Deer Creek Dolphins

Each family is required to volunteer for 7 volunteer points over the 5 dual meets and the Championship meet. Different positions are assigned different amounts of points based on their difficulty. 

Under the tab 'Practices and Meets' you will see the Signup Calendar.  

Here is the link to the sign up calendar.  

Descriptions of the meet and the duties of the volunteer positions can be found at the Swim Meet 101 Section of the site.

Every swimmer should be enrolled in each meet.  Under the 'Practices and Meets' tab on the website you will see the Signup Calendar.  This calendar displays the events for the season.  Next to each meet you will see this button 

When you click this button it will show you the status of your swimmer(s).  If you know that they will not be in attendance for a particular meet you can update their status so they will not be put in relays or added to events.  If you expect your children will be available for the entire season you can show them attending all the meets.  

The sooner you do this the easier it will be for coaches to put together the heat sheets.  If you want you child to attempt a particular event this is an easy way to request that the coaches consider them.  

Assistant Clerk of the Course (Away)
Before the meet begins:

• Make sure you have the most current heat sheet
• Highlight all Deer Creek swimmers

During the meet:

• Works closely with the Deer Creek zookeepers and Clerk of Course for the home team
• Do the same things required of the Clerk of the Course but in an assistant capacity

Assistant to the Assistant Clerk of the Course (Home)
Before the meet begins:

• Meet with the Clerk of the Course and the Assistant Clerk of the Course

During the meet:

• Help these roles throughout the meet with their responsibilities
• See Clerk of the Course and Assistant Clerk of the Course descriptions below

Backup Timer (Home)
The Backup Timer operates two stopwatches for every race and serves as support for lane timers in case of missed or malfunctioning starts. This role is similar to the role of a Timer, but without a designated lane assignment.

• Position yourself at the starting end of the pool, aligned with the other timers. Throughout each race, run both stopwatches and remain alert for any timer signaling for assistance by raising their hand. If needed, promptly swap stopwatches with any timer who signals for assistance by raising their hand. Do not take over timing for that lane. After the exchange, return to your position and continue monitoring for other timers who may need support. Do not stop or reset your stopwatches until all swimmers have finished the race.

Clerk of the Course (Home)
The Clerk of the Course is responsible for ensuring swimmers arrive at the starting blocks on time and in the correct order by event, heat, and lane. This role manages the flow of swimmers from the staging area to the starting blocks and verifies swimmer identities before each race.
This position requires someone who is organized, attentive, and comfortably assertive while still being approachable with swimmers. Prior swim meet experience is strongly preferred, mostly so you’re not learning chaos management in real time.
Before the meet, the Clerk of the Course should be on deck during warm-ups, coordinate with the Assistant Clerk(s) of the Course and Zookeepers/Bullpen Parents, and ensure all procedures and swimmer flow are clearly understood. Confirm you have the most current heat sheet (can be picked up from the Computer Operator).
Responsibilities:

• Keep swimmers seated in the “on deck” area and advance them forward in order as heats progress
• Line up swimmers behind the blocks in correct event, heat, and lane order
• Move swimmers from staging to the starting blocks when called by the Starter
• Verify each swimmer’s name before they step onto the blocks
• Work closely with the Assistant Clerk to ensure swimmers are in the correct lanes and progressing properly through staging chairs
• Remind swimmers to remain in their seats until directed to move
• Monitor swimmer readiness and keep them focused and in order
• Notify the Starter of any swimmers marked unavailable by coaches
• Request the Starter or announcer to call events and heats to staging as needed to keep the meet moving efficiently
• When possible, check with coaches regarding any missing swimmers
• Track event progress using the heat sheet
• Heat sheets are provided to this position to guide swimmer order for each event, heat, and lane. Swimmers, especially younger ones, are easily distracted, so maintaining attention and organization is critical to keeping the meet running smoothly.

Concessions (Home)
Sell food and drinks at the concession stand during the meet. This job can get very busy at times!

Crash Zone Monitor (Away)
Monitor crash zone for younger swimmers. Walk through crash areas during meets to ensure all swimmers are being safe and all swimmers are keeping the crash zone clean.

Emergency Relief (Home and Away)
Work with the Volunteer Coordinator(s) to ensure that all meet tasks and responsibilities are covered. Continue to check-in throughout the meet and step in where needed. You may fill in for other roles to provide short breaks. In some cases, you may be end up having to take over a job for the entire meet. If this happens, you will receive the points for that specific job. This position may not sign-up for any other meet shifts.

Event/Heat Number Turner (Home)
Flip the event/heat chart on the opposite corner of the pool from the Starters tent. Must have attention to detail and be keeping track of the meet as it progresses to accurately display the current event/heat on the chart.

Heat Ribbon Worker (Home)
The Heat Ribbon Worker awards ribbons to first-place swimmers 10 & under in individual events by observing finishes at the wall. This role requires close attention, quick judgment, and the ability to confidently decide a winner without overthinking it.

