2026 Volunteer Policy
Our team could not function without the dedicated volunteer efforts of our parents. Swim meets require many people on deck to help make sure they run smoothly. In addition, there are many other volunteer opportunities that can be done “behind the scenes” so everyone can find something that fits with their busy schedules. It is expected that all families participate in some way to ensure a successful season for all.
To ensure the workload is shared fairly across the team, the following volunteer expectations will apply:
1. Each family must volunteer for at least one position per meet in which their swimmer is competing.
2. For home meets, families with two or more swimmers competing are required to volunteer for two positions.
Volunteer Job Descriptions
Swimmer of the Week coordinator (1 parent): Responsible for getting names of Swimmers of the Week from head coach and having pre-ordered towels embroidered at neighborhood embroiderer.
Spirit-Wear Coordinator (1 parent): During the off season, work with vendors to select/design spirit-wear items. Take orders, then distribute items to swim families at the start of the season.
Picture Person (1 parent): Arrange/hire photographer for team/individual pictures. Coordinate picture day before one home meet.
Sponsorship Coordinator (1-2 parents): Approach local businesses to acquire NUSC swim team sponsorships.
Volunteer Coordinator (1 parent): Line up parent volunteers for all 5 swim meets. Serve at volunteer check-in person at meets.
Meet Photographers: Take action and casual pictures of swimmers and coaches during the meets. Provide photography to DVD/Slideshow Producer.
DVD/Slideshow Producer (1 or 2 parents): Work with meet photographers to compile action and casual shots of swimmers and coaches into a slideshow format. Produce copies of slideshow on DVDs for parents.
Wednesday Morning Treat Coordinator: Shop for the treats for full-team practice following Tuesday night meets.
Rising Rays Swim Meet Coordinator: Arrange for volunteers to run NUSC's Jr. Swim meets.
Music Maestro (1 parent): Find swimmers/NUSC members to perform National Anthem before home meets. Work with performers to prepare rendition, as well as making sure performers' needs are met at the performance.
Check-in Parent (1 parent per meet: Needs to be at meet location by 4:30 pm. Uses NUSC meet roster (with phone numbers for swimmers) to check in every NUSC swimmer as they enter the swim club and calls swimmers who seem to be running late/not arriving.
Bullpen Coordinator (1 parent per half): Checks the NUSC swimmers who have already reported to the lineup area against the official heat sheet, lines up the swimmers by heat & lane
Age Group Parent/Bullpen (2 parents for each age group per meet: 6U, 8U, 10U & 12U): Responsible for getting swimmers to the lineup area before their event. One Age Group Parent acts as final check of shallow-end relay swimmers.
Clerk of Course (1 parent per half: Home Meets Only – Final checks of ALL the swimmers behind the blocks using heat sheets.
Finish Judge (1 parent per half): Responsible for determining the finishing order of each heat. (Will work with other team’s finish judge.)
Finish Judge Recorder/Runner (1 parent per half: Home Meets Only - Records reported finish order agreed upon by finish judges and gives to computer team.
Computer Operator (1 parent per meet): This position requires training on the Hy-Tek system.) Home Meets Only – Must be at pool no later than 5 pm. Assists with any lineup changes requested by our Head Coach and with printing heat sheets, finish judge forms, etc. Responsible for entering times and judges finish order for each heat using the Hy-Tek system
Data Caller (1 parent per meet): Away Meets Only – Calls out the data to the Computer Operator to be entered into the Hy-Tek system.
Timers (3 parents per half): Confirms that swimmer is in correct lane. Times each heat, and records time of swimmer in lane they are assigned.
Back-up Timer (1 parent per half): Starts two manual stopwatches for each race to act as a back-up in case an official Timer’s stopwatch fails.
Timer Runner (1 parent per half): Writes down times from timers' sheets and gives times to computer team.
Ribbon Clerk (4 parents per meet): Responsible for pulling ribbons for each event then placing printed label on ribbon and placing ribbons in individual swimmer files.
Announcer (1 parent per meet): Home Meets Only – Calls events, scores, concession information, and news. Serves as "pole turner" (flips the event number cards and event heat cards on the event pole.)
Set-Up (3 parents per home meet): Home Meets Only – Must be at the pool by 4:30 pm. Will help prepare the pool area for home meet, including closing pool to non-swim team members.
Clean-Up (4 parents per meet): Home Meets Only - Performs specific duties that need to be performed at the close of each home meet in order to have the pool ready for the next day.
Concession Workers (4 parents per half): Home Meets Only – Helps serve food in the concession area.
Concession Food Prep: Home Meets Only – Helps prepare food in the concession area.
Salad/Food Prep: Home Meets Only – Prepares (in advance) a salad or other foods to be served in the concession area. Items will need to be at the pool by 5:45.
End of Season Banquet Coordinator: Plan end-of-season banquet, including ordering swimmer awards.
Hospitality: Keep water iced down; deliver water to meet workers/volunteers during the meet.
Chick-fil-A delivery volunteer: Pick up Chick-fil-A sandwiches prior to the start of the home swim meets.
Ice delivery volunteer: Pick up 6 large bags of ice and deliver to clubhouse between 4:00 and 4:30 on home swim meets.
Popsicle and Ribbon Distribution: Purchase and hand out popsicles and ribbons to swimmers at the end Wednesday morning practices.
Championship Meet Coordinators (2 parents): Sign up parent volunteers for county meet. Help with bullpen area set-up and tear down at meet.
Starter Reset: Press the stop button and reset button on the Dolphin timing system prior to the start of each race.