Volunteer Information

How-To Job Sign Up & Job Description list

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The summer league swim team is a non-profit league that is run completely by our awesome parent volunteers, including members of Greenway Village Aquadux swim team board, the Cinco Ranch Swim Team (CRST) board, and the West Houston Aquatic League (WHALe) board. The season would not be possible without our parent volunteers. Please be patient with all our volunteers as they work hard to make this the best season possible for our swimmers! If you are interested in becoming more involved or joining our swim team board, please contact one of our current board members for more information.

Volunteer Job Sign-up:

Volunteer job sign-ups will open in April and will close on the 5th day of practice in May. If you would like to pick your volunteer job, please sign up by the 5th day of practice. After this date, the volunteer coordinator may assign any remaining jobs to those who have not signed up for their volunteer requirements. The volunteer coordinator has the responsibility to ensure all volunteer jobs are filled and may change jobs as needed to ensure the meets are able to be run smoothly. Every parent/guardian is required to complete the Athletic Protection Training by the 5th day of practice or your athlete will not be able to swim until it is completed.

Volunteer Requirements:

The number of “jobs/points/shifts” is assigned by the number of children your family has swimming: (if your child is 15 yrs old or older no volunteer shifts/points are required for THAT child).

One swimmer = 2 jobs/”points”/shifts per Family per Season

Two swimmers = 4 jobs/”points”/shifts per Family per Season

Three or more swimmers = 5 jobs/”points”/shifts per Family per Season

Please ensure that you fulfill your volunteer requirements. If unexpected circumstances occur and you are unable to complete a volunteer job you have signed up for, please find another parent to switch jobs with and contact the volunteer coordinator about the switch. If you are unable to fulfill your minimum volunteer requirements for the current season, you will not be allowed to register in the future for any Cinco Ranch swim team. Please see our Updated Policy and Procedures document concerning not completing volunteer requirements.

Meet of Champs (MOC) and All Star Meet (ASM): Volunteer positions for the MOC and ASM are assigned to parents before the meets. These meets DO NOT count towards your family’s job/point requirement.

Weather Delay/Cancellations:

In case of meet delay due to extreme weather, the volunteers signed up for volunteer jobs at that meet are expected to continue their volunteer jobs after the weather delay is over and the meet has resumed following an “all clear” signal. In case of meet cancellation due to extreme weather, the volunteers signed up for volunteer jobs for that meet are expected to fulfill their jobs on the meet make-up date. If you are unable to make the meet make-up date, it is your responsibility to find a replacement or parent to switch jobs with for a different meet and notify the volunteer coordinator about the switch.

Volunteer Job Descriptions:

**All positions are for the ENTIRE meet unless otherwise stated**

Concession Sales *worth 1 point* (3=qty needed per meet) Only for HOME meets

Sell food and drinks during the entire meet.

Responsible for setting up and using hot dog machine!

Responsible for clean up and recording and collecting profit from sales.

Must come early to help set up and stay later to help clean up.

(Can take turns stepping away to quickly watch their swimmer swim an race as needed)

Concession Lead Coordinator *worth 1 point* (1) Only for HOME meets

Responsible for coming early to help set up.

Must have prior experience and will work with directors/and or treasurer to count money after the meet.

Responsible for clean-up and recording and collecting profit from sales.

Hospitality Water Runner / Concessions reliever *worth 1 point* (1) Only for HOME meets

Will walk around during the entire meet distributing water to our coaches/volunteers.

Assisting concessions sales and helping relieve them when needed.

Checking on trash cans and emptying when needed.

Meet Set Up *worth ½ point* (5 home / 4 away)

Must be available to come at least 2 hours before meet starts (preferably 2hrs 15min before home meet starts).

Responsible for preparing pool area for the meet.

Helps set up and stake down tents and tarps (or use weights on tent poles and zip ties to secure tents).

Must be able to physically lift tents, benches, tables, chairs, etc.

For home meets this also includes setting up ready benches, chairs and meet equipment, stanchions, signage, etc. as needed prior to meet.

For away meets this means loading tents and equipment into a vehicle from our home pool then unloading them once we are at the away meet to set up.

