Volunteer Job Descriptions
Meet Director/Referee
Requires approximately 2 hours of training
(Arrive 30 minutes prior to the meet start time – until meet end) This volunteer is in complete charge of the swim meet at home meets. They will solve all disputes and have the final word in such disputes according to the League Bylaws.
Job Description from WHALe:
The Referee is responsible for holding a meeting before the meet begins with all officials (timers, judges, etc…) and coaches to review meet procedures. The referee:
a. Cannot disqualify or place swimmers.
b. Cannot over rule a judge, but can make suggestions if you believe they do not understand a rule. If needed, you have the authority to remove/replace any judge or timer.
c. Only speak to coaches about disputes, disqualifications, or questions. If parents and/or swimmers approach you; send them directly to their coach.
d. Maintains good sportsmanship during the meet.
e. Can remove swimmers for poor conduct or sportsmanship (foul language, disruption to the meet, etc…)
f. Parents can be removed by Referee and/or League Representatives (both teams agree).
g. Any ejections must be reported to League Vice-President in writing within 24 hours by the referee.
h. The referee will be at the finish line to observe the finish and check with stroke and touch/turn judges for disqualifications.
i. Keeps the meet running smoothly and quickly.
Meet Coordinator
Requires approximately 2 hours of training
(Arrive 30 minutes prior to meet start time – until meet end) There will be times when CCKST will be the ‘visitor’ team, but allow the ‘home’ team to use our Flewellen Pool. This can happen if the team we are competing against has a 6 lane pool; it is in everyone’s best interest to utilize our 8 lane pool. This volunteer will assist the Meet Director for the ‘home team’ anyway needed.
Safety Marshall
(Arrive 30 minutes prior to meet start time – until meet end) This volunteer will monitor the deck area. This includes making sure there is no running around the pool. Monitor spectators to make sure they are not standing or sitting too close to the pool.
Starter
Requires approximately 2 hours of training
(Arrive 30 minutes prior to the meet start time – until meet end) This volunteer signals the start of each heat. This volunteer announces all upcoming events to alert the children & ready bench volunteers. He/she also makes general announcements.
Job Description from WHALe:
The Starter will be responsible for charging false starts to swimmers. The starter will use a starting device, and only whistle in the event of a device failure. An individual's second false start shall result in disqualification, except for 6 & under events.
a. After receiving clearance from the referee, the starter instructs the swimmers, including the type of event. The starter then directs them to "take your mark" to which they must immediately respond by assuming a starting position. Sufficient time should follow "take your mark" to enable swimmers to assume starting positions, but no swimmer shall be in motion immediately before the starting signal is given.
b. When a swimmer does not respond promptly to the command "take your mark" or starts before the starting signal is given, the starter shall immediately release all swimmers with the command "stand up". Any swimmer who enters the water or backstroker who leaves the starting area shall be charged with a false start, except that a swimmer may be relieved of the charge if the false start was caused by the swimmer's reaction to the command "stand up".
c. All swimmers leaving their marks before the starting signal is given shall be charged with a false start, except that a swimmer who has false started because of the action or movement of another competitor may be relieved of the charge and a false start may be charged only to the offender who moved.
d. For backstroke starts, a false start may be charged to any swimmer who fails to maintain his feet and/or hands in a legal position after one warning.
e. For relay starts, a still start is required with feet touching some portion of the deck – no running, stepping or hop starts.
f. A swimmer may also be disqualified for deliberate delay or misconduct.
g. When the starting signal is given and one or more swimmers have obtained an unfair advantage, all swimmers shall be recalled at once by a second signal, and the starter shall indicate the swimmer(s), if any, who are charged with a false start.
Starter Assistant
(Arrive 30 minutes prior to the meet start time – until meet end) This volunteer will be responsible for flipping event cards. The event cards will be on a stand and the cards will need to be turned at the start of each event.
Judges
Requires approximately 2 hours of training (Arrive 30 minutes prior to the meet start time – until meet end)
Stroke Judges
This volunteer observes the swimmers within each heat of the meet to ensure that their strokes are legal according to the SPSC swimming rules. If they see an infraction they immediately raise their hand and report to the Meet Director for the swimmer in question. Leniency in cases of "no harm" fouls or fouls among the ten and under age groups is encouraged. There are no disqualifications in the 6 and under and the 7/8 age groups, unless, in the opinion of the Stroke Judge or Meet Director, the swimmer has had an unfair advantage in swimming the wrong stroke.
Job Description from WHALe:
A stroke judge will disqualify a swimmer who violates any stroke or kick rule listed in Appendix A except for the following:
a. A 6 & under swimmer is not disqualified unless there is an unfair advantage. A 6 & under is allowed two (2) stroke infractions per race in the backstroke.
b. A 7-8 swimmer is allowed one (1) stroke infraction per race and/or relay leg.
c. All swimmers, including a 6 & under swimmer will be disqualified if they do not finish the race legally – i.e. on the back in the backstroke. This is a touch-turn infraction.
