Volunteer Job Descriptions (non-certified)
PARENT VOLUNTEER JOB DESCRIPTIONS
As a volunteer-run organization, we rely on our wonderful parent volunteers to help make meets and events happen. All meet and event jobs have a point value attached to them, and most jobs are worth one point. For every family that has at least one child that is an active team swimmer, the family is required to have four volunteer points per season, and at least one point must be for a 2nd half shift during a swim meet.
Volunteer positions fall under one of two categories; certified or non-certified. Any job that requires training and/or GRAL certification is considered a certified role. The volunteer positions listed below are the non-certified/non-trained positions required to run a swim meet. All positions are required for a home meet. During an away meet, we are required to provide many of these positions in limited quantities.
All positions listed are divided into 1st half and 2nd half workers unless otherwise noted (i.e., Check-In Coordinator, Records Coordinator, Set Up Crew and Computer Runner). 2nd half workers usually report during Event 27 except where noted (i.e., Announcer, Snack Bar Workers).
Non-Certified Job Descriptions
ANNOUNCER (1 point per session)
The Announcer is responsible for making all announcements over the PA System. The Announcer will announce anything brought to him/her by a coach, parent rep, clerk or others that are deemed appropriate. The Announcer is required by the League to read the weather policy prior to the start of the meet and once the Meet Director has cleared the pool for a weather delay. It is the Announcer's job to update the Event Number Board each time he/she calls a new event to the Clerk of Course. The Event Number Board MUST always reflect the most current Event called to Clerk . The 1st half Announcer must arrive at the meet by 4:30 in order to call warm-ups, etc. The 2nd half Announcer will take over at 7:00 until the end of the meet.
CLERK OF COURSE WORKERS (1 point per session)
Non-Certified Clerk Of Course Worker works with the Head Clerk of Course (certified position) to manage our swimmers in the clerk of course area. Two workers are needed for both 1st half and 2nd half of all meets. Each session is worth 1 point. Roles and Responsibilities of the clerk of course include:
- Clerk #1 (Head Worker) - calls the swimmers' names and tells them what heat and lane they are in based on the preprinted Meet Program.
- Clerk #2 ensures that swimmers are on the right bench and in lane order before they leave the Clerk to go behind the blocks.
- Clerk #3 takes the swimmers from the benches to the chairs behind the blocks. He/she also ensures the swimmers remain in the right order and move up to the blocks when called.
- The Head Clerk must report by 5:30; other help in the Clerk of Course must report by 5:45 (5:30 at away meets).
- GRAL has put together a Clerk of Course training that covers these positions in detail. Please review if you are interested in becoming certified or this is your first time working in the Clerk of Course. http://gralva.com/wp-content/uploads/2019/04/GRAL-Clerk-of-Course-2019.pdf
DATA ENTRY (1 point per session)
The Data Entry person receives the times from the table workers and keys the swimmers' times into the computer as directed by the Computer Rep. Report time is 6:00 p.m.
LOLLIPOP PARENT (1 point per session)
The Lollipop parent watches each heat and gives a lollipop to the heat winner when they exit the pool. Lollipops are obtained from the Snack Bar. This position must be in place at 5:50 p.m.
RIBBON WRITERS (1 point per session)
Ribbon Writers place preprinted labels on the appropriate ribbons based on the results obtained from the Computer Rep. Ribbons are then filed alphabetically in the team’s ribbon boxes.
TIMER COMPUTER RUNNER (1 point per session)
The Runner reports to the Computer Rep at 5:30. The Runner distributes Lane/Timer Sheets and Meet Programs to the appropriate Officials around the pool deck as directed by the Computer Rep. The Runner then reports to the Referee's Table (by the Starter) at 5:45. The Runner picks up the Lane/Timer Sheets from the Timers after every two events. The Runner checks for initials and takes the sheets to the table workers. The Runner also collects any DQ cards from the S&T Judge at the starting block end of the pool and takes them to the Referee for signature. The Runner collects all DQ cards from the Referee and takes them to the table workers.
