Valparaiso Swim Club Handbook
Terms and Conditions for Participation
By registering your child(ren) with the Valparaiso Swim Club, you are entering a new family! Our seasoned parents, board members and swimmers are here to help guide you and answer any questions you may have. If you should have issues or problems that need special attention, please contact the Head Coach directly -before or after practice- or by email, or contact a board member. We are here to help make this a great experience for your entire family.
Participation Agreement
By agreeing to our terms, you agree to allow your child(ren) to participate in the Valparaiso Swim Club, and hereby release Valparaiso Swim Club, its directors, officers, agents, coaches, and employees from liability for any injury that might occur to myself, my child(ren) and/or family members while participating in the Valparaiso Swim Club program, including travel to and from training sessions, swim meets or other scheduled team activities.
I agree to indemnify and hold harmless the above mentioned organizations and/or individuals, their agents and/or employees, against any and all liability for personal injury, including injuries resulting in death to me, my child(ren) and/or other family members, or damage to my property, the property to my child(ren) and/or other family members, or both, while I, or my child(ren) or family members participate in the Valparaiso Swim Club program.
- You are committing to join the Valparaiso Swim Club for this season. Valpo Swim Club does not offer prorated fees for returning swimmers for partial season participation.
- Should a swimmer decide to discontinue participation in Valpo Swim Club, the HEAD COACH must be notified in writing and the unused portion of the season training dues are non-refundable. Any outstanding fees are considered an obligation to VSC and are payable upon termination of participation, including meet fees, fundraising obligations or penalties for not satisfying volunteer requirements. VSC does not prorate membership fees should you choose to discontinue participation during any point in the season.
- The initial registration dues are to be paid in full at the time of registration. Any remaining balance may be paid in FULL or made in three monthly installments. If your account balance is outstanding from the previous season, it must be paid and at a zero balance before your swimmer can enter the water for the NEW season.
- All Accounts need to be paid on time and kept up to date monthly, or a $30 late fee will be assessed on the last day of the month. Past due accounts in excess of $500 will result in your swimmer being blocked from signing up for meets. When the account is current, then the restrictions will be lifted.
- Any checks returned to the VSC for Non-Sufficient funds will be subject to a $35.00 additional fee.
- USA Swimming registration fee is nonrefundable and must be paid at registration. This is for athlete insurance coverage. No swimmers will be allowed to participate in any swim related activity, whether in water or dry-land without being a registered member.
- Additional fees: If your swimmer chooses to participate in swim meets, there are additional fees assessed as dictated by the host team. VSC charges a minimum $10 coaching fee per meet/per swimmer to offset coaching registration/coaching costs for these meets. Meet fees, whether for individual events or relays will be billed to your account.
- ALL VSC swimmers are required to participate at their highest level of achievement in the championship meets (including relays). Every attempt will be made to determine which athletes are eligible for championship participation, such that families can plan ahead if travel is required.
- All swimmers COMPETING for VSC must purchase a team suit via our Elsmore store an all VSC athletes are expected to wear team apparel during competition or while representing VSC during a team event.
- I understand and agree to the above terms and conditions of the VALPARAISO SWIM CLUB in exchange for the privilege of my child, registered with this form, to participate in the activities and swimming program of VSC.
- I also understand that by agreeing to these terms, swimmers and the family are to uphold and follow the Code of Conduct/Honor Code as described below.
CODE OF CONDUCT/ HONOR CODE
All team members, staff and parents are expected to conduct themselves in an honorable and respectable manner that shall bring credit to themselves, the team and the community, coaches and families at all times when representing Valparaiso Swim Club (VSC). This includes practice, during meets, team activities and in public while representing or displaying affiliation with VSC. All members shall refrain from any conduct which degrades, baits, intimidates, or otherwise discredits team members, coaches, parents, opponents, or meet officials. If a member is found exhibiting unsportsmanlike conduct, they may be asked to leave practice. Any further misconduct, either from the parent or the swimmer may result in dismissal from the team, with no monetary refunds.
ATHLETE CODE OF CONDUCT
All swimmers are expected to treat the coaches, parents, and fellow teammates with respect at all times. Failure to comply to this code of conduct may result in dismissal from practice, dismissal from the club and/or subsequent discipline according to VSC policy. This includes, but is not limited to…
- Following coaches directions at all times
- Refraining from using inappropriate language, screaming, engaging in negative attention-seeking behavior, inappropriate touching or gestures, or disrupting the practice quality of teammates.
