Northfield Swim Club Volunteer Policy

Effective April 11, 2023

 

Tutorial - How to Sign Up to Volunteer at Hosted Swim Meets

 

Volunteer Policy Update

After considering feedback from Northfield Swim Club Families and studying the volunteer requirements of youth sports clubs similar in size to ours the volunteer policy has changed as of April 11, 2023. The new policy is in line with the club’s primary need for volunteers, which is running swim meets. They are our best fundraising opportunities. 

 

The Northfield Swim Club Plans to Host:

  • 1 swim meet during the Fall Session
  • 1-2 swim meets during the Winter Session
  • 1 swim meet during the Spring Session
  • 1 swim meet during the Summer Session

 

All families registered for a session are required to volunteer, during that session, a minimum of one shift per hosted one-day swim meet(s) and two shifts per hosted two-day swim meet(s).

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  • We expect to provide dates for hosted swim meets at registration for each session. We use Northfield Public Schools facilities for our meets and approval cannot be guaranteed prior to session registration, but we will at least provide tentative dates at registration.  
  • Hosting swim meets are our biggest fundraisers and without them we would need to significantly increase swim fees. There are plenty of volunteer shifts per meet. When posted, shifts are available first come, first serve.

 

Families who volunteer more than the required shift(s) per hosted swim meet will receive $10 credit on their account per additional shift, up to a maximum of $30. Families can sign-up for additional shifts after an allotted time set aside for families to sign-up for their first shift(s).

 

If families would like to opt out of the volunteer requirement, they can pay $200 per meet in place of volunteering. Contact Coach Tony at [email protected] to request an invoice of $200 for each meet you would like to opt out of.

 

Families who do not volunteer and do not contact Coach Tony in advance for an invoice will be billed $200 after the event concludes. Families who volunteer only one shift of a two-day swim meet will be billed $100 after the event concludes. 

 

Families joining the club mid session, after the hosted meet(s) have concluded, will be exempt from the volunteer requirement for that session and will not be billed for unfulfilled volunteer requirements.

 

If you know your family has a scheduling conflict with the dates of volunteer requirements please contact the president ASAP at [email protected] . We can offer very limited alternate volunteer opportunities. We can not guarantee an alternate volunteer opportunity, but will do our best to find a workable solution.

 

If your family is suddenly unable to volunteer due to an emergency situation promptly contact the president at [email protected]. The Board of Directors makes all decisions regarding any possible exceptions to the volunteer policy.  

 

Credit for Volunteering on the Board of Directors

Volunteering on the Board of Directors involves a commitment that goes well beyond the volunteer requirements. The level of commitment varies a great deal from board member to board member, but we ask more of our board members than is asked of regular swim families. For this reason, swim families who have an adult member active on the Board of Directors will receive a $15 credit on their account for each month of board participation. 

Incentives for Serving as a Volunteer USA Swimming official

Swim meets are officiated, almost entirely, by trained volunteer officials. Very few officials are paid. Healthy swim clubs need volunteers willing to officiate hosted swim meets. Becoming an official is straightforward and does not involve a huge commitment. To encourage more people to become swim officials the Northfield Swim Club offers the following incentives:

  • Reimbursement for USA Swimming Membership - Officials must be non-athlete members of USA Swimming. The club will reimburse officials for this expense.

  • Reimbursement for Background Check - Officials must pass a background check. The club will reimburse officials for this expense. 

  • One White Official Shirt - The club will purchase each official one white official shirt.

  • $15 Credit for Each Session Worked at Home Meets, Beyond the Required Shift(s) - Families are required to work 1-2 shifts at hosted swim meets, although we need our officials to work the entire meet. The $15 credit per additional shift is our “thank you” for going above & beyond.

  • Officials from other clubs volunteer their time at our meets. We hope our folks will do the same at away meets. Working the deck at other pools is a great way to build relationships with people from other clubs. It’s also a wonderful way to be on deck with your swimmer, even at away meets. Swim meets would be impossible to run without volunteer officials from non-host clubs. 

Additional Volunteer Opportunities

  • Occasionally other volunteer opportunities arise. While there will be no REQUIREMENT to volunteer we hope members of our swim community will take the opportunity to volunteer if they are able.