REFEREE RUNNER(1 point per session)
The Referee Runner reports to the Referee's Table (by the Starter) at 5:45. The Referee Runner picks up DQ cards from the S&T Judges around the remainder of the deck. After checking for initials, the Referee Runner takes them to the Referee for his/her signature. Either the Referee or the Referee Runner hands all DQ cards to the Timer Runner who takes them to the table workers.
MEET SET-UP CREW (1 point per meet)
Please note that this job has been updated for 2019. To allow more families to have an opportunity to take advantage of one of the few jobs that occur prior to the start of the meet - we are asking families to select only one meet up session for the 2019 season. In addition, this year our Lifeguards will be responsible for the majority of removing pool furniture, (chairs, umbrellas, tables, umbrella stands, etc.), so we have reduced the number of volunteers needed.
Meet Set-up Volunteers will arrive at 3:00 PM and report to the Meet Director, who will provide you with a checklist of items to be completed. For example, volunteers will assist in roping off the deck for the officials, placing chairs behind the starting block, hanging results boards, setting up seating for home and away teams, setting up the clerk of course area, removing pool ladders, caution taping deep end ladders and diving boards, etc. Meet set up will include setting up the Snack Bar area this year. You will work with the snack bar manager to ensure that all tents, tables, umbrellas, coolers, grills, etc. are in place.
The Set Up Crew is finished when the deck is ready, usually before 4:45. Tasks for all Set Up Crew does include carrying tables and some pool furniture, moving coolers, etc. It is critical to be on time for this job and be able to lift heavier items (like those listed above).
A sign in for volunteers will be posted on the CRR Bulletin board (if you are facing the lifeguard stand you will find it to the right of the restrooms. Please make sure you sign in so you will receive your point for the job. If you have switched with someone, but your name is not reflected - please draw a line through the person you are working for and provide your first and last name.
SNACK BAR POSITIONS
SNACK BAR MANAGER (4 points )
The Snack Bar Managers (one per home meet) will meet with the board member in charge of the snack bar (Kari Livesay) before the season begins to review set up, pricing, logistics, etc. The Snack Bar Manager manages the snack bar for one home meet from 3:30 pm until the end of clean up at the end of the meet. This counts as your family's entire volunteer obligation for the season. The snack bar manager must arrive at the pool at 3:30 and is responsible for supervising the setting up of the concession area (help will be provided by snack bar set up volunteers). This person will receive and organize food purchased by the Concessions Management Board Member. He or she will stock and ice down the drink coolers. The manager will supervise the snack bar workers, the snack bar set up crew and the grillers. The manager will work in the snack bar as needed. During the meet, the snack bar manager will coordinate with the board member to obtain additional supplies, change, etc. At the end of the meet, the manager will, with the help of the snack bar workers, break down and clean up. Supplies will be returned to the supply closets, refrigerator/freezer, etc. The coolers will be emptied. Coolers and money boxes will be delivered by the snack bar manager to the board member in charge. In the event of a rain delay, the snack bar manager must work the following night.
The board member in charge of the snack bar will deliver supplies, help check in donations, provide cash/change, ensure grill supplies are available, make mid-meet store runs and arrange for pizza delivery.
SNACK BAR GRILLER (1 point per session)
First-half reports at 4:00 and works until 7:15; second half reports at 7:00 and works until the end of the meet, including clean up. These people work the grills to provide the snack bar with grilled items. The second-half workers help with the snack bar clean up.
SNACK BAR WORKER (1 point per session)
First-half reports at 4:00 and works until 7:15; second half reports at 7:00 and works until the end of the meet, including clean up. Snack Bar workers sell food and drinks to customers under the direction of the Snack Bar Manager. The second-half workers help with the snack bar clean up.
WATER RUNNER (1 point per session)
Swim meets are HOT. This person will distribute cold waters (provided by the snack bar) to our many volunteers working during the meet. In addition, the water runner will coordinate with the Snack Bar Manager to help replenish drinks and concession items as needed.
TABLE WORKER (1 point per session)
The Table workers receive the Timer event/lane sheets from the runners and process the information through posting of results. Tasks may include receiving and sorting Timer event/lane sheets, computer input reports, labeling ribbons, DQ envelopes, and posting results and scores.
