Pinecrest Swim & Dive Team
Parent Volunteer Job Descriptions
The Pinecrest Swim & Dive program could not operate without the effort of countless volunteers. Each team family plays a critical role in helping to make our program run – from assisting with event set-up/clean-up, providing supplies, to filling one of the many roles at a swim or dive meet. In addition, there are many jobs that can be done from home, outside of practice and meet hours that can help the team.
Did you know?
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It takes approximately 3500 volunteer hours to make all of our meets and events happen over the 8-week season (including the pre-season)
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At least 40 volunteers are needed for a swim meet
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Every adult that works behind the scenes to make the summer swim season happen is a volunteer and member of our pool
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You can volunteer and still watch your child swim/dive!
UPDATE POINT SYSTEM COMING SOON!
In addition to the meet requirements, there are a number of season-long volunteer coordinator roles as well as one-off volunteer opportunities that are needed to make each season a great one. Descriptions of each position are below. Please reach out to any of the team reps with questions about what you may be interested in helping with!
Season Long Volunteer Opportunities
We have a number of open positions. These roles are all critical to the team and have varying levels of time commitment. Some of these roles would also be good for a college student looking for job experience or looking for volunteer opportunities. Please reach out with any questions – we would love to welcome you to the team!!
NVSL Swim Representatives – Laura Manning, Rebecca Gibson & Melinda Holler
The Team Reps are volunteer parents who were once new to swimming just like many of you! They represent the Pinecrest Piranhas to the NVSL and other league swim teams. The Team Reps are responsible for all the logistics of the swim team program, from the hiring of swim coaches, swimmer registrations for both summer and winter programs, working with the board to approve swim and dive functions, and much, much more….
Developmental Swim Representatives - Jen Dunlavy, Myke Dunlavy, & Hillary Chan
Developmental meets often include over 200 swimmers swimming multiple events. There are a great deal of logistics that go into the creation of the developmental meet schedule as well as the event selections and running of the individual meets.
NVSL Dive Representative - Amy Kalfus
Spirit Wear Coordinator –
Our team loves Piranha spirit wear. This year the spirit wear coordinators looked at multiple options for a Team Store. After selecting Swim Outlet, they worked to design team spirit wear and set up the store site.
Social Coordinator – Claire Meade
Friday Night Pep-rallies, potlucks, Donut Days, Pancake Breakfasts and all kinds of Piranha fun activities are a signature part of the Pinecrest swim and dive team that includes the whole family. In addition, the Social Coordinator plans the end of season swim banquet and serves as its emcee.
Volunteer Coordinator – Connie Bowling
All meets require a significant number of volunteers as well as coordination with the other team. The Volunteer Coordinator is familiar with the set-up for each meet as well as each of the job descriptions and helps ensure that all required volunteer slots for the Pinecrest Piranhas are filled with trained and experienced volunteers at both home and away meets. In addition, at home meets, the Volunteer Coordinator serves as the hospitality coordinator for the other team to help answer questions about the pool area and to help direct volunteers from the other team with respect to meeting times/places. Coordinates and recruits NVSL trained meet officials for Pinecrest and helps maintain certifications, provide on-the-job-training opportunities and manages schedules to ensure proper meet coverage.
Concessions Coordinator - Lisa Harris & Jill Moore
At each home meet (meet hosted by Pinecrest) we run Cafe Piranha. Not only does our concession stand provide an essential service for our swimmers and parents attending meets for several hours, but also helps support some of our swim and dive team activities throughout the summer.
End of Year Awards Coordinator – OPEN
Trophies and other awards are presented at the end of season banquet. The Awards Coordinator works with our Team Reps and Coaches to coordinate all such awards. The Awards Coordinator also manages the collection of donations from families and the purchasing of coach gifts at the end of the season.
Senior Recognition Coordinator – Abbie Shlesinger
Plans and purchases gifts for our graduating piranha seniors. Coordinates senior recognition gifts and plans Senior Day (usually last Saturday home meet) with Team Reps and announcer.
Picture Day Coordinator – Adriana Iglesias
The Picture Day Coordinator(s) organize our annual swim and dive picture day. The Picture Day Coordinator(s) work with the team reps to circulate information about picture day and assist in the “cat herding” day of.