- Refrain from unsportsmanlike conduct as defined by VSC: “Unsportsmanlike conduct” includes taunting of swimmers, coaches, meet officials and any other conduct that adversely affects the traditional spirit of fair competition. “Unsportsmanlike conduct” will also include, but not limited to the following: name calling, pushing, dunking another swimmer, intentional grabbing of another swimmer’s feet or legs, general rude comments, mocking another swimmer, or saying/doing anything to cause embarrassment for or to another person
- Swimmers should be punctual and arrive ON TIME for all practices, meets, and other team events. Pool time is limited, therefore very valuable.
- Disruption of practice by a swimmer will be grounds for removal from practice. Continual cheating or skipping of sets/laps are considered a disruption of practice as well as talking while the coaches are providing explanation. A warning will be given and continued disruption may result in a swimmer being sent home from practice.
- Dishonesty, theft, and/or vandalism will not be tolerated.
- Intentional touching, striking, or fighting with another swimmer, bullying or harassment is unacceptable.
- Use of cellphones and other electronic devices with recording capabilities, including voice recording, still photos, or video, regardless of reason, in locker rooms and changing areas is strictly prohibited and subject to discipline policy. USA Swimming rule 305.3
- Use, possession, sale, or distribution of any alcohol, tobacco, or illegal substances or any forms of weapon is strictly prohibited and may be subject to immediate dismissal from the team.
- No “deck changes” are permitted. Athletes are expected to change in available change facilities.
- Safety is a priority, and swimmers that fail to follow proper safety protocol may be asked to sit out from practice for the day. The following are examples of safety violations:
- Horseplay, running on pool deck, throwing of pool equipment or objects, improper entry into the pool, entering pool without permission, jumping or diving off starting blocks or diving board without permission, or any other situation that the staff feels presents an unsafe situation towards themselves or another person
Valparaiso Swim Club is committed to providing a safe environment for all members. Swimmers who choose to behave in an inappropriate manner will be disciplined according to policy. The VSC board of directors reserves the right to terminate the membership of any individual whose behavior places VSC in an unfavorable light or jeopardizes our participation in any pool use or sporting event. All swimmers are expected to demonstrate good sportsmanship and act as appropriate ambassadors for the club. Members should act as role models for other swimmers at all times.
The progression of Discipline may include, but not limited to: verbal warnings, sitting out during practice, removal from practice, removal from meets, phone call and/or meeting with parents, suspension, dismissal from team.
For complete progression of discipline policy, see “Discipline Policy” below.
Valparaiso Swim Club follows USA Swimming Safe Sport guidelines. For complete guidelines, see: Safe Sport - USA Swimming
PARENT CODE OF CONDUCT
As the Parent/Guardian of a competitive swimmer, your main responsibility is to provide a caring, supporting environment. This support will encourage your child to feel good about his or her interest in competitive swimming.
- Support your child in a positive manner, while encouraging participation in practices, meets and team activities. Practice teamwork with all parents, swimmers, and coaches by supporting the values of discipline, loyalty, commitment and hard work. Be a positive role model.
- As a parent, you will not coach or instruct the team or any swimmer at a practice or a meet, either from the stands or poolside, or interfere with coaches on the pool deck.
- Contact the coach via email when concerns arise. The Coach will respond via email or try to have a face-to-face meeting before or after practice. Please do not address the coaches during practice, unless there is a safety or medical issue.
- Demonstrate good sportsmanship by conducting yourself in a manner that earns the respect of your child, other swimmers, parents, officials & the coaches at meets & practices.
- Maintain self-control at all times & know my role.
Swimmers – swim
Coaches - coach
Officials – officiate
Parents –parent
- Stay informed on club activities, deadlines and changes. Coaches and board members make every attempt to provide all necessary information and it is your responsibility to read communications in its entirety.
- Enjoy involvement with the VSC Swim Team by supporting the swimmers, coaches & other parents with positive communications & actions.
- During competitions, questions or concerns regarding decisions made by meet officials/meet host on missed events, or missed positive sign-ins should be directed to a member of our coaching staff only! The coaches will work to find the appropriate solution.
- Help facilitate and reiterate the rules and policies of VSC so that your swimmers understand their role and what is expected of them, both while on the pool deck and while representing VSC.
Internet Use and Video/Photo Release
Consent for VSC to use photographs/video of your swimmer on the VSC web page, newspapers, other internet media (such as Facebook), and/or team flyers and banners to be used only for VSC team recognition, announcements or promotions.
