West Howard Swim Team Parent Volunteer Agreement 2023 
 

West Howard Swim Team (WHST) is a non-profit youth swim team competing within the Central Maryland  Swim League (CMSL). The team is led by parent volunteers and a paid coaching staff. 

Mission: 

WHST provides youth swimmers opportunities to have fun, make friends and develop team camaraderie while improving swim stroke techniques. West Howard Swim Team encourages good sportsmanship and team spirit while providing an environment that supports the emotional and physical well-being of all swimmers in a setting of family participation, encouragement, and support.

Parent Support:
Along with swimmers and coaches, parents are the most important part of a swim team.. Parents help run both swim meets and other WHST activities during our short summer swim season. WHST has a great reputation for meets that run smoothly and this can only be done with your help.

How it Works:  

There are two types of volunteer commitments 

1. Swim Meets: Each swim family is expected to volunteer for a minimum of 4 jobs during swim meets (either home and away).  In addition, if your swimmer is participating in the Novice, Straehle or Divisional Championships, you will be required to volunteer at those meets as well.

2. Bait Shop: Each swim family is expected to volunteer for a minimum of 2 shifts in the Bait Shop during the summer.

If for some reason, a family is unable to meet their parent requirement of volunteering at least the minimum amount, your credit card will be charged $100 for EACH swim meet commitment that is not met by the end of the season on August 1st. (up to $400).  If there are extenuating circumstances that prevent a swim family from volunteering during swim meets, please reach out to the team rep to discuss alternatives.

WHST recognizes that many families go above and beyond offering their time and talents to our team and we would like to recognize their service. Each job completed above the minimum volunteer requirement of four will receive an entry into a drawing for a $50 cash with four winners drawn at the end of the season. (Limit one prize per family)

Meet positions are listed with duties and responsibilities on our website. You are not limited to choosing the same position, jobs are assigned on a first-come basis. Jobs may be changed as needed. Job sign up will open on May 22nd. 

 
What to Expect When You Volunteer at a Meet

Volunteer jobs are performed before the meet, during 1st half (IM, Freestyle, Backstroke), during 2nd half (Butterfly, Breaststroke, Relays), or after the meet. If  your child is finished swimming before the end of the meet, and you are working a 2nd half or after meet position, YOU MUST REMAIN AT YOUR DUTY UNTIL THE END OF  THE MEET! 

For those families new to West Howard Swim Team, there are several returning families that  are willing to help you learn the ropes.

If you sign up for a job and your plans change please log into OnDeck and submit changes. Job Signup closes at midnight before a meet, if a conflict arrives you are responsible for finding a replacement and communicating to the team rep or volunteer coordinator

All parent-volunteers must uphold the code of conduct established by West Howard Swim Team and CMSL. 

Parent Check-In Procedures at Meets:  

  • ALL parents working at the meet will check in directly with the  Swim Rep or Volunteer Coordinator before reporting to your assigned area. Note: This includes ALL volunteers for both first and second halves. This is how the team gives you credit for working your job.
  • Meet set up volunteers will arrive at least ½ hour before warm ups and will check in with the Swim Rep & Volunteer Coordinator.  
  • If you have a sick swimmer or other emergency the morning of the meet, please text the Swim Rep &  Volunteer Coordinator by 6:45AM. Contact numbers will be provided with weekly meet schedules emailed  to the team. 

Parent Jobs at Meets

Stroke and Turn

  • 2 per half at home and away meets
  • Position requires training and certification from CMSL available online
  • Attend Officials meeting approx 30 minutes before start of meet
  • Ensure swimmers are correctly executing strokes and turns, indicate DQ as necessary to official
  • Communicate with official as necessary 

Clerk of Course

  • 4 per meet, 2 per half both home and away
  • Half of meet approx 2 hours
  • Manages swimmers behind the starting blocks in events and heats. Helps younger swimmers line up at behind the correct starting block
  • One adult checking in swimmers and organizing them on benches
  • One adult helping kids move up from benches to chairs behind blocks
  • 2nd half COC also helps organize relay teams with Assistant Coach

Head Timer

  • 1 per meet both home and away
  • Entire meet approx 4 hours (can split and do half of meet)
  • Meet with Official and timers 30 minutes before meet for timing review
  • Assign timers to lanes per league rules
  • Start two extra stopwatches in sync with Starter’s flash in case timer or watch has a malfunction for each heat
  • Change out stopwatches with timers as necessary
  • Home meets ensure all stop watches are functioning
  • Away Meets bring WH starter as backup
  • Collect all stopwatches at end of meet

Timers

  • 12 per half at home meets, 9 at away meet (3 per lane)
  • Front row view to the action 
  • Half of meet approx 2 hours
  • Meet with Official and timers 30 minutes before meet for timing review- both 1st and 2nd half timers
  • Check name of swimmer against name on score card
  • Indicate to head timer for each heat that you are ready
  • Start stopwatch in sync with the starter’s flash
  • If your watch does not start, raise hand to get backup watch from head timer
  • Stop stopwatch when any part of the swimmers body touches the wall
  • One timer per lane writes down all three stopwatch times for each heat/event
  • Return all stopwatches at end of meet to head timer

Relief Timer

  • 1 per half both home and away meets
  • Half of meet approx 2 hours
  • Meet with Official and timers 30 minutes before meet for timing review- both 1st and 2nd relief timers
  • Swap out with timers as necessary

Timesheet Runner

  • 1 per half at home meets
  • Approx 2 hours
  • Collect time sheets from each lane after completion of each event
  • Submit timesheets to scorer’s table at end of each event

Heat Winner Ribbons

  • 1 per half at home meets
  • Approx 2 hours
  • Provide heat winners ribbon and snowball cup

Meet Program Operator

  • 1 both half and away meets at Computer table
  • Approx 5 hours
  • Enter times into Touchpad, post and sync results to TouchPad Live for home meets
  • Enter times into the computer system
  • Training available at meets to learn Touchpad System

Table Workers

  • 2 per half of meet both home and away
  • Approx 2.5 hours
  • 2nd half volunteers stay until meet is scored
  • Circle middle of three times
  • Audit results entered into computer system
  • Work closely with Meet Program Operator
  • Place award labels on ribbons for home team
  • Provide Team Rep with Ribbon box at end of meet

Hospitality

  • 1 per half at Home Meets
  • Half of Meet approx 2 hours
  • Provides water to all officials and volunteers during meet
  • 2nd Half Takes and Delivers Lunch orders for Official, Coaches, Stroke and Turn Officials and Computer worker

Concession

  • 5 concession workers and 3 grillers per half
  • Approx 2.5 hours
  • Assist with set-up/take-down of concession area
  • Assist Concession Chairperson with breakfast, lunch and snacks during home Meets

50/50 Raffle Sales

  • 1 at Home Meets
  • Half of meet approx 2 hours
  • Sell Raffle tickets to spectators during 1st half of meet
  • Count Intake and prepare 50/50 split at Computer Table
  • Coordinate with announcer to draw winner before Relays

Announcer

  • 1 at home meets
  • Approx 5 hours
  • Provide fun atmosphere for both home and visiting team before meet and during breaks
  • Announce who should report to clerk of course
  • Announce winner of 50/50 raffle