Palm Desert Swim Club (PDSC)

Volunteer Engagement & Requirement Program 2025-2026

Why We Volunteer at PDSC

At Palm Desert Swim Club, we know it takes a team effort to create the best experience for our swimmers. Every meet, practice, and event runs smoothly because parents step in, lend a hand, and share their time.

To keep things fair and achievable, volunteer hours are matched to each swimmer’s practice group. As swimmers grow and move up, so does the support needed — and together we make sure every family contributes in a way that fits their stage in the program.

This system helps us:

  • Welcome new families with lighter commitments.
  • Distribute responsibilities fairly across the club.
  • Keep PDSC thriving with consistent, reliable help.

When you volunteer, you’re not just filling a spot on a signup sheet — you’re making the season possible, building friendships, and showing our swimmers what it means to belong to a true community.

Family Volunteer Requirements

At PDSC, we believe volunteering should feel fair, balanced, and achievable for every family. That’s why we align volunteer requirements with each swimmer’s practice group. As swimmers grow, practices and meets become bigger and more complex, and so does the support needed from our parent community. By matching hours to groups, we:

  • Share responsibilities fairly – No single group carries the load, and everyone contributes in a way that fits their stage in the program.
  • Support new families – Families just starting out are given fewer hours so they can learn the ropes and feel welcomed.
  • Build consistency – A clear, reliable system ensures we always have the help needed for practices, meets, and special events.

Volunteer Hour Breakdown

  • 8 & Under / Junior 1 → 8 hours
  • Junior 2 / Senior 1 → 10 hours
  • Junior 3 / Senior 2 → 12 hours
  • Junior 4 / Senior 3–4 → 16 hours
  • First-Year Families → maximum 8 hours (to ease into the program)

Multi-Swimmer Families → hours are per family, not per swimmer (you only owe the requirement for your highest-level swimmer).

Fundraising Hours → Time spent on mandatory fundraising events counts toward volunteer hours.

Volunteer Opportunities

Every family has unique talents. Here are examples of how you may be asked to help:

  • Leadership (season-long): Meet Director, Fundraising, Concessions, Volunteer Coordinator, Committee Chairs, Board Members
  • Event Support (per meet): Timers, Marshals, Setup/Breakdown, Concessions, Hospitality, Announcer, Meet Runner, Head Timer, Clerk of Course
  • One-Time Tasks: Donations, errands, raffle prizes, snacks, special events (Family Picnic, Holiday Party, Hot Cocoa Bar, Picture Day), merchandise sales, holiday treat sales, team tent transport, storage clean-up
  • Communications & Media: Photographer, videographer, social media helper, newsletter recaps, updates for families
  • Swimmer Support: Team cheers, heat sheets, helping younger swimmers to their lanes, spirit table (tattoos, face paint, ribbons)
  • Community Building: Carpools, potlucks, parent socials, welcoming new families
  • Fundraising Extras: Restaurant nights, sponsorship outreach, silent auctions, community events

Note: New opportunities always arise during the season. Every effort counts!

Volunteer Policy – Fine Print

Family Requirement & Buyout

  • Families unable to volunteer pay a buyout fee of $50/hour (up to $800).
  • Buyout may be paid upfront at registration.
  • Families who do not complete their hours by July 31 will be automatically billed.

Tracking & Reporting

  • Hours are logged in TeamUnify/SportEngine and verified by coordinators.
  • Families must check that their hours are recorded accurately.
  • Progress reports will be available during the season; a final report is sent before billing.
  • Minimum Shift Length: Some roles (e.g., timers, marshals) may require a 2–3 hour block; partial shifts may not be credited.

Communication

  • Families must maintain a current email in TeamUnify/SportEngine.
  • Sign-ups will be posted online and sent by email at least 10 days before events.
  • It is the family’s responsibility to check and respond.
  • Last-minute sign-ups and reminders may be sent, but failure to check communication is not an excuse.

Accountability

  • Families must sign up for shifts by the posted deadline. If not, roles may be assigned (“Volun-Told system”).
  • If you cannot work your shift, you must find a replacement.
  • Volunteers must arrive on time, be respectful, and represent PDSC positively.
  • Repeated no-shows or disregard for volunteer commitments may result in suspension of swimmer(s) from meets or practices until resolved.

Exemptions / Special Circumstances

Families with medical hardships, military service, or other unique challenges may request exemption or reduction.

Requests must be submitted in writing to the Board before the mid-season check-in.

Approval is at the Board’s discretion and not guaranteed.

Good Standing

Families must be in good financial and volunteer standing to register for the following season.

The Board reserves the right to adjust requirements based on team needs, especially for large events (e.g., hosting a championship meet).

Closing Note

Volunteering is how we keep costs manageable, meets running, and our swimmers supported. It’s not just a requirement — it’s part of the culture that makes PDSC a family. Thank you for stepping up, being present, and making this a great season for our kids!