Volunteers

Volunteers are crucial to running a meet as MEETS CANNOT HAPPEN WITHOUT OUR PARENT VOLUNTEERS. Volunteering also lets you get to know other parents and teammates. The security deposit checks are not intended to be a means of "buying out" your volunteer obligations. The volunteer doesn't need to be a parent or guardian. Grandparents, siblings, family friends, or even a kid (over the age of 16) that you hire can take your shift. You will be responsible, though, if the person you designate doesn't fill the shift.

In addition, when a volunteer doesn't show, it can delay the meet while others scramble to fill that position. If you are unable to perform your volunteer role at a meet and can't locate someone to take your place, please help the meet run more smoothly by notifying one of the volunteer reps as soon as you know you won't be there. The more time they have, the better the chances they can find someone to substitute. Please read the Parent Volunteer and Code of Ethics for information on penalties and volunteer no shows and swimmer no shows.

For questions about your volunteer assignment, please contact Jourdan Timmerman and/or Jalie LaPointe.

Thanks to all of the Volunteers!!!

WG Swim Team Volunteer Information

Sign Up for Volunteer Slots: After signing into Team Unify, access Swim Meets either on the Homepage or on the Events & Competition page. Click on "Job Signup" for a particular meet. Click on the little box under or next to the job you'd prefer. (If there are no more boxes corresponding to that particular job, those slots are full.) After you click on the box, click Green Signup button at the top or bottom of the page. Your name should then appear under that job you selected. Note, signing up for a volunteer assignment does NOT sign up your swimmers for the meet! That needs to be done separately by clicking the "Attend/Decline" or "Edit Commitment" box.

Meet Volunteer Sign Up: 

• You can have your assignment go right to your calendar and you should receive a confirmation upon signing up for a job.
• You will automatically get an email reminder 2 days prior to the assignment at the e-mail address you use in Team Unify.
• If you are no longer able to work your job, please move to another available meet or switch with another parent.
• It is your responsibility to work TWO regular season meets and prelims (if your swimmer participates) AND conference finals (if your swimmer participates) to fulfill your volunteer duties. If you are unable to switch or work another available meet then you will forfeit your volunteer deposit/s. We will have to work to fill your empty spot, and turn your deposit money over to someone else to work extra.
• Please enter the swimmer's last name in the comments if it is different from the volunteer's. This assures that you get credit for the work assignments.

 Webster Waves Volunteer Policy

• Parents must work two swim meet shifts during regular season per family (not per swimmer). This could be one parent working two different meets, or two parents working the same meet. This does not include Finals. Families with only Junior swim team swimmers are asked to work just one meet. If parents also have Dive team members, they will have additional Dive team volunteer responsibilities.
• If a swimmer participates in prelims, one parent will have to worka shift), If a swimmer qualifies for Finals, one parent will be required to work the Finals meet.
• Volunteers will be responsible to be at their volunteer assignments from the start to the finish of the job requirements.
• Childcare is not provided and volunteers will not be able to care for younger children while fulfilling their volunteer obligations.

Three $150 checks will be required to ensure swim team obligations are met.

• Checks will be returned or shredded at the end of each of the three swim meets you have worked. See the volunteer coordinators when you check in to get your check back.

The following is required to meet volunteer obligations:

• Sign up for the meet and volunteer position you'd like through our Team Unify website.

• Read the job descriptions included below to determine which two meets and jobs you would like to do. Enter your name and THE SWIMMERS LAST NAME IN THE COMMENT SECTION IF DIFFERENT FROM YOURS.

• Sign ups are first come, first served. The earlier you register, the more choices you have.

• Work the meets you signed up for. If you are unable to work the time you agreed to, you are responsible for finding a replacement. (Responsible children or friends, 16 years or older, may work for you).

• You may contact the volunteer coordinators, Jourdan or Jalie, or email us at [email protected]

• Volunteers must check in with the volunteer coordinators by the time designated for your particular job (for most jobs this is 5:15). If you are not present to work your shift and the volunteer coordinators have found a replacement for you, your deposit check can be forfeited to cover costs of someone else working. Clean up volunteers must stay after the meet until all equipment, furniture, trash etc. is put away and the area is clean. Time Sheet Judge, Computer Entry Assistant, and Time Entry Checkers may have to stay until results are complete.  If you are having a hard time finding a slot that works with your schedule, i.e., if particular meets that you can make are full or if you broke your leg and cannot stand, etc., please contact the Volunteer Coordinators at [email protected] - we will work with you.

• If obligations are not met your deposit checks will be cashed.

• If someone has to fill in for a no-show, they will receive a portion of the no-show's check deposit. Filling in for a no-show does not excuse you from your own obligation to work your originally chosen meet.

• If a meet is rained out, and if you have reported to the volunteer coordinators on time, your volunteer obligation will be met for that meet. If you do not check in with the volunteer coordinators, your deposit check will be forfeited or you will have the option of being re-assigned to another meet if volunteers are still needed.

Volunteer Job Descriptions

Starter Assistant: Keep track of events and heats for the swim official by crossing off completed heats on the starter heat sheet. Keep the event number updated and assist the starter as requested. Usually a seated job at the starter table located poolside.

