with one another. Due to time trials being such a short meet, points are halved for this one! These are examples of volunteer positions that are commonly needed. We may add to these roles if we identify any gaps.
|
Job |
Points | Job Description |
| Stroke & Turn Judge - MUST BE ODSL CERTIFIED | 2 per half meet | • Disqualify, in a fair and consistent manner, swimmers who violate the league disqualification standards • Requires prior ODSL training. |
| Meet Set Up | 2 | Assist with meet set up responsibilities listed under Meet Set Up Director job. |
| Meet Tear Down | 2 | Assist with meet tear down responsibilities and cleanup of swim area. |
| Parking Attendant | 2 | • Direct car
traffic, foot traffic, and parking of meet attendees. • Arrive 1 hour prior to start time • Work up until the first event • Consult the parking map and Team Rep for direction on where to guide people |
| Head Timer | 2 per half meet | • Work
closely with the Starter and Referee to make sure timers restart after each
heat. • Oversee lane timers • Start auxiliary watches and provide back up timing in the event a stopwatch malfunctions or timer error • Job fulfilled by the hosting team. • Head timer must have prior timing experience. |
| Timer -- first half |
2 | • Time the
swimmers using provided stopwatch • One timer will record each timers’ results on timing sheets and circle middle of 3 times recorded by timers • At each meet there are 6 lanes. For time trials, we will need 18 timers. At a regular home meet or away meet, we will need to provide 9 timers. • No experience required. Must attend time meeting at beginning of meets. • Must time freestyle and back |
| Timer -- second half |
2 | • Time the
swimmers using provided stopwatch • One timer will record each timers’ results on timing sheets and circle middle of 3 times recorded by timers • At each meet there are 6 lanes. For time trials, we will need 18 timers. At a regular home meet or away meet, we will need to provide 9 timers. • No experience required. Must attend time meeting at beginning of meets. • Must be on time to meet for the switch as explained during the timer meeting at beginning of meet. • Must time butterfly, breast, and relays |
| Head Clerk of
Course – full meet position |
5 | • Follow heat
sheets to collect Waves swimmers prior to their events and set up in staging
area. • Walk swimmers in each event from staging area to deck. • Help to make sure swimmers are in correct location on deck. |
| Clerk of
Course – half meet position |
2 | • Monitor
tent area for entire meet • Direct swimmers to be respectful of each other and the tent area • Help to make sure swimmers are in the correct area prior to their events. • Line up swimmers from assigned tent in preparation for staging area. |
| Runner - half meet position |
2 | • Pick up the
sheets from timers after each age group event. • Pick up DQ slips from Stroke and Turn Judges, take them to the Referee for review, then bring to Team Manager. |
| Heat Winner Ribbon Runner - half meet position |
2 | • Monitor
each race and identify the winner for each heat, and grant that winner a
heat-winner ribbon • For close finishes ask timers or give both/all simultaneous finishers a ribbon |
| Ribbon Writer Full Meet position (sits inside during home meets) |
3 | • Responsible
for attaching labels to corresponding place and finisher ribbons as provided
by the Computer Operator • Coordinate with opposing team to separate the ribbons by team • File ribbons away into swimmer files for distribution at practice • Check in with Computer Operator to determine when to start applying printed labels (likely after freestyle events) • Will likely require spending time after the meet to apply remaining labels |
| Check In | 1 | • Early
arrival required (prior to swimmer/volunteer arrival) • Check in volunteers as they arrive • Ensure that all positions are covered • Report any no-shows back to Volunteer Director(s) • Direct the second floater where fill-in support will be needed and record on volunteer sheet • Return volunteer sheet to the Volunteer director/assistant • May be used to fill in a missing role (additional points awarded if so) • Check in swimmers as they arrive • Check with swimmers in tents to make sure all have checked in. • Communicate to coaches if any swimmers have not arrived |
| Concessions food pickup | 2 | Pickup and deliver food orders to meet as directed by the Concessions Director. Communication will take place prior to the meet. |
| Concessions Seller half meet | 2 | Work the concessions stand for full meet. Concessions director/assistant will provide expectations for sales. |
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