The table workers are supervised by the HEAD TABLE WORKER, which is a trained position. The first half table workers start at 6:00 and are responsible for preparing the Lane/Timer Sheets for data entry. They review the times on the sheets and write the "middle times" so the data entry person can key it in the computer. The table workers also match up the DQ cards with the appropriate heat and lane and write the swimmer information on the DQ card for the coaches. Once results are printed, the Head Table Worker is responsible for posting the results.
TIMER (1 Point per session)
CRR must provide 9 timers for each half of each swim meet. First-half timers report at 5:30. The Recording Timer on each lane will have a clipboard with the list of swimmers for each heat that will swim in that lane only. The Recording Timer asks the swimmer his/her name. The three Timers time the swimmer and the Recording Timer records the three times on the Lane/Timer Sheet. After every event, the Recording Timer initials the sheet. After every 2 events, the Timer Runner picks up the Lane/Timer Sheet from each lane and takes it to the table workers.
HEAD TIMER (1 Point per session)
The head timer is responsible for meeting with the Referee at 5:15. The Head Timer joins the Referee for Timer training at 5:30. In addition, the Head Timer starts two watches at the start of each heat in case a timer’s watch fails.
CLEAN UP CREW (Working all 3 Home Meets = 4 points)
In years past we asked that all parents participate in cleaning up after one of the three home meets. Due to low participation, and the challenge this presents to families with young swimmers, we have decided to try something new this year. We are looking for 4 families to volunteer to assist our lifeguards in returning our pool to its pre-meet state. Those that volunteer for all the three home meets, will get their fourth point free.
New this year! These volunteers will help our meet director and lifeguards move chairs, tables and loungers back into their regular places from the time the meet ends until the pool deck is back to its usual state.
VOLUNTEER RESERVE (1 point per session)
The Volunteer Reserve positions are on-call throughout each half of the meet. First-half Volunteer Reserve starts at 5:20 and Second Half starts after event 27 and continues until the end of the meet.
Persons in this position should report to the Check-In Table (1st half) and provide their location during the meet so that they can be located and put into service as the need arises.
This year we are asking all 2nd half volunteers to check in with our Volunteer Coordinator, Kim Poulton before heading to their job position. All volunteer reserves scheduled for 2nd half, should report to the 2nd half check-in location (TBA) and remain until all check-ins are complete.
Volunteer Reserve will get 1 point for this position whether they are used or not, and must be at the meet for the entire shift for which they have signed up.
GRILL NIGHT VOLUNTEERS
Since Grill Nights are a big fundraiser for our team, the Swim Team Board has decided to make Grill Night volunteer hours count for Volunteer Requirement points. This is a good option for families who have circumstances which make volunteering during meets difficult. Grill Nights are scheduled for multiple Friday nights during the summer, from 5pm-8pm at the pool.
Grill Night Manager(2 points)
The Grill Night Manager is responsible for managing a Friday Grill Night from 4:00 the night of Grill Night until the end of clean up after the last meals are served. This counts as 2 of the 4 points necessary to fulfill your family’s volunteer commitment for the entire season. The Grill Night Manager must arrive at the pool by 4:00pm and is responsible for the supervising and setting up of the Grill Night area (help will be provided by other Grill Night volunteers). He/she will stock and ice down drink coolers, supervise other volunteers and griller, and will work as cashier. At the end of the meet, the Manager will, with the help of other Grill Night volunteers, break down and clean up. Supplies/food will be returned to supply closets, refrigerator/freezer, etc. The coolers will be emptied. Coolers and money boxes will be delivered by the Grill Night manager to the board member in charge, Kari Livesay. In the event of rain, the Grill Night manager may be asked to volunteer later in the season to make-up lost volunteer hours.
Grill Night Griller (1 point)
Will report at 4:15 and works until the end of clean up after the last meals are served. This person works with the grills to provide food for Grill Night.
Grill Night Worker - (1 point)
Reports at 4:15 and works until the end of clean up after the last meals are served. Grill Night workers sell food and drinks to customers under the direction of the Grill Night Manager.