Tear Down *worth ½ point* (5 home / 4 away)

Responsible for restoring pool area to pre meet condition after the meet is over.

Needs to be ready after the 6 and under events end to potentially start taking those tents down.

Helps take down tents and tarps (collect all stakes, weights on tent poles, cut zip ties and collect any other set up materials like signs and put them back).

Must be able to physically lift tents, benches, tables, chairs, etc.

For home meets this also includes putting away ready benches, chairs and meet equipment, etc. as needed into the storage closet after the meet is over.

For away meets this means loading tents and equipment into a vehicle and meeting at our home pool to unload and put them away after the meet.

For evening meets you can start the tear down process when it gets dark usually around 7:30, otherwise will be free during the meet, but stay longer (about an hour) after meet is done.

Away Meet Equipment Manager/Transport *worth 1 point* (There / Back)

MUST have a truck or large SUV to fit about 12 tents (and maybe other stuff if possible).

Before meet- Get out of storage all, tents, stakes/weights, tables, tarps, or other meet equipment and materials, load into vehicle and transport to the away meet and unload there.

Must be able to physically lift/load tents, tarp bins, tables or other equipment.

After end of meet- Collect and load into vehicle all, tents, stakes/weights, tables, tarps, or other away meet equipment and materials and transport from meet back to our storage at home pool.

Lead home meet Set Up & Tear Down *worth 1 point* (1)

MUST have prior experience to know where things typically go for our home meets.

Must be able to physically lift tents, benches, tables, chairs, etc.

Lead the team of Set Up and Take Down crew for home meets.

Includes all the same tasks as Set Up / Tear Down job description.

Will need to be available to come early and stay late and Help with lights at night meet if needed.

Tent / Bench Parent *worth 1 point* (~20 per meet)

***Priority volunteer registration for 6&U Bench will be given to parents who ONLY have a 6 & U swimmer (and no swimmers in any other age group). If volunteer spots are still open after this time, the remaining spots will be available to families with multiple swimmers that includes one or more in the 6&U age group***.

6 and Under Bench Parents (3 - girls tent, 3 - boys tent)

7/8, 9/8 & 11-12 (~2 - per girl tent, ~2 - per boy tent is needed per each age group)

13 and Up (1~2 parent for shared girl/boy tent as needed)

Arrive 20-30 min before swimmers, have parents sign in their swimmer(s) as they arrive.

Supervises the waiting tent area for a particular age group during meets

Marks arms/hands of swimmers with event/heat/lane if needed/wanted

Line them up in order and walk them to the benches behind the lanes for events. (Heat Sheets, clip board, pens and highlighter provided!)

Distributes ribbons when given and coordinates who is swimming what relays.

Keeps track of swimmers -help find parents when needed- take groups to the restrooms between events if needed.

Help gets swimmers to the ready bench on time with caps and goggles while keeping them in lane line order.

At meet end, ensure trash is picked up, kids belongings are gathered and tarps are folded and placed on the ground in the center of the tent area.

Have parents sign out their swimmer before they take them from the tent at the end of the meet or when all of their events are finished.

This job keeps you with your swimmer during the whole meet

Tent/Bench Parent Coordinator *worth 1 point* (1)

Collects attendance from tent/bench parents and gives information to the
head coach.
Communicates timeline for events with tent/bench parents for the entire meet.
Goes to each tent to tell tent/bench parents to start lining up.
Communicates with head coach about ALL relay changes and gives that
information to the tent/bench parents.
Check-in with Ready Bench Boss and Ready Bench Coordinator about any changes to the relays due to missing kids or other meet/swimmer changes.

Ready Bench Boss *worth 1 point* (1)

Stays on the ready bench side of the pool

Ensures that swimmers are lined up in event and heat order on the benches once the Tent/Bench Parent brings them to ready bench area.

Communicates with coaching staff of any changes.

Call out the names loudly, check both teams for correct swimmer placement as some lanes won’t have a swimmer and kids might swim out of heat.

Be sure to remind kids what stroke they’re swimming especially for the medley relays and keep 2nd swimmers from starting before their time.

Check-in with Ready Bench Coordinator about any changes to the relays due to missing kids or other meet/swimmer changes.

