Baxter Barracudas

• The number of volunteer shifts is dependent on the number of registered and active swimmers each year. The Board reserves the right to increase/decrease the number of required volunteer positions each calendar year dependent on the number of registered swimmers and positions needed.
• For a point of reference, in prior years the required positions have been:
  • 1 swimmer = 4 volunteer shifts
  • 2+ swimmers = 5 volunteer shifts
• Even if your swimmer elects to not participate in meets and only practice, you are still required to fulfill your volunteer shifts.
• Even if you are traveling for part of the swim season, you are required to fulfill your volunteer shifts.
• We HIGHLY recommend you select your volunteer shifts on the day Volunteer Registration opens.
• Without volunteers like you these swim meets could not happen. We know it’s not easy and we appreciate everyone volunteering. Remember it can be fun to help out and support your swimmer!

• It takes many volunteers to run every swim meet and as such fulfilling your volunteer requirements is mandatory. Failure to fulfill your required volunteer shifts will result in your swimmer not being seeded for future meets.
• Volunteers will arrive as required by their position and report to the “Volunteer Registration” table located near the team Tent (parking lot). Once there you will be checked in and quickly briefed on your role/responsibilities for your session and can ask any questions then.
• All volunteers should plan to arrive no later than 4:45 with the exception of the following:
  • Setup: 3:45
  • Tent Parent: 4:15, tent parent meeting at 4:30
  • Clean-up: Event 33 (around 8:00)
• We will have a Tent Parent meeting at 4:30 located near the “volunteer registration” table before every swim meet to help volunteers understand their role and ask questions.
• We will have a timer's meeting at 5:30 before every swim meet so that all timers understand their roles.
• We will have a timer's meeting at 5:30 every meet day so that all timers understand their roles.
• We will have a Stroke & Turn Judge meeting at 5:45 before every swim meet.
• Second Shift Volunteers will report to the Volunteer Registration table halfway through the meet, event 33.
• Descriptions of volunteer positions and other volunteer information can be found on the Swimtopia web page or app. If you are qualified for certain trained positions, please reach out to the Swim Board so that we can verify your qualifications and designate you to that role in Swimtopia. Examples include:
  
  • Stroke/Turn Judge
  • Starter
  • Nurse

"On Deck" - these roles are performed on or around the pool deck:

Starter/ Announcer: Announces and starts each event. The starter sets the pace of the whole meet. Requires previous experience as starter or starter assistant as well as a short online training session.

Starter Assistant: Assists Starter by keeping current event/heat on the scoreboard and helps Starter manage meet pace.

Timers: There are two timers per lane at a meet. The timers both operate stopwatches for the start and finish of each race and record the times on the timesheets provided. This timesheet will then be given to the runner. This position requires standing poolside for the whole shift.

Head Timer: They inform the Starter when all Timers are ready and runs extra watches for timers who have watch trouble during an event. The head time is not assigned to a lane and also serves as a backup timer should a parent need to step away briefly. The goal is to keep the meet running as efficiently as possible. You MUST have previous timer experience. This position requires standing poolside for the whole shift.

Runner: Collects timesheets from the timers and DQ (disqualification) sheets from the stroke/turn judges after each event and “runs” them to scorekeeper table. This position requires standing/moving around on pool deck for most of the shift.

Stroke/Turn Judge: Judges individual strokes and turn technique based on assigned area of the pool. Disqualifies swimmers based on errors. Two judges per team are required per meet half. This position requires in person or web-based training. 

"In the office" - these roles are typically performed in an area removed from the pool deck:

Scorekeeper: Inputs time and DQ sheets from the Runner into Hytek Meet Manager program for the meets. The scorekeepers will organize the results and enter the results into the program. Training with the Meet Manager program is required – do NOT sign up for this role if you have not been trained. Must serve for whole meet. Often will involve air conditioning and can sit through entire shift.

Assistant scorekeeper: Supports the scorekeeper. Please sign up for this role if you are interested in training for the lead scorekeeper position for future seasons. Must serve for whole meet. Often will involve air conditioning and can sit through entire shift.

Ribbon Writer: Places printed stickers containing name of swimmer and recorded time on the appropriate 1st through 4th place ribbons. Organizes the ribbons for distribution. This role can be done from home and will require volunteers to pick up labels once they are ready (typically within 48 hours of each meet). This is one position for the whole meet. 

