Volunteer Expectations

The FW Waverunners rely on the support and involvement of ALL families to ensure a successful swim season. As with all SAIL teams, weekly swim meets are run 100% by volunteer parents. Given the number of volunteers needed, every family needs to participate. 

Each family is required to:

• Sign up for volunteer jobs equivalent to two meet halves per family, i.e. one volunteer during each half of each meet in which their swimmer participates.
• Assist with clean-up after each meet to clean up. This should only be a few minutes when everyone helps! Clean-up at home meets involves putting away all of the equipment used during the meet and returning the pool deck to its normal, recreational use. Clean-up at away meets involves breaking down tents and cleaning the swimmers area.
• In addition, parents are needed to serve on the board and other committees that work on tasks outside of the meets.

A Day in the Life of a Swim Team Volunteer

Below is a description of a typical meet and the associated volunteer positions.

When swimmers first arrive to a meet, they will go to their age group's designated Tent (Tent/Meet Setup), located near the "start" side of the pool. Swimmers will place their chairs and belongings there. Swimmers sit together as a team for the entire meet. Please help your child get situated and let them know where you will be. Tent Parents will stay in this area with the swimmers. Their primary job is to use the Heat Sheet to line up swimmers prior to their events. Swimmers should be listening for their name and be ready to line up when they’re called. If a swimmer cannot be located, they may miss their event. We recommend that swimmers hang out in the tent during the meet.

Once lined up by Tent Parents, swimmers will be directed to report to the Clerk of Course. Clerk of Course volunteers line the swimmers up on a series of benches on the pool deck. The goal is to have all the swimmers in each heat lined up on the same bench in lane order. As events occur, swimmers move up through the benches until they end up behind the starting blocks.

Note that parents are not allowed in the Clerk of Course area or behind the blocks unless they are working the meet. Please hug and encourage your swimmer before they move into these areas.

At the starting blocks, there are all kinds of volunteers! Each lane has three Timers. At a typical 6-lane pool that means 18 timers. Timers press a hand-held plunger and mark the start and end of the race. There is a Recording Timer for each lane and a Head Timer to backup the timers.

Once at the blocks, swimmers will wait for the Starter to announce the event and state "Swimmers, step up" on the block. Once the head timer indicates that the timers are ready, the Deck Referee blows a whistle to signal for everyone to be quiet because the race is about to begin. The Starter then says "Swimmers take your mark," followed by BEEP! which signals the start of the race. Once the swimmers are in the water, the Stroke and Turn Judges watch to make sure the swimmers employ the proper strokes correctly. Swimmers may receive a DQ (Disqualified) and their swim time will not count for that event. This just means they need to practice and try that stroke again at the next meet.

The swimmers wind up at the end of the pool where their times are recorded. The swimmers exit the pool and return to their tent to socialize with the team, usually with a stop at concessions to get a treat!

The Computer Operator maintains the system and equipment that logs the swimmers times after the race as well as make changes as needed. During the meet labels are printed for Ribbons marking individual times and placements. The labels are affixed to physical ribbons which are awarded to swimmers by the coaches the next day during Fun Friday. 

After the meet is completed, ALL PARENTS must assist with clean up of the pool deck and tent areas. 

Volunteers for the first half are asked to report to the deck 20 minutes early. There they will receive any last minute instructions. The starter will announce for 2nd half volunteers around event 36. Please report to your position in a timely manner. Meets typically start at 5:00pm and end around 10:00pm (except when they don't!)

Volunteers are also needed for the various social events during the season. Emails for specific jobs will be sent out ahead of time.

Volunteer Descriptions

There are many volunteer opportunities at a meet. The jobs will vary slightly depending on if it is a home or away meet. 

Volunteer Positions that require online training/testing.

• Stroke and Turn Judge: Ensure that the rules related to the strokes designated for the event are being observed and that turns and finishes are legal. If necessary, disqualify swimmers.
• Starter: Direct swimmers to step on the blocks, instruct them as to the stroke and distance to be swam, direct them to “take your mark”, and give the signal to start.
• Referee: Exercise full authority over all officials at a swim meet. Assign and instruct officials and decide all questions relating to the actual conduct of the meet.

Volunteer Positions that require no formal training from SAIL

• Chief Timer: Signal to the starter and referee, after checking your lanes, when swimmers and timers are ready to start the next heat. Operate an additional stopwatch.
• Clerk of Course: Organize swimmers in order for events.
• Clerk of Course Assistant: Help Clerk of Course line up swimmers.
• Concessions: Setup or breakdown concessions, sell food, drink and heat sheets during home meets.
• Ribbons: Correctly sort and label individual award ribbons.
• Photographer: Take photos during swim meets and other events
• Timers: There will be 3 timers per lane. One will operate a button only, one will operate a button and stopwatch, and one will operate a button and record the stopwatch time.
• Tent Parents: Promote positive attitude and order in the tent area, line swimmers up for each event and send them to Clerk of Course on time.
• Setup: Clear pool deck and set up all necessary equipment & furniture for the swim meet for home meets. For away meets, setup tent / swimmer area. 

Volunteer Training

Please visit the SAIL website for training classes, tests and education materials.

Training/Tests: https://sailswimtraining.com/

You must complete and pass the SAIL Officials Online Certification test before actively volunteering for any of the following positions: Stroke/Turn, Starter and/or Referee.

Education Materials: https://sail.swimtopia.com/education-materials

Volunteer Sign Up Details

We utilize Swimtopia to manage our Volunteer Sign-Ups. As parents, you will have the ability to sign yourself up for shifts at each meet. Jobs are first come, first served. Reminder: you must be certified for the job you choose or your name won’t be listed. Our team reserves the right to shift positions, if necessary. In the event all positions are not filled, families not signed up for a job will be assigned a position, based on availability and certifications.

How to Register for Jobs at a Meet:

1. Under the Meets & Events tab, select "Signup Calendar" to sign up for a swim meet.
2. Click the green JOB SIGNUP tab and sign up for volunteer shifts for the specified meet. (note one parent may sign up both parents for jobs -- scroll down and you’ll see the other parent listed).
3. Click Save Assignments.
4. Click Back to Signup Calendar.