Team Photographer - Zach Gibson
The team photographer takes action shots of swimmers during meets and team events and shares a collection of photos with the team. At the end of the season, the team photographer puts together a photo slide show for the banquet.
Team Website Manager
The Swim Team website on GoMotion/TeamUnify houses information for families about the swim team including calendars, meet information, links to the Spirit Wear store, coach information, FAQs, etc. The Swim Team Website Manager is responsible for posting this information and keeping the website up to date.
Weekly Meet Volunteer Opportunities
Every swim meet requires a LARGE number of volunteers. As a general rule of thumb, we ask that at least one member of your family volunteers at half the meets in which your children compete. Saturday NVSL meets typically last 3 - 3 ½ hours and Monday Developmental meets typically last 3 ½ - 4 hours.
Below is a description of volunteer positions needed for meets. If there is something you are interested in learning, just let one of our team reps know – we are more than happy to help you find someone to help guide you!
Home Meet Set-up and Break-Down
This is an “all-hand-on-deck” job. Volunteers move deck furniture, set up tents, hang signage and prepare the pool area for the meet. The volunteer coordinator can help explain the pool set-up for the meet. It is possible to volunteer for Meet Set-Up and/or Break-Down in addition to other meet related jobs. No experience required however you should come on time and prepared to break a sweat.
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Saturday morning set-up begins at 6:30am. The pool should be ready for competition 30 minutes prior to the start of warm-ups. During Home meets the pool is closed to members for the duration of the meet.
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Monday night meet set-up usually starts around 4:30/4:45 pm before our team begins warm-ups.
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Break-down for both Saturday and Monday meets is done immediately following the last race. Volunteers are asked to stay and help until the pool is reset – many hands make light work! Must stay until the job is complete and the team representative or volunteer coordinator has dismissed you.
Marshals
The Marshal is in charge of keeping walkways clear, help with directional flow of swimmers, as well as assisting with the spectator area and helping to maintain noise control before the start of a race. Marshals must be on duty starting when swimmers enter the pool for warm-ups until the last race is complete. Marshals generally get a great view for the meet! No experience is required.
Runners
Runners help deliver time-cards to the table after each race. At some meets there is also a runner assigned to help the officials with anything they may need to be delivered around the pool and/or a runner to assist the clerk of course deliver cards to the head timer. Runners remain active the whole meet and get a great view of all of the action. Generally, two runners are needed for all meets. No experience is required.
Clerk of Course
The Clerk of Course organizes the swimmers for each event, making sure swimmers are in the correct heats and lanes and dividing out swimmers into heats, if necessary. This job requires patience, quick organization, and an expert “Parent Stink Eye”. You will quickly get to learn the names of the swimmers and you may become an expert at “capping” swimmers before their races! Clerks help the meet run smoothly and without delay as well as serving as a shining example of sportsmanship and hospitality. We generally need two clerks from each team for the duration of the meet. Experience is encouraged, but not necessary.
Relay Take-Off Judges
Relay Take-off Judges are needed during the relay portion of the Saturday meets as well as at the NVSL Divisional Relays competition. The Relay Take-off Judges are responsible for watching the incoming swimmer touch the wall while also watching the departing swimmer start their leg of the relay to make sure that no swimmer takes off too early. This is a fast-paced job that requires a careful eye and a willingness to get wet– especially for the 15-18 Boys relay teams! Experience is encouraged, but not necessary.
Timers
Every swim meet requires at least 18 times, evenly split between the home and away teams. Three timers are needed for every racing lane, plus alternates/substitutes. Timers verify the name of the swimmer in the lane before the race and then time the each race. This job requires attention, focus, and a quick reaction to catch as accurate a time as possible for each and every race – so many races come down to milliseconds and the timers are critical. Timers get the best view of race finishes of anyone on the pool deck. If you are new to timing, let the Chief Timer know so that they can be sure to brief you and help you as needed. On-the-job training is provided for timers.
Chief Timer
The Chief Timer is in charge of all timing and recording of race results for each race. It is the Chief Timer’s responsibility to maintain the timer box, provide each line with the needed supplies/equipment (i.e. watches, pencils, clipboards, etc), and make sure that the timers in each lane provide an accurate record of each swimmer’s race. Any issues with stopwatches or the time recorded on a timecard must be resolved with the Chief Timer prior to the conclusion of the meet. Training Available. Some experience required.