"In the Back" - these roles are all in support of the swimmers and team area:

Clerk of Course: The Clerk of Course is responsible for getting swimmers lined up behind the lane starting blocks. He/she carries an official heat sheet with every swimmer, lane, heat, and event assigned. Each swimmer will be informed of their heat/lane and escorted to the appropriate place. The Assistant Clerk of Course will help facilitate this process. Previous experience as Clerk of Course or Assistant Clerk of Course helps but not required. This person should be assertive and Vocal. You will be standing behind the start blocks with the swimmers for the shift.

Assistant(s) Clerk of Course: Works with head clerk of course, other Assistant Clerk of Courses, and Tent Parents by placing swimmers in the correct order on the waiting benches, then escorts them to the Clerk of Course when time appropriate. You will also help communicate with the Tent Parents to coordinate swimmer lineup for approaching heats/events. Vocal, ability to control swimmers. You will be between the benches and pool deck for most the shift.

Tent Parent(s): Tents are set up by age and gender. 2 parents per tent. Supervise the swimmers when they are not swimming and helps to maintain order. Must also help swimmers prepare for race as needed (caps and goggles on), corral swimmers for upcoming events/heats and help transfer to an Assistant Clerk of Course for line up. Works together as a team to keep the swimmers Tent in line and running smoothly. Second shift Tent volunteers must stay till the end of meet to help swimmers collect their belongings. This is a great position for anyone who might need to have younger or non-swimmer kids with them at the swim meets. **If your child is less than 5 years of age, one of their parents/guardians will be required to be a team parent in the 6 & under age group while they are at the swim meet.

Set up: These shifts start before the meet begins (4:00) and volunteers are responsible for helping with the setup of the pool deck and parking lot prior to kids arriving. This role requires setting up judges & coach chairs, parking lot picnic tables, cones and signs to block pool lot and direct parking. Tent tents for swimmers by age group, roping off playground and starter areas. May require heavy lifting.

Clean-up: These shifts start when approaching the end of meet and/or rain cancelations. They are responsible for breaking down Tent City, coach tents, putting away picnic tables, cleaning up parking lot area and removing signage. “Resets” pool deck for next day, etc. May require lifting.

Volunteer backup: This position is to fill in “as needed” during a swim meet to support any unfilled volunteer positions due to unforeseen circumstances. You will need to check in with the Volunteer Coordinator before the start of the meet and will either be assigned a vacant volunteer position or released. This is designed to help fill in areas of short notice volunteer cancelations or severe need to complete the swim meet. This position will be used to fill in for a volunteer who needs to leave abruptly during their shift. There will be two shifts, first half and second half. You must check in and stay the ENTIRE ½ you are signed up for to receive credit for the shift. This position is helpful when there is a vacancy but also 50% chance you don’t have to “work” the meet.

"Assigned Roles" – If you are interested in one of these roles, please email the board with your experience / qualifications:

DJ: Creates family friendly playlists and keeps the swim meet lively and swimmers “pumped up” during the duration of the meet. Also acts as the MC for relaying pertinent information to the crowd. This position requires a positive and lively personality. You will be in this position for the entire meet. Previous DJ experience is preferred.

Nurse/First aid: Administer basic first aid and assist in dealing with minor injuries. You will be stationed at the first aid tent. Medical training STRONGLY preferred for this role. – the falls along with DJ & Spirit – not a sign up position

Spirit Committee: Works directly with the Board and Swim Coaches to facilitate comradery and fun events for swimmers throughout the swim season. They will:

• organize and purchase supplies (with board approval, providing receipts to the Treasurer), and coordinate with board secretary to communicate via social media the following events:
  • Chalk the walk event the night before the first home meet, from 5:00 PM – 7:00 PM
  • Car decorating events the night before the 2 away meets, from 5:00 PM – 7:00 PM
  • Plan/coordinate/run the End of the Year pool party
• Help facilitate the Meet Themes:
  
  • 6/6 - Team USA/Red, White, and Blue
  • 6/10 - Neon Night
  • 6/13 – Camo
  • 6/17 - PJ night
  • 6/20 – Luau
  • 6/24 - Super Hero
  • 6 and under ship meet - Disney
• 1 of the 3 spirit committee members needs to attend sponsor donated treat nights at practice (pretty much every single practice).
• Organize a sign-up for families to contribute donations to coaches gifts at the end of the season.
• Most importantly, Be Creative!