Remind our littler swimmers not to go until the beep/light flash and for fly and breast- two hand touch finish

Ready Bench Coordinator *worth 1 point* (1)

Stay on the timer's side of the pool for relays to help line kids up in lane/heat.
Helps with older kids for 50yd events and up that start on timer end.
Communicates with head coach about ALL relay changes and gives that information to the tent/bench parents
Help line kids up on the other end of the pool for relays.
Call out the names loudly, check both teams for correct swimmer placement as some lanes won’t have a swimmer and kids can swim out of heat.
Be sure to remind kids what stroke they’re swimming especially for the medley relays and keep 2nd swimmers from starting before their time.
Check-in with Ready Bench Boss about any changes to the relays due to missing kids or other meet/swimmer changes.
Remind our littler swimmers not to go until the beep/light flash and for fly and breast- two hand touch finish.

Ribbons *worth 1 point* (2)

Responsible for labeling ribbons and keeping ribbons organized by heat and event after each race for ribbon runner to handout.

Ribbons are printed at Console Table and provided to Ribbons Table.

Volunteer has to stay until all ribbons can be printed which takes some time after the races.

Ribbons Runner *worth 1 point* (1)

Delivers the ribbons to the bench parents after the ribbons have been labeled and races have been scored or files them in swimmer’s family file for ribbons to be passed out later. Also helps retrieve sticker sheets from console printer to give to ribbons table and help at ribbons table, labeling ribbons.

Time Sheet Runner / Flip Chart *worth 1 point* (1) Only for HOME meets

Responsible for taking the filled out time sheets/cards from the timers and bring them to Console/score keeping table or run scorecards to ribbon table at end of each race.

Flip event # and heat # chart for each race if need.

Timers

*worth 1 point* (~ 6-8 depending on home or away)

Two timers per lane - one from home team, one from away team.

One timer timing each race with a stopwatch for entire meet.

One timer per lane will write down the swimmer times on a time sheet attached to a clip board and be ready to hand in to time sheet runner at the end of an event.

Both timers will be responsible for hitting the Time Drops fob when the swimmer in their lane finishes.

Please stand toward the end of the swimmer’s race to see when racers touch the wall to get an accurate time. (Hit the stopwatch and time drops fob button when any part of the swimmer touches the wall on their final lap.)

Please be prepared to have a kick board ready for younger swimmers during backstroke races to insert into the water as their head gets close to the wall to prevent the swimmer from banging their head on the wall at finish.

Timers need to arrive 45 minutes before the meet, instructions will be given during the timer meeting which is usually 30 min before the meet starts.

Timers with previous experience should sign up for the middle lanes.

Head / Back-Up Timer *worth 1 point* (1)

Responsible for backing up main timers.

Ensures timers know their timing responsibilities

Notify volunteer coordinator if timer is not doing their job correctly despite adive given by head timer

Will need to time each race with two stop watches for the entire meet.

Hand started timer to whoever needs one during races.

Needs to arrive 45 minutes before the meet starts and help facilitate timer meeting for volunteers before meet.

Tarp/Lane Tarp Washer *worth 1 point* This position will only be filled if all other jobs have been filled.

Responsible for picking up tarps and lane tarps after the meet, taking them home, thoroughly cleaning (by spraying them down), ensuring they are dry, and returning them to the Greenway Village pool within 48 hours.

Speeding Tickets *worth 1 point* This position will only be filled if all other jobs have been filled.

Responsible for obtaining the speeding ticket stickers from the WHALe rep within 48 hrs of the swim meet. Place the speeding ticket stickers on a 3x5 card, duck cutout, or other speeding tickets item. Return the speeding tickets to the Greenway Village pool by the next practice (48-72 hrs after the meet), and organizing the speeding tickets in the speeding ticket/ribbon box by age group. Notify either the director or the coach when speeding tickets at the pool so that the speeding tickets can be distributed.

Stroke / Turn Judge *worth 2 points* (4) **This position requires training and certification!** 2025 All Officials Training and in person training/shadowing with WHALe must be done for ALL volunteers this year (see email from Volunteer Coordinators).