Table Workers
Table Workers perform a critical part of the swim meet by sorting timecards, verifying times, and preparing ribbons. Often the forgotten officials, table workers sit at a table often to the side of the deck and are responsible for the core administration function of the meet. They work closely with the Data Coordinators from both teams to manage all the information coming in from each event. The table workers include:
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Place recorders (1 per team) – raise discrepancies in the time cards with the Table Chief and Chief Timer, record disqualifications (DQs) when received from the Referee, determine the order of finish for each race and write it on the time cards, check for any team or NVSL records and mark the time card appropriately.
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Verifiers (1 per team) – verify each swimmers’ names, times, place or disqualification status. Note any new NVSL or team record on the printed verification sheet for the Announcer.
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Award Clerks (1 per team) – select and label ribbons for each event.
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Table Chief (1 per meet) – sets up the table area, provides and manages the “table box” of supplies and helps keep the flow of the table going with the table workers throughout the meet. Responsible for reconciling any issues with the time cards and validating all information is properly recorded for the meet.
On-the-job training is provided, but some experience is preferred for NVSL Meet Table Workers. Experience is required for the Table Chief.
Meet Announcer
The announcer is responsible for announcing each event, and at NVSL meets, the swimmer as well as providing updates on event results and team scores. The announcer helps to set up the sound system prior to the meet, updates and reviews the script for the meet, makes pre-meet and post-meet announcements, and helps take down the sound system after the meet. This important role requires coordination with the Team Reps, the Meet Referee and the Table Chief as well as an understanding of how meets are run. Public speaking skills are a must. Some experience preferred, but on-the-job training available.
Meet Officials
Each meet requires a set of certified officials to run the meet and to make sure that all of the requisite rules and regulations are followed. The following is a description of each of the NVSL certified officials:
Stroke & Turn Judges (4/meet)
Are you interested in a quiet, front row spot to watch swim meets? Are you someone who cares about the rules? Do you want to better understand the requirements for each stroke and the mechanics of starts and turns? To be a stroke and turn judge you must know the rules for each of the strokes and apply them fairly and consistently. All it takes is a two-hour NVSL sponsored clinic to become a certified Stroke & Turn Judge followed by on-the-job training. Training Certification & On-the-job training required.
Starter (1/meet)
The Starter is responsible for announcing each event and signal the start of each race. The Starter works with the Referee to make sure that the swimmers are properly set and that there is a fair start to each race. The Starter is also responsible for setting up the starter and testing it prior to each meet. Prior experience as a Stroke & Turn Judge required. Certification & On-the job training as a Starter required..
Referee (1/meet)
The Referee's principal function is to ensure that the meet is properly conducted, the rules are properly enforced, and, to the maximum extent possible, that the swimmers have uniformly fair competitive conditions. The Referee has full authority over all officials as well as the timing and progression of the meet. In addition, the Referee is responsible for deciding and settling any questions that arise during the meet. Prior experience as a Stroke & Turn Judge and Starter required. Certification & On-the job training as a Referee required. Must wear a white shirt and blue shorts/skirt.
If you would like to volunteer as an official (stroke & turn, starter, or referee), please contact either the team reps or the volunteer coordinator. NVSL hosts a number of training sessions each June specific to different roles. Please see the team general calendar or mynvsl.com for dates.
Concessions & Meet Supplies
At each home meet (meet hosted by Pinecrest) we open up the Piranha Cafe. Not only does our concession stand provide an essential service for our swimmers and parents attending meets for several hours, but also helps support some of our swim and dive team activities throughout the summer.
Concession Tabler
We need 3-4 volunteers to help run the concession stand. Job duties include setting up the concessions, assisting swimmers choose a donut (or two), helping grill hamburgers and hotdogs, managing the cash box (be ready to count quarters and wet dollar bills!), and breaking down the set up at the end of the meet.
Concession & Meet Supplies
Each volunteer sign up will include the option to bring concession and meet supplies as a way to contribute to the team. Common items include ice, water bottles for meet officials, donuts (a fan favorite), fruit, etc… Items can be dropped off at the beginning of the meet.