A stroke judge will disqualify a swimmer who gains an unfair advantage by doing any of the following:
a. Pulling on a lane rope.
b. Pulling on a pool's side.
c. Pushing off the pool's bottom.
d. Pushing off a pool's side other than at the starting or finishing ends.
Touch Turn Judges
This volunteer observes the swimmers within each heat of the meet to ensure that all turns and touches are legal according to the SPSC swimming rules. They also watch for false starts on the relay takeoffs. If they see any infraction they immediately raise their hand and report to the Meet Director for the swimmer in question.
Scorekeeper
(Arrive 30 minutes prior to the meet start time – until meet end) This volunteer is responsible for accurate scoring on Conference approved score sheets. They deliver all the scores to both coaches at the end of the meet. There is only one official scorer for each team.
Job Description from WHALe:
The scorekeepers, one from each team will circle the appropriate time, checking each other’s time selection. If applicable, the circling person will circle the appropriate time, but it is thescorekeepers’ responsibility to check the circling person’s time selection. The appropriate time isdetermined in the following sequence:
a. Circle the middle time
b. If two of the times are the same, take that time.
c. If there are only two times, average the two.
d. If there is only one time, take that time.
e. If one of the times is one second faster or slower, drop that time and average the other two.
The scorekeepers will arrange the timing slips in correct order from first through last. These timing slips will be marked. They will score the first heat only and then pass the timing slips to the ribbon table. In the case of a tie, a tie will be awarded.
Scorekeeper Assistant/Circler
(Arrive 30 minutes prior to the meet start time – until meet end) The official scorekeeper is aided by the Scorekeeper’s Assistant who will place the time cards in order and circle the correct time, so that they may be recorded. (See Scorekeeper duties for more info.)
Concessions
(Arrive 1 hour before meet starts – until end of meet)
This volunteer will be responsible for selling and organizing the concession stand items.
We will allow preteen/ and teens to assistant in this position to receive volunteer hours.An adult MUST be present at all times since moneys will be exchanged.
Swimmer Check-In Clerk
(Arrive 1 ½ before meet starts)
This volunteer will be responsible signing in all Cross Creek Kraken Swim Team members as they arrive for each swim meet. The check-in clerk will be close to the entrance of the pool, whether AWAY or HOME. Thirty minutes prior to the start of the meet, the Check-In Clerk will bring the sign-in sheet to the Coach and will inform him of any swimmers that did not show up for the meet.
Ready Bench Boss
(Arrive 30 minutes prior to the meet start time – until meet end) Make sure that swimmers are lined up in correct lanes and heat order for both individual and medley events. Also assist Ready Bench with any questions or concerns
Ready Bench
(Arrive 45 minutes prior to the meet start time – until every swimmer in your assigned age group finishes swimming) Each age/sex group has 1-2 ready bench volunteers. This volunteer will inform the swimmers of their events, their assigned lanes, and take the swimmers to the ready bench area when these events are called. Swimmers must be in the appropriate lane in the Ready Bench area before the volunteer can leave to watch the event. This volunteer will meet the swimmers at the ribbons table after the event and take all swimmers back to the seating area. The Ready Bench Volunteer will be provided a heat sheet (list of all the events in the meet) to assist in lining up the swimmers. Under each event, the swimmers have been placed into particular heats (dependent on swim times) and particular lanes. Attention must be paid to relays because there are 4 swimmers in each lane. See the Ready Bench Boss for help on setting up for relays. All swimmers will participate in the Freestyle Relay and Individual Freestyle and Individual Backstroke (early in the meet). Only swimmers per coach’s discretion will participate in Breaststroke, Butterfly, Individual Medley and Medley Relay. The Ready Bench Volunteer must know where their swimmers are at all times. This is a great position to sign up for, although it may sound stressful, it really isn't. Most parents sign up for the age group of their own swimmer in order to be close to them during the swim meet.
**** 6U READY BENCH AND 7/8 READY BENCH VOLUNTEERS: THIS IS AN ENTIRE SEASON COMMITMENT.THE MEETS WILL RUN MUCH SMOOTHER IF THE SAME VOLUNTEERS HANDLE THESE GROUPS AT EACH MEET****
Ready Bench Assistant
(Arrive 30 minutes prior to the meet start time – until every swimmer in your assigned age group finishes swimming)
This volunteer will ONLY be needed 6U and 7/8 age groups. This volunteer will assist the Ready Bench parents as needed.
**** THIS IS AN ENTIRE SEASON COMMITMENT.THE MEETS WILL RUN MUCH SMOOTHER IF THE SAME VOLUNTEERS HANDLE THESE GROUPS AT EACH MEET****
Ribbons
(Arrive 30 minutes prior to the meet start time – until meet end) These volunteers are responsible for awarding participation ribbons after each heat. The time cards will be forwarded from the scorekeepers table to the Ribbons table where the Ribbons Volunteers will call out the event and heat and award the ribbons to the proper swimmers. The swimmers will wait at the designated ribbon area until all swimmers from their heat have received their ribbons.
