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Volunteer Job Descriptions

Referee/Meet Director (Home Meets Only)

WHALe/Preseason training IS required (Arrive 30 minutes prior to the meet start time – until meet end)

The referee runs the meet and makes decisions based on the touch turn/stoke judge recommendations. 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 maintains good sportsmanship during the meet.The referee will be at the finish line to observe the finish and check with stroke and touch/turn judges for disqualifications. The referee keeps the meet running smoothly and quickly.

Starter (Home Meets Only)

WHALe/Preseason training IS required (Arrive 30 minutes prior to the meet start time – until meet end) 

At home meets the starter instructs swimmers to take their mark, gives the signal to begin the race and charges false starts. The starter is also required to announce the event/heat number at the beginning of the race and may be required to make general announcements.

Judges

WHALe/Preseason training IS required (Arrive 30 minutes prior to the meet start time – until meet end).  You will sign up for the season as a "judge" and work as both a stroke judge and a touch/turn judge. Each meet will have 4 judges that rotate through 4 positions (1 stroke, 2 touch turn and break).

Stroke Judges

This volunteer observes the swimmers within each heat of the meet to ensure that their strokes are legal according to the WHALe League swimming rules. If they see an infraction they immediately raise their hand/flag and report to the Referee for the swimmer in question.

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 WHALe League swimming rules. A touch turn judge will disqualify a swimmer who violated any turn, finish or relay race rule. They also watch for false starts on the relay takeoffs. If they see any infraction they immediately raise their hand/flag and report to the Referee for the swimmer in question.

Head Timer

WHALe/Preseaon training IS required (Arrive 30 minutes prior to the meet start time – until meet end)

The head timer will assign timers to lanes and will need to conduct a timer training (equipment use and review) during the timer meeting. The head timer will be responsible for insuring that the times from the wireless timers are being correctly reported on the computer and that the digital timers are functioning properly. The head timer will also serve as a backup timer, starting 2 digital timers for each heat. The head timer will also collect the event timing sheet from each lane at the conclusion of each event and deliver them to the console operator. And, lastly, the head timer will organize relief for lane timer breaks as needed.

Timers

No WHALe/Preseason training required (Arrive 30 minutes prior to the meet start time – until meet end)

Each volunteer will be assigned to a single lane and will have one (1) wireless timer. This timer starts automatically. The volunteer will STOP the wireless timer when the swimmer touches the wall. One timer in each lane will also have a digital timer. This timer will start the digital timer up on receiving the VISUAL signal from the starter and will stop the timer upon the swimmer touching the wall. The second timer in each lane will be the scribe. The second timer will record the time from the DIGITAL TIMER only on the event heat sheet. The scribe will hand the Head Timer the event sheet at the conclusion of each event. There will be a total of eight timers; six working at a time, and two to rotate for breaks.

Console Operator

WHALe/Preseaon training IS required (Arrive 30 minutes prior to the meet start time – until meet end)

The console operator will be using the team PC throughout the meet. The console operator will retrieve times from the wireless timers (and if necessary the event timing sheets) and score the meet using the Meet Manager program.

Console Operator Assistant

WHALe/Preseason training IS required (Arrive 30 minutes prior to the meet start time - until meet end)

This volunteer will assist the console operator, give breaks, and also pick up time sheets from timers if needed.  

Ribbons

No WHALe/Preseason training required (Arrive at meet start time - until all ribbons are labeled)

These volunteers are responsible for labeling each ribbon after each heat. The time cards will be forwarded from the console operator to the ribbons table where the ribbons volunteers will print out the times and heats and label each ribbon. Ribbons will be given to each team at the end of the meet to hand out at a later time to their designated swimmers.  This volunteer will need to stay after the meet is over and all times have been reported to finish labeling all ribbons.  

Ready Bench Boss

No WHALe/Preseason training required (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.

Ready Bench Runner

No WHALe/Preseason training required (Arrive 30 minutes prior to the meet start time – until meet end)

This volunteer coordinates with the tent parents to ensure that swimmers are lined up in correct lanes and heat order for both individual and medley events.

Tent Parent

No WHALe/Preseason training required (Arrive 45 minutes prior to the meet start time – until every swimmer in your assigned age group finishes swimming)

The tent parent volunteer will mark swimmers prior to starting, monitor tent area, inform the swimmers of their events, and their assigned lanes. One tent parent volunteer will 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 end of the pool after the event and take all swimmers back to the seating area. The tent parent volunteer will be provided a heat sheet (list of all the events in the meet) to assist in lining up the swimmers. 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. Tent parent volunteers must know where their swimmers are at all times. Most parents sign up for the age group of their own swimmer in order to be close to them during the swim meet. For younger age groups (9/10 and below) one tent parent volunteer needs stays at the tent during the whole meet (you can ask for someone to cover you if you want to step away to see an event or need a break). 

Concessions/Hospitality (Home Meets Only)

No WHALe/Preseason training is required (Arrive 1 hour before meet starts – until end of meet)

Volunteers will be responsible for setting up, organizing, and selling the concession stand items until the end of the meet and then the cleaning of the concession area.  These volunteers will also be responsible for delivering water to all volunteers on both teams throughout the meet.

Concessions Manager

No WHALe/Preason training is required (Arrive 1 hour before meet starts – until end of meet)

This volunteer will be in charge of running the concessions stand. They will assist in selling items and refilling items when needed

Set Up Crew

No WHALe/Preason training required (Labor intensive and “Set Up” occurs the evening prior to the meet after the pool closes and 1 hour before start time)

Volunteers will set up the evening before the meet and arrange all furniture, timing chairs, concession tables, swimmer chairs, swimmer benches, umbrellas bases, caution barriers, flags, tables, and no parking signs on the street.

1 hour before the meet warm up time, volunteers will set up console tables, console tents, additional lighting, all team tents and age group signs, umbrellas if needed, attach event # sign on chairs, and set out garbage containers and bags.

Clean Up Crew

No WHALe/Preason training required (Labor intensive and organizing skills needed. " Clean Up” occurs an hour prior to the end of the meet and 1 hour after the meet ends until everything has been cleaned up)

Volunteers will start clean-up by removing no parking signs on the street, putting down tents and age group signs and organizing items into the storage room. After the meet ends for an hour or until all is cleaned up they will arrange all furniture back to normal, put away swimmer benches, remove caution barriers, remove flags, remove console tables, remove console tents, bag garbage and tear down garbage containers. These individuals will coordinate with the concession manager and will need to make sure that the storage room is organized and ready for the next meet.

Volunteer Check-In Clerk

No WHALe/Preseason training required (Arrive 30 minutes prior to the meet start time)

This volunteer will make sure all volunteer positions are filled prior to the meet and send out a reminder email.  They will also check-in parent volunteers as they arrive and will provide them with a clipboard, hi-liter, permanent marker, heat sheet (to those who need it), and any other items required for the position.

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