Volunteering Job Duties

Team/Meet Jobs

  • Event Board: Place event number and heat being swum on easel board by starter.
  • Clerk of the Course: Using heat sheets, put swimmers in correct event, heat and lane order in chairs before sending off to blocks. Update clerk board showing which events should report to clerk.
  • Computer Records/Entries Responsible for creating entries for meets and taking care of team files (roster, swim times, records…).
  • Computer Scorer: The Home Meet Head scorer receives entries and loads into Meet program. At meet, print heat sheets, lane sheets, and labels. Enter times and score meet. The other scorer reads times to Head Scorer and organizes all sheets to give to runner. Scorers take turns at computer.
  • Hospitality: At home meets pass out water/lemonade to volunteers every half hour. Check bathrooms, empty trash.
  • Meet Director: Each team has a director (usually president or league rep) at meet responsible for making sure the meet runs smoothly and timely. Handle any team/swimmer problems, disputes, or DQ challenges.
  • Program Ads: Collect program ads from families, paste on master sheet and turn in to league by deadline. Collect money from businesses or families wishing larger ads.
  • Recorder: One in each lane at meet. Receive Lane sheet from runner. Check that swimmer about to swim is in correct lane. Write down 3 times from the timers on lane sheet. Receive DQ slip from judges. Check if judge wrote event number, heat, and lane on DQ slip. Give completed lane sheets and DQ slips to Runner. Place palm of hand against wall for swimmers 6 & under and 7/8 swimmers at end of backstroke to protect their head.
  • Ribbons: Sit at table placing labels on appropriate ribbons at meets and file in team box.
  • Ribbons (Head) – Takes inventory at start of season. Order ribbons at start of season for dual meets hosted by team. Sets up ribbons at home meets, helps last shift at ribbons table and instructs volunteers working at table. Pack up ribbons at end of meet.
  • Runner: Report to computer scorer 20 minutes before start of meet. Pickup and/or deliver heat sheets, lane sheets, labels, and DQ slips at meets. Post results.
  • Set up & Cleanup: Set up on Friday night before a home meet – tables, blocks, chairs, flags, and ropes. After meet put everything away, empty trash, and sweep.
  • Snack Bar (Head): In charge of snack bars at home meets. Determine food and drinks to purchase, organize workers, set up and clean up.
  • Snack Bar Setup/Cleanup: Set up snack bar before meet and clean up after meet.
  • Snack Bar Worker: Work a shift in snack bar at home meets selling food and drinks.
  • Starter/Announcer: The person who runs starter system at meets. Instructs swimmers to get on blocks and take mark. Watch swimmers for false starts. After race, ask swimmers to exit pool for next race. Controls the pace of meet. Announces which events should report to clerk.
  • Stroke and Turn Judge: Judges watch swimmers during meets to determine if they will receive a DQ slip for stroke infractions. They must attend clinic for training and watch instructional video. There are 2 judges from each team on deck at meets. New judges shadow more experience judges for at least one meet.
  • Suits: Set up up try-on, place order, pick up and hand out to swimmers.
  • Swimmer Check In: At meets before warm-ups, check in swimmers and write event numbers on their hands.
  • Swimmer Check In (Head): Check in swimmers. With coaches, create a scratch list of swimmers that do not show up and make relays changes. Give scratch list and relay changes to computer table at beginning of meet and before start of breaststroke.
  • T-shirts/Sweats: Take orders for t-shirts/sweats for team, place order and hand out to families.
  • Timer (Head): At home Meets, responsible for organizing and instructing timers and recorders at the start of each shift. During meet, time events as backup for timers in lanes who may miss start watch.
  • Timer: Three timers per lane at meet. Use stop watches to time swimmers in events.
  • Time Sorter: At computer table circling middle times on lane sheets to determine the time for swimmer in each event. Match DQ slip to swimmer and indicate on lane sheet if swimmer DQ’d. Trophies- Order trophies and special plaques for presentation at awards night. Pick them up and deliver to Oaktree on the day of Awards night.
  • Volunteer Coordinator: At meets, check in volunteers and make sure all positions are filled at the start of each shift and during meet. Organize and assign Oaktree volunteers for time trials, dual meets and champs. Keep track that all families volunteer in some capacity to support the swim team.