****THIS IS AN ENTIRE SEASON COMMITMENT.THE MEETS WILL RUN MUCH SMOOTHER IF THE SAME VOLUNTEERS HANDLE RIBBONS AT EACH MEET****
Head Timer
(Arrive 1 hour prior to the meet start time – until meet end)
Job Description from WHALe:
a. There are two Head Timers standing on either side of the pool. Each Head Timer has two stopwatches. One Head Timer is responsible for lanes 1, 2 and 3 and the other is responsible for lanes 4, 5 and 6.
b. At the start of the race, both stopwatches are started at the flash of the starting system.
c. Look towards the Timers to see if any hands are raised. If you see a hand raised, quickly deliver one of your stopwatches to him/her. Make sure you take the Timer’s old stopwatch.
Timers/ Writers
(Arrive 1 hour prior to the meet start time – until meet end)
A WHALe meet requires three timer/writers at each lane. Each volunteer will be responsible for timing a swimming lane throughout the swim meet. This is how the finish places are determined. The Timer/Writer will be given a stopwatch or a clipboard to record each swimmer's time. They will be trained by the Timer chairperson on how to operate, read and record a time from a stopwatch. After the timers capture the time for each swimmer, they will then write all three times on the time sheet. They will then give this time sheet to the designated RUNNER. These volunteers get a GREAT SEAT! There will be back up and replacement timers where possible.
Job Description from WHALe:
Timers record swimmers time during the meet:
a. Visiting team timers will have two timers in the even lanes and one timer in the odd lanes and home team timers will have two timers in the odd lanes and one timer in the even lanes.
b. The timer will be assigned a lane. The assigned lane is the only lane for which the timer has any responsibility.
c. The timer is to sit at the end of the pool in his/her lane with 2 other timers. Only one person will be assigned to record the swimmer’s time on a timing slip clipped to a clipboard.
d. Make sure the stopwatch is at 0.00. Listen for the Starter to start the race. Watch the starting system for the start of the race. There is a light that will flash and a beep that will sound when the race is started. Since light travels faster than sound, stopwatches are started as the light flashes. The Starters usually says, “Swimmers take your mark!” Then the starting system will be activated.
e. Check the stopwatch to make sure it started.
f. As the swimmer approaches the end, get up, stand as close to the pool’s edge as possible, and watch as the swimmer finishes his/her race. The race is finished when he/she touches the wall with ANY part of his/her body. This can be the head, hand, fingernail, etc.
g. The moment the swimmer touches the wall, stop the stopwatch.
h. Return to seat and the Recorder will record the times off the stopwatches onto the timing slip. The Recorder will also write the swimmer’s “identification number”, lane, event number, and heat number on the timing slip. The swimmers will have these id numbers written on their hands.
i. Timers do not circle any time. Circlers and/or scorekeepers take care of this.
j. A Runner will pick up the cards and take them to the scoring table.
k. Clear the stopwatch. Get ready for the next race.
l. Repeat.
Runners
(Arrive 30 minutes prior to the meet start time – until meet end) These volunteers will collect the time cards from each lane and bring them to the scorer’s table where they will be ordered. There are two runners per meet.
Job Description from WHALe:
Runners pick up timing slips from the Timers at the end of each race.
a. Keeping the cards together, go to the scoring table and paper clip them.
b. Make sure the scorers know the cards are there.
c. Go back to the where you started and repeat.
Deck “Set Up” and “Clean Up” Crews
(“Set Up” Arrive 1 ½-2 Hours prior to meet start time, “Clean Up” – take down tents at sundown and meet end for 1 hour or less)
Set Up volunteers show up early to set up the pool for the swim meets. This will include helping set up ready benches, tents, chairs for timer, and whatever needs to be done in order to have a successful swim meet.
The Deck Clean Up volunteers return everything back to the way it was before the meet. The clean up volunteer will be responsible for taking all the trash from a swim meet to the Community Center trash bin.
Substitute
Requires approximately 2 hours of training
(Arrive 30 minutes prior to the meet start time – until meet end) Check in with volunteer coordinators and see what jobs need to be filled. A substitute needs to be able to fill in for any position, so this volunteer must take all training courses.
Parking Patrol: Before and After
This position will be split into two different shifts.A before and an After shift.
The volunteer will direct traffic and parking in the parking lot.Must wear identifiable clothing (CCKST will provide an orange safety vest and hand held parking sign)
Hospitality
(Arrive 30 minutes prior to the meet start time – until meet end) This volunteer will serve Water & Lemonade to all of the meet workers throughout the entire home meets. We will allow preteen/ and teens to assistant in this position to receive volunteer hours.Replace this text with the content for this page.
