Volunteer Job Descriptions
We request that each family volunteer for a minimum of six (6) credits. There are two types of positions — NVSL Required Positions and Team Specific Positions — all described below.
Volunteer opportunities will be posted throughout the season via SwimTopia. Don’t be intimidated by signing up as most jobs do not require previous experience or training. Most parents find volunteering to be extremely rewarding … or at the very least, it helps make the meets go by quickly!
NVSL Required Positions
The NVSL required roles are described below and include a link to the detailed documentation found on the NVSL website. Roles with an asterisk (*) require prior experience and/or training offered by the NVSL prior to the start of the season. Clinic information can be found here.
All volunteers fulfilling NVSL required positions are asked to comply with the NVSL dress code and wear dark Blue/Navy shorts (no jeans) and white shirt (NO team logos on of any kind) for all NVSL sanctioned meets.
- Lead Announcer
- Backup Announcer
The Announcer broadcasts each event, the swimmers, and the results. The Announcer is also responsible to play music during warm ups, long delays for DQ's, and changing timer positions. The Announcer takes care of set up and breakdown of the sound equipment for each meet.The Announcer, along with the Referee, is responsible for keeping the meet moving in a steady fashion.
Clerk of Course (2-3 per Meet)
- A Meet Clerk of Course
- A Meet Assistant Clerk of Course
- B Meet Clerk of Course
- B Meet Assistant Clerk of Course
The Clerk of Course functions as the “gatekeeper” for all swimmers in our meets. The Clerks of Course organize swimmers in the holding area and gets them to the right lanes for the correct race. Two (2) are provided by the hosting team with two (2) provided by the visiting team. For the larger Home B Meets, we may recruit an additional Assistant Clerk of Course.
Marshals maintain order and ensure safety during warm-ups and throughout the meet.They are stationed strategically around the pool deck and are responsible for crowd control, safety in and out of the pool and managing pool deck traffic. Two (2) are provided by the hosting team and two (2) assistants are provided by the visiting team. These roles may be broken up into 2 shifts.
The Referee is the chief official for each swim meet. He/she is responsible for the conduct of the meets and is the final authority on the interpretation and enforcement of all swimming rules.
Relay Touch/Take-Off (RTO) Judges
- Relay/Take-off Judge 1
- Relay/Take-off Judge 2
- Relay/Take-off Judge 3
- Relay/Take-off Judge 4
During relays, there are four (4) Relay/Take-off Judges at each end of the pool (two per lane) provided by each team for a total of eight (8) at each meet. Their job is to ensure that each swimmer touches the wall before the next swimmer in the relay leaves the deck. The Relay/Take-off Judges are only needed for A Meets and Relay Carnivals and usually work as a timer during the individual events.
- Lead Starter (1 per season)
- Backup Starter (1 per season)
The Starter is responsible for ensuring that all swimmers are given a fair and equitable start. At the Referee’s signal, the Starter instructs the swimmers to “take your mark” and starts the race using the electron starting system.
- Stroke and Turn Judge 1
- Stroke and Turn Judge 2
- Stroke and Turn Judge 3
- Stroke and Turn Judge 4
The Stroke and Turn Judges are responsible for ensuring that all swimmers obey all the rules for the stroke that they are swimming once the race has started. Stroke and Turn judges are stationed at each end of the pool. If a Stroke and Turn Judge sees a violation of the rules, he/she raises his/her hand to signify that an infraction has occurred, records the disqualification (DQ) on a DQ slip, and presents it to the Referee for review. Stroke and Turn Judges must be impartial and fair to all swimmers. We need two (2) Stroke and Turn Judges for A Meets, and four (4) Stroke and Turn Judges for B Meets.
- Place Recorder (Away Meets)/Assistant Place Recorder (Home Meets) (only 1 person needed per meet)
- Data Entry
- Verifier (Chief Table Worker)
- Award Clerk — A Meets
- Award Clerk — B Meets
- Runner
Place Recorder/Assistant Place Recorder resolves time card discrepancies with the Chief Timer or the Referee; records disqualifications (DQ’s) when received from the Referee; determines the order of finish and writes it on the time cards; and checks for NVSL Records and marks the time card appropriately.
* Data Entry person records the appropriate information from the time cards and any attached disqualifications slips for each swimmer, generates award backing labels and produces the OFFICIAL Results Report of the meet.
Lead/Verifier receives a copy of the printed results after every one or two events and checks that swimmers names, times [if not disqualified], places or disqualification status and teams are correct according to what is on the time cards and attached DQ slips. Also notes any new League and Team records on the printed Verification sheet for the Announcer’s use.
Awards Clerk responsible for placing computer-printed labels onto the back of ribbons/medals, and placing the ribbons in the respective family swim folders. Computer-printed labels will be provided after the end of each meet. Additional Information about ribbons and award labels for Monday's Developmental Meets for Home Meets:
- Three sets of award labels will be printed based upon results from a Monday Developmental meet: 1) Participant, 2) Personal Best, and 3) Place winners 1 - 6. The labels are to be affixed to the back of the corresponding ribbon.
- The Data Coordinator will do his/her best to print the award labels immediately after the meet but it may not be practical as it's already late into the evening and the guards will wish to close down the facility. If that's the case, labels will be printed in the morning and dropped off at the clubhouse by that Tuesday. There is not a specific time in which the ribbons need to be in the swim folders, but the children will be looking for them the very next time they are at the pool.
Runner carries the timecards from the timers to the table workers after each heat.
* Chief Timer and Assistant Chief Timer
- A Meet Chief Timer (1 per season)
- B Meet Chief Timer (1 per season)
The Chief Timer and Assistant Chief Timer collects the time cards from the timers, reviews them for accuracy and completeness, and forwards them to the table workers. The Chief is provided by the hosting team; the Assistant provided by the visiting team. They are responsible for giving commands to “clear watches,” signaling to the Referee that Timers are ready for the next event and starts 2 watches in case a lane timer’s watch fails to start.
Timers (9 per meet/per team)
If you can start and stop a stopwatch, you can be a Timer. We even provide the stopwatch. Timers start their watches on the strobe light from the starting system and stop their watches when the swimmer touches the wall. Each team is responsible for providing nine (9) timers for a meet (3 timers needed per lane for a total of 18).
Runner
The runner position is required for the 25 meter races to take the timer cards from the swimmers and deliver them to the timers in the shallow end. Then take the completed cards from the shallow end to the deep end of the pool.
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Team Specific Positions
Activities Coordinator
The Activities Coordinator organizes team events beginning with the Kick-Off Swim Team Meeting at the start of the season, as well as the End of Season Banquet.This person also arranges for team outings and activities like laser tag, bowling, and other events as desired.
Concessions Volunteers - Home Meets Only
- Grill Master (weekly sign-up)
There are two shifts per meet for the Grill Masters, with the first shift arriving early to help set up and the second shift breaking down the snack bar and helping with clean up.
Swim Team Awards Coordinator
This person organizes the end-of-season awards for all swimmers and ensures delivery at the annual banquet.
Swim Team Slide Show Coordinator
Creates the Swim Team Slide Show that is displayed at the End of Season Banquet.
Team Photographer(s)
This role serves as the “official” team photographer and takes pictures of swimmers during swim meets, pep rallies and other team events. He/she takes the team picture on the scheduled day and posts pictures weekly on a team photo site. This position can be shared among multiple volunteers.
Volunteer Coordinator
Ensures that all Volunteer positions are filled for each meet.
