Rockford Marlins Swim Club Volunteer Policy 

 

Purpose: This policy is intended to regulate the volunteer requirements for member families, and to ensure that adequate volunteer support is available to meet the needs of the Rockford Marlins Swim Club (RMSC) throughout the swim season. This policy will routinely be evaluated by the RMSC Board of Directors, and may be adjusted throughout the swim season based on need. This policy outlines the minimum volunteer expectations for member families. To ensure successful meet or event operations, additional volunteer support may be required. 

 

Philosophy: Like most youth athletic clubs in our area, member volunteers are elected to the RMSC Board of Directors and oversee the administrative functions of the club. The team relies on member volunteers to assist with day-to-day operations and special events in order to keep our monthly dues down. Significant portions of the club’s operating expenses are funded by hosting swim meets and through other special fundraising events. 

 

Swim meets and other special events require a large volunteer workforce. A typical two-day swim meet takes over 50 volunteers to run, and that does not include set-up and tear down, coordinating the concession stand, or other non-swimming meet activities outside of competition.  

 

A commitment from all member families is essential to make the meet or special event run as smooth and as fair as possible. When all families pitch in and help, no one individual or family will be over-burdened. Thank you in advance for your willingness to help make the Rockford Marlins Swim Club a success! 

 

  1. Volunteer Requirements 

 

  1. Each RMSC family will be required to fulfill 20 volunteer hours each season / volunteer period (September 1st through August 31st of each swim year).

 

Note: Required Hours is a per family commitment, not per swimmer. 

 

  1. Swim families who join the team during the middle of a volunteer period will have their requirement pro-rated based on the volunteer opportunities remaining through the current period. 

 

  1. Please be aware that families of “inactive” swimmers are not exempt from completing the volunteer requirement. For example, if your swimmer will be inactive for the summer months, plan to complete your hours earlier in the year. 

 

  1. Volunteer Opportunities 

 

  1. There will be ample opportunities throughout the season to complete your volunteer requirements. Opportunities include: 

 

  • RMSC Hosted Swim Meets (Fall / Spring) 

  • Annual Stroll on State Hot Chocolate Express booth 

  • Summer events such as the Boone County Fair Corn Booth and Kirkland Bingo Tent 

  • Timing at ‘away’ swim meets when we are required by the host team to provide timers 

  • Miscellaneous: Other opportunities may arise throughout the year. Members will be notified in advance if those opportunities will apply to the annual volunteer requirement. 

 

  1. To encourage parents to fulfill our team’s responsibility to provide trained USA Swimming officials at meets we attend; RMSC will reimburse any parents his/her annual cost for registration and certification as an official, provided all officials certification requirements are maintained. Officiating at a meet will also count towards fulfilling your family’s volunteer requirement. You will receive credit for each hour worked. 

 

  1. Registration and Tracking 

 

  1. Volunteer hours earned for jobs worked at meets and special events are tracked by the RMSC Team Unify website. The Volunteer Administrator will credit the hours worked in the system following the completion of each meet or special event. It is your responsibility to ensure your hours are accurately credited and recorded.  

 

  1. To view your volunteer hours worked and remaining balance, log into the RMSC website and click: My Account -> My Invoice / Payment -> Service Hours Tab. 
     

  1. To register for jobs: 

 

  • STEP 1: Prior to the Event: Volunteers must sign up online prior to the event! You will receive an email when jobs are available for sign up. Sign up for your volunteer position under the “Job Signup” section for each event. Jobs are on a first-come, first-serve basis, so please sign up quickly! 

 

  • STEP 2: At the Event: Volunteers must sign in at the volunteer check-in sheet located at the admission table in order to receive credit for their participation. It is the volunteer’s responsibility to sign in. Unless authorized by the meet / event director, the volunteer must remain during the entire length of the session they are working and may not switch to an alternate job during the event.                           

 

  1. Fines and Penalties 

 

  1. No Show Penalty: Volunteers who do not show up to work for a registered job will be assessed a $50 fine, charged to their RMSC account. If for any reason you are unable to complete the job you have signed up for, it is your responsibility to find a replacement to work your shift unless prior written approval is obtained from the meet / event director or the RMSC Board of Directors. 

 

  1. At home swim meets, RMSC families must volunteer for at least an equal number of sessions as their swimmer is swimming. i.e. if your swimmer is swimming in one session each day over a two-day meet, you must sign up for a job in a minimum of two sessions. 

 

  1. Unless otherwise authorized by the meet / event director, volunteers must work at the job for which they registered for the duration of the registered session. Job-hopping during the event or leaving the event early will be considered the same as a “no show” and assessed a $50 fine. 

 

  1. Hours Not Worked: A $25 per hour not worked fine will be assessed on the first billing cycle following the last available volunteer opportunity for each family that does not meet their minimum annual commitment.  

 

  1. Any unpaid fines resulting from missed volunteer requirements may result in your swimmer(s) being barred from all swim-related activity until the obligation is paid. 

 

  1. Additional Guidelines 

 

 

  1. Excess volunteer hours worked in a current period will not carry over towards volunteer requirements in a subsequent period. Thank you for your effort! 

 

  1. There may be times when additional events are added to the calendar that need volunteer help. If so, adjustments may be made in the hourly requirement in order to ensure a successful, organized, and enjoyable event.