I hereby grant permission for my registered swimmer(s) to appear in photographs/videotapes that may be published or used by the VSC in video form, hard copy publications, and/or on the website, the copyright of which will be held by the VSC Club. This copyright includes any and all rights to include the work in present and in any future publications of the VSC, in any format or medium.
We may be videoing during practices for help with technique and stroke work. We may utilize Ipad and underwater cameras at different times of the season. We also use equipment/software to capture and analyze races. During competition, other teams can request pictures by written request from our team photographer. Information regarding this will be in our meet packet.
No photography is allowed at any time in the locker rooms or by timers behind the blocks.
Valparaiso Swim Club Athlete Disciplinary Procedure
At Valparaiso Swim Club, our goal is to help our athletes grow not only as swimmers but as respectful, responsible young individuals. We understand that kids are learning, developing, and navigating friendships and challenges. Our coaches work hard to talk through concerns, redirect minor issues, and support healthy communication between swimmers. We always strive to guide and teach before moving into any formal disciplinary process.
Scope
This Disciplinary Code applies to all objectionable behavior occurring during any Valparaiso Swim Club activity or function, including but not limited to practices, swim meets, team trips, team outings, online forums, or informal group gatherings. It also addresses objectionable behavior by club members that occurs outside club activities when it impacts the safety, well-being, or reputation of the team.
Classification of Behaviors
Objectionable behavior is divided into three classifications:
Class 1
Behavior that is disruptive, reflects poorly on VSC, or does not meet expected standards of conduct for team members.
Examples include, but are not limited to:
• Minor vandalism
• Disruption during practice or meets
• Abusive language or behavior
• Insubordination to coaches, chaperones, or volunteers
• Littering
• Other acts of misconduct as determined by the coaching staff
Disciplinary Procedure
Class 1 concerns are generally handled by the coaching staff. Parents will be notified if behavior results in suspension.
Progressive discipline typically includes:
- Warning: The swimmer is informed of the inappropriate behavior and asked to stop.
- Temporary Removal: If behavior continues, the swimmer may be removed from the pool for approximately 15 minutes.
- Practice Dismissal: Continued misbehavior may result in dismissal from practice. Swimmers will call home and remain at the pool until picked up.
- Second Dismissal: A second dismissal results in an immediate one-week suspension and a hearing before the Board of Directors.
- Suspension: The parent/guardian will be informed of the suspension, and a hearing will occur during the suspension period. Hearings take place before a quorum of the Board of Directors, with both parent/guardian and swimmer given the opportunity to speak. The Board President or designee will present the facts, and the Head Coach will attend in an advisory role.
Coaches have the right to bypass progressive steps if behavior warrants immediate attention.
Class 2
Behavior that is significantly disruptive, harmful to oneself or others, damaging to the club’s reputation, or potentially dangerous.
Examples include, but are not limited to:
• Possession or use of illegal drugs, alcohol, or tobacco
• Theft
• Significant vandalism
• Bullying
• Repeated Class 1 behaviors
Disciplinary Procedure
Class 2 violations result in immediate suspension pending a board hearing. Parents will be notified, and a hearing will be held during the suspension period. Ongoing consequences will be determined by the Board of Directors, and parents will be notified within one week.
Recommended Discipline:
• 1st Offense: Minimum 30-day suspension
• 2nd Offense: Minimum 60-day suspension
• 3rd Offense: Considered a Class 1 violation and handled under Class 1 procedures
Suspended swimmers remain members of VSC; all dues and fees must be paid in full. Missed work session requirements will be charged per the current fee schedule. Reinstatement is contingent upon meeting all terms set by the Board.
Coaches have the right to bypass progressive steps if behavior warrants immediate attention.
Class 3
Behavior that is extremely severe, dangerous, life-threatening, or in direct violation of the law or Safe-Sport, and is incompatible with membership in VSC.
Examples include, but are not limited to:
• Sale or distribution of illegal drugs
• Felony conviction
• Fighting that results in severe bodily injury (whether or not during a club activity)
Disciplinary Procedure
Class 3 violations result in suspension with immediate removal from VSC pending a board hearing. Parents will be notified and a hearing held during the suspension.
Recommended Discipline:
• Will result in expulsion from the team and forfeiture of all fees paid to date.
Coaches have the right to bypass progressive steps if behavior warrants immediate attention.
