Chaperone’s Handbook

 

Introduction

Bus meets are chaperoned by selected parents in the club. Transportation, accommodation and most food are included in the meet costs. A ratio of approximately one chaperone for every 10 swimmers will be used. In some situations more or less chaperones will be required. In some situations the ages of the swimmers might warrant sending an extra chaperone. At least one male and one female chaperone will attend each meet.

Responsibilities and Boundaries:

Coaches

Chaperones will be determined by the coaching staff as early as possible, with a target of at least two weeks prior to chaperoned meets. Chaperones will be notified who their charges will be for the meet.

Head Chaperone

The Head Chaperone should arrange a brief meeting with the coach and all chaperones attending a meet to assign planning duties as needed.

Head chaperone is responsible for bringing:

• Emergency phone numbers/contacts for all swimmers.

• Equipment bag with additional goggles, caps, suits etc.,

• First aid kit (including: Advil, Tylenol, Gravol, supplies)

• Being the point of contact for coaches with the chaperones.

Chaperones

Chaperones will contact the parents of those swimmers prior to the event. It is only necessary to inform the parents as to who will be their child’s chaperone, all rooming assignments will be told prior to exiting the bus, before going to their accommodations. Do not discuss your assignments with other swimmers or other parents.

Chaperones will ask parents if they have any concerns such as:

• Is this the swimmer’s first meet without a parent? If so are there any issues.

• Is the swimmer on any medication? If so what is it and how is it to be administered.

• Do they get car sick/ home sick/ etc.? If so, what are the signs we need to be aware of.

• Any allergies? If yes, what are they and what is the treatment.

• Any other concerns?

• When applicable remind parents about food or money requirements for the trip.

Chaperones are responsible to:

• Be responsible to the head coach on an out of town swim meet with respect to schedule, meals, activities and expectations.

• Ensure the safety and wellbeing of the swimmers while traveling to and from a swim meet. Be cognizant of unsupervised areas, such as back of the bus.

• Supervise the swimmers during such times when they are not on deck.

• Be available to the swimmers and provide guidance when necessary.

• Know the swimmers names, ages, parents names and numbers, medical info, special situations etc.

• Be polite, courteous, kind and helpful to the swimmers.

• Safeguard the swimmers, keys, valuables and money.

• Ensure the swimmers behave and act responsibly and are respectful of others.

• Ensure that each swimmer has the chaperones hotel name, phone number and room numbers.

• Under no circumstance consume any alcoholic beverage or illegal substances while chaperoning an out of town meet.

• Not officiate at a meet, unless there is another parent available to take over the chaperoning duties temporarily, while on deck.

Parents

Parents interested in volunteering to chaperone can advise when registering their child for out of town chaperoned meets.

Rules:

Coaches

• Discuss with the head chaperone regarding concerns with any decisions the chaperones may need to change.

• Are not expected to join in group activities.

Chaperones

A head count must be done before bus leaves after every stop using an audio and visual check.

The chaperone will:

• Ensure the swimmers are accounted for at all times.

• Keep everyone together in the same facility.

• Arrange to have the group be IN TIME, wherever you go.

• Keep control, maintain order, but do not be overbearing.

• Help children use their best manners and be respectful of others.

• Keep track of the groups actions.

• When the bus/van is being unloaded, assist the swimmers to check windows, floors and seats for trash or forgotten items.

• Remain in the same facility as the group you are chaperoning at all times.

At the pool The chaperone will:

• Maintain indirect supervision and be available, but not interfere with the swimmers or coaches during the competition.

• Be aware of the event, heat and start times, be prepared for unexpected event changes.

• Keep track of swimmers (especially younger ones) making sure they are on time for their events.

• Remind swimmers to leave the change rooms tidy and to clean up their rest areas of any garbage.

• Remind younger swimmers to check they have all their belongings.

When arriving back at the Y:

Head chaperone will:

• Stay until all swimmers have been picked up.

• Take home any debris left behind and return it to the Lost and Found.

Chaperones will:

• Ensure that the bus is left tidy and that all items are removed from the bus.

• Instruct swimmers that they are not to leave the Y without coming to their chaperone and confirming that their parent (or ride) is here to get them. Chaperone will visually check to verify their ride is here.

• Wait with swimmer until picked up, or may deliver the swimmer home personally if a swimmer’s parent has previously made arrangements with you.

Athletes

• Go on the bus when a bus is provided, unless alternate arrangements have been made.

• Respect must be shown to the entire coaching staff and chaperones.

This includes:

o No swearing;

o No arguing;

o No complaining concerning swim practices or meets.

• Advise chaperones that their parent is here to get them.

• Be polite to the bus driver At the pool

• Common courtesy and respect towards officials, chaperones, parents and fellow competitors is expected at all times.

• Swimmers are expected to encourage and cheer for team mates.

• Observe the authority and decisions of all officials. If a problem concerning the meet, the time or swim, a disqualification arises, it must be taken directly to the coach; the swimmer must not deal with it otherwise.

• The coach must also hear from the swimmer before and after each swim to discuss the time, the feelings of both the coach and swimmer etc.

Discipline

The swimmers know what is expected of them, however, they sometimes ignore what they are told. Parents will be called immediately and asked to pick up child if he/she has caused willful destruction of property or caused injury.

Escalation of Repeated Offences

Repeated misbehavior belligerence

1st Offence:

• Remind them in a friendly manner. Don't get into a battle with a swimmer. Let the coach know about any difficulties that may arise.

2nd Offence:

• A coach is consulted, the coach and the head chaperone will determine the resolution.

• A written disciplinary action should be dealt with immediately upon return. Within 48 hours of return, the parents of the swimmer should be informed in writing. A copy should also be given to the head coach and the President.

3rd Offence:

• Parents called and asked to pick child up.

List of Age Appropriate Activities:

At the pool

• Electronic devices when permitted by the coaches.

• Cheer.

• At the discretion of chaperones/coaches younger swimmers are encouraged to watch finals.

Away from pool

• Card games.

• Board games.

• Skits.

• Interactive games.

Prohibited activities

• Game systems are not permitted (Exception: Personal entertainment devices for use on deck or on the bus).

• Activities that may interfere with swimming activities.

• Closed doors.