CCAQ Service Hours Policy

(Effective Nov 2024)

Purpose

To ensure that CCAQ remains a premier, member-involved swim organization, focusing on Home Meets, Away Meets, Fundraising, and Family Events.

General Requirements

Annual Commitment

Each family is required to complete 25 service hours between July 1st and June 30th of each Effective Year.

Pro-rated Hours

If you join after August 1st, your service hour requirement will be prorated at 2 hours per month. For example, a family starting on September 1st will be responsible for 16 hours from November 1st to June 30th.

New Members

New families (first-time members) are exempt from service hours for the first 60 days after joining. If a new family attends an Away Meet within the first 60 days, they must still fulfill timing responsibilities.

Returning Members

You can only be considered a new member once. If you leave and return, your service hours will be prorated and will continue for the fiscal year without the 60-day new member waiver.

Mandatory Service Hours

CCAQ-Hosted Swim Meets

Every family must work one session per day of the meet, totaling approximately 8 hours for a typical Home Meet. Even if your swimmer isn’t participating, or you’ve met your 25-hour requirement, you are still required to work. If you have a conflict, contact the Meet Manager at least 4 weeks before the meet. Alternative options may be available but are not guaranteed.

Timing at Away Meets

Families must time at least one slot per session their swimmer is at the meet. Sessions typically last 30 minutes to 1 hour, depending on the number of timing slots assigned. Unfulfilled jobs at away meets will incur a $30 per hour fee.

Recording Service Hours

CCAQ-Hosted Meets

Sign in at the "Parent Check-In Table" at the start of each session and sign out at the end of your shift.

Away Meets

Initial your name next to your timing slot on the clipboard under the CCAQ tarps to confirm your attendance.

Penalties

Families who fail to meet service hour requirements will be billed $60 per hour for unworked sessions in the following month’s invoice.

Additional Service Hour Opportunities

  • Attending General Membership Meetings earns 1 service hour per meeting.
  • Transporting equipment or working Timer Accountability earns 2-4 hours.
  • Donations: Earn 1 hour for every $25 donated.
  • Volunteer or donate items for Family Events.
  • Fundraising: Participate in events like Restaurant Nights.
  • Team Parent Role: An annual position. Contact Kelly Potter for details.

Communication and Record Verification

Regularly verify your recorded hours on the CCAQ website. Report any discrepancies immediately upon receiving your monthly invoice.

Buy-Out Option

Buy out up to 9 non-mandatory hours at $25/hour, billed in August of the new Effective Year. The buy-out does not exempt you from Home Meet or Away Meet responsibilities.

End-of-Year Assessment

Families have until June 30 to complete their annual service hours. Unfulfilled hours will be billed at $60/hour after July 1.

Note

If a member leaves the team for more than 90 days without notifying CCAQ, the remaining service hours will be billed at $60/hour. Any outstanding debt may affect future eligibility with USA Swimming.