Parent Volunteers Requirements
It takes a tremendous number of volunteers to operate a successful swim team and create a positive experience for the swimmers and their families. Volunteers are the backbone of the swim team and are needed for serving in administrative roles, event coordinating and running swim meets. Volunteering is a great way to get to know other swim team families and to create a fun, supportive and lasting experience for each swimmer.
Volunteer opportunities are on a first come, first served basis.
Each family will be required to volunteer 5 times during the swim season, 6 if they have more than three swimmers, by fulfilling some of the job duties listed below (requirements may be altered depending on registration numbers).
Because the Brookfield Warriors Swim Team is a volunteer led organization, we all need your help to make the season run smoothly and allow the swimmers to have the best experience possible. Volunteer sign-ups will go live on Swimtopia Thursday, May 7 at 8 a.m. and will close on Thursday, May 21 at 4 p.m. .
Swimmers will not be entered into a meet if the volunteer sign-ups have not been completed. Register early for the best options.
If you cannot perform your designated job at a meet, YOU MUST FIND YOUR OWN REPLACEMENT, along with notifying the Swim Team Coordinator of any changes.
Volunteer Job Descriptions
The following explanations provide descriptions for our volunteer jobs for the swim meets. Please refer to the volunteer schedule for your assignments, and then read these descriptions carefully to learn the process.
NOTE: Each Meet = 2 Shifts
1st Shift: Event #1 - #43
2nd Shift: Event #44 - #86
*6 & Unders: Only swim 1st Shift*
BULLPEN: These are “holding” areas for the swimmers during the meet. There are two (2) bullpen parents for each age group for both boys and girls. These individuals are responsible for their assigned age group and will make sure the swimmers in their group are lined up and ready for each race. Heat Sheets will be given to you upon volunteer check-in that will list the events along with the swimmers’ names. You will need to take roll immediately and notify one of the coaches prior to warm-up if there is someone missing. It is extremely important that you keep track of your group—it can be difficult at times but if a child cannot be found when their event is called and a substitution cannot be made in time they will be scratched from the event. This is particularly disappointing when an entire relay cannot compete because of a no-show.
PLACE JUDGE: There will be one Place Judge from each team. It is the Place Judges’ responsibility to make a final decision on the order of the finish in each race. The Place Judges’ decisions override the times and the Starter/Referee’s decisions override the Place Judge’s if there is a dispute. If you cannot agree with the Place Judges from the other team, a tie is awarded. Each place judge should write their order of finish on their own MEET PROGAM independently. The judges should not swap notes until after they have recorded their order of finish. The judges should be able to work without influence or people constantly looking over their shoulder. It is CRUCIAL that the judge's recorder do this job correctly, as their work directly impacts the outcome of the meet. This job requires sitting during the duration of the meet. You will not be able to leave your position without getting someone to fill in for you. You will not have time to manage small children; however, you will have an excellent viewing spot for the full meet.
JUDGES RECORDER: The home team will supply a judge’s recorder. This person will sit along side the Place Judges and record the finishing places for each lane. You will not be judging the finishing order....just recording it. The judge’s recorder then passes the completed Judges Placing Form to the master recorder. This job requires sitting during the duration of the meet. You will not be able to leave your position without getting someone to fill in for you. You will not have time to manage small children; however, you will have an excellent viewing spot for the full meet.
TIMERS: There are 2 volunteers for each lane (including the “head” timer). One timer operates the stopwatch while the other records the swimmers’ times for each race along with operating a back-up timer. The timer shall start the watch at the instant of the Starter/Referee’s gun or starting device and stop the watch immediately when any part of the swimmer’s body touches the end of the pool. Clipboard operator should write legibly as times will be passed to a Master Recorder during the duration of the meet.
HEAD TIMER: Head timer uses a stopwatch at the beginning and end of each race so that if one of the lanes has an issue with their stopwatch, the head timer can assist that lane to record time for a swimmer.
MASTER RECORDER: In this position, you will collect the times from each lane after each race. Times are recorded on the Judges Place form and then delivered to a runner. This position allows for movement around the deck, but there will be no time for sitting. There is a lot of walking. Not suitable for parents who have younger kids who aren't swimmers on the team as monitoring them will be difficult.
RUNNER (Home Meets Only): The home team shall provide a minimum of one runner at all times during the meet. This person collects the score sheet from the Master Recorder and takes it to the computer table. It is extremely important to provide the computer operators with a steady flow of score sheets so they do not fall behind with entry input.
RIBBONS: Ribbon volunteers are responsible for placing the completed ribbon labels on the appropriate place ribbon and filing them into our team ribbon box. This position will not have any duties until after the meet begins. Typically labels are printed and available to be placed on ribbons by the end of the relays. However, you should plan to stay at least 30 min after the meet to complete all label filing. Good job for a parent that needs a late arrival or likes to work in the air conditioning.