Bullpen: This is the holding area for swimmers prior to their races. You will be under the direction of the Bullpen Coordinators. You will organize swimmers for their assigned races and heats according to the heat sheet and send the swimmers to the starting blocks in time for their races. It is not the job of the bullpen to search for swimmers missing from the bullpen. This is a standing, walking, and communicating job that requires helping the little kids the most.

Lane Director: This job uses the heat-sheet to help swimmers brought to you from the bullpen get into the correct lane order and heat at the starting blocks. You will be assigned a specific lane mostly helping younger swimmers get up on the blocks at the right heat/event. This is a standing, walking, and communicating job that requires helping the little kids the most poolside.

Timer: Three timers are required per lane with the duties on each lane spit between the two competing teams. All timers start their watches on the flash of starter's strobe light and stop their watches when the swimmer in their lane touches the wall. Timers should verify the swimmers name either before or after their race. Stopwatches, time sheets, pencils, and clipboards are provided. One timers will write all three of the times on the lane timing sheet. Timing sheets are periodically collected by Runners. If one of the three timers on your lane doesn't get their watch started for some reason, they should raise their hand for the back-up timer to swap stop watches to finish the race. This is a standing job at poolside in an assigned lane. All timers, including those who are sometimes fulfilling split timing duties, must report for the timers meeting before the meet with the swim officials. This usually occurs at 5:45 at an announced location (for home meets it is by the diving boards). The swim officials will provide additional instructions on timing and how the meet will be run. ALL STOPWATCHES, CLIPBOARDS, AND PENCILS SHOULD BE RETURNED  AT THE CONCLUSION OF THE MEET.

Back-up Timer: These timers stand to the sides of the pool and start their watches for every race on the signal of the strobe light from the starter. The back-up timers will look for raised hands at any lane after a race starts to swap stop watches if any timers messed up. Back up timers also frequently need to check with the lanes to relieve assigned timers for brief bathroom breaks. This is a standing and walking job at poolside.

Runner: Collect the timesheets after each even numbered event from the timer with the clipboard and the DQ slips from the DQ recorders and "run", or turn them into, the time sheet judges in the computer area. It is important to collect these frequently and deliver them timely to keep the results flowing. This is a standing, walking job around the pool and computer area.

Time Sheet Judge: This individual receives the time sheets from the runners, sorts the sheets by the event number, and either checks that the middle time has been circled by the lane timers or circles the middle time. This job is usually away from the pool deck, it is a sitting job and sometimes it is in an air-conditioned space.  Note, at Webster Waves home meets, this position is combined with that of Time Entry Checker although it may appear separately on the signup.

Computer Entry: Helps coordinate entry of times into the computer, moving paperwork from the time sheet judges to the computer and then to the time entry checkers, and making sure results are posted in a timely manner. This job requires special training on the computer software. This job is only needed at certain times and locations. This job is usually away from the pool deck, it is a sitting job and sometimes it is in an air-conditioned space.

Time Entry Checker: This job receives a computer printout, checks that all times have been entered correctly by verifying against the actual time sheets and then informs the computer entry person if any changes need to be made. This job is usually away from the pool deck, it is a sitting job and sometimes it is in an air-conditioned space.  Note, at Webster Waves home meets, this position is combined with that of Time Sheet Judge although it may appear separately on the signup.

Set Up: This job starts at 4:45. Table and chair set up, general meet organization, setting up supplies, starter table, roping off seating areas, gathering supplies and general meet prep duties as directed by the coaches, hospitality, computer coordinator and meet coordinators are needed. This is an active position requiring walking, standing, and carrying. Once the meet is running smoothly this job duty is complete. This job is only for home meets.

Volunteer Check-in Helper: This job starts at 4:45. Duties include helping set up the volunteer check-in table, distributing paperwork, clipboards and stopwatches. This job may involve running for supplies, communicating between locations, handing out nametags and stopwatches, checking in workers and general "gofer" duties. This can be an active job depending on the needs. Once the meet is running smoothly this job is complete.

Hospitality: The hospitality workers serve water or other provided drinks to all meet workers, coaches and swim officials throughout the meet. They are also policing the area for trash and cleaning up messes as needed. This job is very important, especially on hot days! This job is only for home meets.

Alternate: You will be required to check in with the volunteer coordinators at the beginning of the meet. You will help volunteers as needed. You must be flexible, as you may have to work any position as needed if someone does not show up or fulfill their volunteer duties. If there are no needs and the meet is running smoothly, this job duty is complete.

Clean Up: You will need to check in with the volunteer coordinators before the meet, so they know you are present for your job. You will obtain trash bags from the concession stand in the later part of the meet and start picking up trash and policing the area. Once the meet is complete you will help with take down of chairs, tables, roping, signage, and general clean up duties. All pool chairs must be returned to the concrete and pushed together and flattened. The pool area must be returned to original condition for opening the next day. Lost and found item will be collected and turned in. You will be released by the coaches, or team president or volunteer coordinators once the work is complete. If you leave before this job is complete you may forfeit your deposit check. If all assigned workers are present, this job usually takes no more than 20-30 min after the meet completion. This is a physically active job involving lifting, bending, walking, and carrying. This job is only for home meets.