Meet Volunteer Job Descriptions

Parent volunteers will be assigned various jobs during the meets. Below you will find a brief description of the jobs. Please make sure you either fulfill your assignments yourself or by switching with another parent.

VOLUNTEER COORDINATER

This person checks in all volunteers and makes sure they have their materials at the start of the meet. This person also coordinates the volunteer changeover halfway through the meet.

DECK MANAGER

They are in charge of the ready area and shall line up all swimmers on the deck for their event. He/she shall be provided with the revised heat sheet listing names of all swimmers in all events. They shall notify each swimmer to wait behind the block until the starter takes over control of the race. The visiting team shall provide someone to work in the ready area to identify their swimmers, as the home team will not be familiar with those swimmers. Getting the swimmers and making sure that they are in place is difficult yet critical to the smooth running of the meet. Each team is responsible for making sure that their swimmers report to the ready area from the team area in time to be checked off by the deck managers.

PLACE JUDGE

These judges must in all events and at all times, command a clear view of the race and finish line. They judge the place finishes for every race as they see them. The judges are to write the place finish on their updated copy of the meet program. The place judges override the times and the starter/referee breaks a tie if the place judges disagree. There are a total of 2 judges working together. One from each team. This job does require an accurate eye!

JUDGES RECORDER

This person transposes onto a recording sheet the Finish Judges’ placement of swimmers (1-6 place finishes). This position is only required at home meets. For swimmers who have been disqualified by the starter/referee, the judge’s recorder will write “DQ” in the place block for that swimmer. The judge’s recorder then passes the completed UK Judges Placing Form to the master recorder.

MASTER RECORDER

Each team will provide at least one Master Recorder. The master recorder collects the UK Judges Placing Form from the Judge’s Recorder when the event is complete and all places have been recorded. The master recorder will then go to each lane and record each swimmer's time in the Time Column of the UK Judges Placing Form as noted by the recording timer. With all places and times recorded, the master recorder will deliver the completed UK Judges Placing Form to the scoring table either directly or via the runner. Each team can alternate this job for each race.

COMPUTER OPERATOR/PERSON

This person enters the scores into the computer immediately after each race and passes the scores to the ribbons volunteers.

RIBBON VOLUNTEERS

This person attaches the score stickers from the computer printouts on to each corresponding ribbon. Ribbons should be placed in two separate boxes and given to each team at the end of the meet.
(Our ribbons are provided during Fun Friday practice!)

BULLPEN MANAGERS

The Bullpen is where the swimmers wait their turn to compete. Theses managers are in charge of making sure the swimmers are moved to the pool deck and lined up in time to swim their events in the correct lane.
(There are 1/2 managers per Age Group)

TIMERS

At all meets times shall be taken on each lane. Each team shall provide two timers for each of their team's lanes. In a five lane pool the home team will provide two timers for the fifth lane. One of the timers will operate the watch and the other will record the times on the lane timer worksheet, only one watch per lane is needed. At all times, the timer must have a clear view of the race and finish line. The timer shall look at the starter’s signal and start the watch at the instant of the starting signal. The timer shall stop the watch immediately when any part of the swimmer’s body touches the solid end of the pool as defined by the USS rulebook. The second timer shall record times on the timer’s worksheet and communicate these times to the master recorder who shall record them on the score sheet. 

HEAD TIMER

This should be a dilligent person without really young kids as they cannot be distracted. Operate 2 stop watches for each event while watching for Lane Timers raising hands indicating a possible watch malfunction. 

P/A ANNOUNCER & DJ

The host team will arrange for someone to act as announcer. Additionally, they shall provide him with equipment to perform his duty. This equipment includes loudspeaker or bullhorn and an order of events. Announcing for each meet must be loud enough to be understood by participants, officials and spectators. Example of correct commands: • First call, event number and event description (i.e. "Event number 1, 6 & under girls free relay. Please report to the blocks") • After a short interval repeat the above for the second call. • At the end of second call, wait a short interval and give final call for the event. • The announcer should follow this procedure for all remaining events. • Try to stay 3 events ahead of the event in the water. At all times the announcer should know what is going on. This includes the event number, number of heats per event etc. so the calls can be made without haste. This keeps the meet running smoothly. At all times the next event should be on the deck. Working closely and communicating with the deck manager is vitally important in this position. The announcer should avoid talking while the starter is giving commands the swimmers.

POOL SET-UP

Assist the team during home meets to fully set up for a successful meet.  This includes but not limited to: moving/stacking pool chairs, lining pre race chairs, roping off designated areas, hanging lane lines, setting up clubhouse, setting up tents, etc.

CONCESSIONS

During home meets, working the Crocs Cafe is a vital part of hosting meets for the kids and parents.  This position will work with the Concessions Manager to ensure proper set-up and running of the Cafe throughout the meet.