Northfield Swim Club Policies

 

Credit/Refund Policy

If a brand new swimmer tries the club for up to a month (28 calendar days from their first eligible practice) and decides they do not want to continue swimming, a partial refund can be issued. To receive a refund families must submit a written request to the Head Coach ([email protected]) on or before the last day of the trial period.

Refunds Can Be Issued For Medical Reasons. We require appropriate documentation from a healthcare professional for a refund. If a swimmer is not able to practice due to a medical condition for a period of two or more consecutive weeks, then, upon request, a refund or credit will be considered by the Northfield Swim Club Board. All requests must be submitted during the session in which they apply. Requests must be submitted in writing to the Head Coach ([email protected]).

 

Overdue Accounts

A swimmer (who is not on auto-pay with a valid current credit card) will not be eligible to participate in practice or swim meets when the family account surpasses $200 past due, unless payment arrangements have been worked out with the assistant coach and board.

  • Monthly swim fees are due by the 15th of each month.
  • On the 16th Coach Tony will email a reminder to any family account that has $200 or more past due.
  • If the account isn’t paid by the 23rd of the month, the swimmer will not be able to practice or attend meets. An email will be sent from the board with the head coach & assistant coach CCed. 

The board & Coach Tony can assist families with extenuating circumstances by putting payment plans in place.


State Meet Participation

All swimmers who achieve state qualifying times should plan on competing at state meets. It is an honor to excel to a level that most swimmers will not reach. Swimmers who do not qualify for state individually may have the opportunity to swim on state relay teams. For a relay to swim at state only one athlete on the relay team needs to have qualified for state  individually. Swimming on relays is an exciting way to compete at the state level. The coaches select athletes for state relays based on several factors, but primarily on times. 

 

Code of Conduct

It is the expectation of Northfield Swim Club that all members swimmers, staff and parents abide
by the following guidelines while at team practice or at any swimming competition in which the
swimmer is representing the club.

As a parent/guardian, I will:

  • Put the well being of the team ahead of my personal desires for my child.
  • Speak positively of our coaches, swimmers and other parents.
  • Express my concerns in a positive manner in all forms of communication, including emails when I have a dispute.
  • Volunteer my time to help the team.
  • Pay my dues and meet fees on time.
  • Accept responsibility for my child(ren)
  • Expect my children to show respect to other parents, swimmers, and coaches
  • Have my child to practice and meets on time
  • Pick up my child promptly at the end of the scheduled practice time

As a swimmer, I will:

  • Make the most of every training session and competition.
  • Support my teammates? efforts in practice and at meets.
  • Respect and listen to my coaches and do the training prescribed by my coach.
  • Respect the facilities and building in which I train.
  • Respect my fellow swimmers and their personal property.
  • Be on time for practices and meets.
  • Refrain from horseplay on the pool deck, in the pool or in the locker room.
  • Refrain from the use of drugs, alcohol and tobacco.

Consequences of Disrespect of person or property at practice or meets:

NOTE: For egregious offenses, the swimmer or parents club membership may be revoked by a 2/3
majority vote of the board.

  • 1st Offense: Written or verbal apology to victim or establishment. Notification of parents and board.
  • 2nd Offense: 2 day suspension. Swimmer, Coach and Parent meet to discuss the conditions of re-installment into the club.
  • 3rd Offense:Permanent suspension of swimmer. Please note this is only after a 2/3 majority vote by the BOD.

Consequences of horseplay in the pool or locker rooms at practice or meets:

  • 1st Offense: Warning, coach's discretion. Swimmer will be asked to sit on deck or in balcony for an extended period of time. Parents will be notified.
  • 2nd Offense: Swimmer will be asked to call parent to pick them up from practice or meet.
  • 3rd Offense: Swimmer will not be allowed back to practice until a meeting is set up with parents and coach.

Northfield Swim Club Postings Opt Out Form

Parents, fill out this form if you I do NOT give permission for your swimmer's photograph, video image, and/or recorded statement(s) to be posted on the Northfield Bullsharks Swim Club website, social media page, and/or other electronic media in order to highlight swimmer achievement, club experience, etc.