Will monitor swimmers for stroke, touch and turn infractions and report to Meet Referee.

On-Line training MUST be completed before time trials.

There is also an in person training that needs to be complete to be fully certified, this can be done at time trials.

Meet Referee

*worth 2 points* (1) Only for HOME meets **This position requires training and certification!** 2025 All Officials Training and in person training/shadowing with WHALe must be done for ALL volunteers this year (see email from Volunteer Coordinators).

Responsible for running and officiating the meet.

Inform console operators of disqualifications (DQs) and disputes.

On-Line training MUST be completed before time trials.

There is also an in person training that needs to be complete to be fully certified, this can be done at time trials.

Starter / Announcer

Responsible for calling/starting each event on the microphone/ start machine.

Announcing Event and Heat for entirety of the meet.

Charging false starts to swimmers.

Restarting swimmers for false starts.

Use a starting device and only whistle in the event of a device failure.

On-Line training MUST be completed before time tirals.

There is also an in person training that needs to be complete to be fully certified, this can be done at time trials.

Console Operator

*worth 2 points* (2) **This position requires training and certification!** This job requires 2 online trainings: Console Operator Training and Time Drops Training, as well as an in-person training/shadowing that must be done for all new console volunteers who have not done this position before.

Controls the computers at the meets.

Console operators will train and be certified to run the Time Drops and Meet Maestro systems during a meet.

Electronically enters meets results into computer database during home meets.

Making swimmer changes on deck pre-meet on behalf of coaches

Printing new heat sheets on deck

Ensuring the timers are recording accurately

Recording DQs per Referee

Scoring the meet.

On-Line training MUST be completed before time trials.

There is also an in person training that needs to be complete to be fully certified, this can be done at time trials.

Volunteer Training:

Athletic Protection Training is required by WHALe for all adult volunteers over the age of 17. It is highly recommended that all parents/guardians of swimmers take this course.

Console Operator Training & Time Drops Training

All Officials Training (Stroke/turn, Meet Ref, Starter)

Board Member Volunteer Description:

Volunteer Coordinator (or Co-Coordinators) *worth 5 points* (1-2 board positions)

Attend CRST and Greenway board meetings
Create volunteer jobs
Make sure all necessary volunteer jobs for a meet are filled, assign jobs if necessary
Make sure all necessary volunteer training is completed
Sign in volunteers at meets
Create sign in sheets for volunteers and for swimmers at meets
Create and assign jobs for MOC and ASM for all MOC and ASM swimmer families
Coordinate with director as needed for any volunteer jobs
Confirm all families complete required volunteer jobs prior to the end of the season, notify director of any families who do not fulfill their responsibilities

WHALE Representative *worth 5 points* – (1 board position)

This is our team’s representative to the WHALe League.

Attends monthly WHALe meetings (Approx Feb- Aug) and CRST meetings.

Votes for/against WHALe policy changes to benefit/or prevent harm to the team and maintain proper swimmer, parent, team representation.

Keeps other board members in the loop on League business.

Coordinates with opposing team WHALe reps for dual meets.

Holds minor volunteer committee position within the League that may include Design/purchase of League T-shirts, Ribbon distribution, Console distribution, Concessions coordinator, etc for end of season meets.

Director (or Co-Directors) *worth 5 points* (1-2 board positions)

Coordinates board meetings for Greenway Board
Attends CRST board meetings
Updates Greenway swim team website and creates practice schedule
Creates swim team season schedule along with other board members
Coordinates and assists other Greenway Board members as needed
Communicates with parents weekly and send reminders
Reach out to parents for any board positions that need filled
Communicates with coaches
Attends practice for 10 and under or ensures a board member is present at practice to answer questions as needed
Assist in marking which swimmers can successfully swim across the pool, notify registrar of any swimmers who were unsuccessful or of any swimmers who request to withdraw
Creates Coach Clinic sign ups
Creates volunteer buyout sign ups
Coordinates volunteer buyouts, communicates which buyouts confirmed/paid with volunteer coordinator
Buy team supplies/Friday treats/concession items as needed for the team
Hold pool key and unlock pool as needed for volunteers
Do coach time sheets
Confirm venders as needed for meets