Responsibilities:

• Position yourself at the side of the pool opposite the starting blocks with a clear view of the finish.
• Watch each race finish and visually determine which swimmer touches the wall first
• Award heat winner ribbons for 10 & Under individual events only
• Distribute the ribbon immediately to the swimmer who finishes first
• If the finish is too close to determine, award ribbons to all swimmers who appear to tie for first
• Do not consult timers or rely on recorded times. This is a visual decision
• Do not consider disqualifications when awarding ribbons. If a swimmer touches first, they receive the ribbon

Hospitality Worker (Home)
The Hospitality Worker keeps key meet volunteers supplied with water, drinks, and light snacks throughout the event. Expect to be on your feet most of the time.
Requirements:

• Ability to walk the pool deck frequently throughout the meet
• Ability to carry drinks and supplies safely and efficiently

Responsibilities:

• Get water bottles from the concession stand.
• Make periodic sweeps of the pool deck to determine the need for water.
• Offer water to the starter, the timers, the clerk and assistant clerk of the course, and the stroke and turn judges throughout the meet.
• You may also check with the coaches of both teams.

Parking Lot Attendant (Home)
This is a PRE meet job that begins at 3:30 PM.

• Arrive early and help direct traffic.
• Help with the flow of traffic through the drop-off circle.
• Direct drivers across the street to Overland Trail Elementary for parking.

Reader (Home)
Responsibilities:

• Collect the event timer sheet bundles from the Scorekeepers once all scores are complete.
• Read the official time and disqualifications to the Computer Operator.
• For each swimmer, read the time circled in red to the Computer Operator. If it says DQ, then read "DQ" and then the DQ code.
• Hand the timer sheets for each event in lane number order to the Computer Operator to be combined with event results sheet and set aside for the Score Verifier.
• Must stay until all scores are entered into the computer system by the Computer Operator.

Runner (DQ Sheets) (Home)
Collect and deliver DQ (yellow) heat sheets from officials to ensure accurate scoring. This role requires attention to detail and timing.
Responsibilities:

• Check in with the Computer Operator before the meet for drop-off instructions
• Collect signed yellow DQ sheets from all Stroke & Turn Judges and the Starter, 5 sheets total
• Ensure all required officials have signed their DQ sheet before turning in (do not submit partial sets)
• Use the heat sheet to anticipate when DQ sheets will be ready
• Take them to the Scorekeepers table and secure with a paperclip.
• Place complete DQ Sheet sets in the DQ Sheet basket for the Scorekeepers.

Runner (Timer Sheets) (Home)
Collect and deliver timer sheets after each event to ensure accurate scoring. This role requires attention to detail and consistent movement throughout the meet.
Responsibilities:

• Check in with the Computer Operator before the meet for instructions on where to deliver materials
• After all heats of an event are complete, collect timer sheets from all lanes (even empty lanes that had no swimmers)
• There will be one timer sheet per lane, not per timer.
• Put them in lane number order.
• Take them to the Scorekeepers table.
• Be sure to sort them by event, in lane order 1-6 and secure with a paperclip.
• Place the sorted timer sheets in the timer sheet basket for the Scorekeepers.

Safety Marshall (Home and Away)
Ensures a safe pool environment by keeping walkways clear, preventing running, and monitoring swimmer behavior in team areas. Become familiar with the Emergency Action Plan and follow prompts if necessary.

Scorekeeper (Home) SCOREKEEPER INFORMATION
Records official times and applies disqualifications to ensure accurate scoring before results are entered into the computer system. Attention to detail is critical.
Responsibilities:

• Receive and organize timer sheets from the runner (all 6 lanes, for each event)
• Determine official times: circle the median of three times or average two times (in red)
• Ensure all times are legible and clearly marked
• Transfer DQ information from official sheets to the correct event and lane
• Mark “DQ” and applicable DQ code as required while still recording times
• Paperclip completed event sheets in lane order and submit to the Computer Operator.
• Must stay until all events have been scored and turned over to the Computer Operator.

Score Verifier (Away)
Responsibilities:

• Once the times have been entered into the computer for an event, a results sheet will be printed.
• Take the results sheet for each event and the corresponding timer sheets.
• Go through each timer sheet line by line, comparing the time for each swimmer to the time printed on the results sheet.
• If the times match, make a checkmark on the results sheet next to the swimmer's name.
• Any errors will need to be given to the Computer Operator for correction in the computer.
• Once the any errors are corrected, the event will need to be reverified.
• Once an event is verified, place in a separate pile with all verified events.
• Must stay until all event times have been verified.

Set-Up (Home)
Arrive early to help set-up the pool deck. TIME IS SUBJECT TO CHANGE, 4:00 PM to 5:00 PM IS AN ESTIMATE.
Responsibilities:

• Help unload necessary items and carry to pool deck/pergola
• Set-up tables
• Set-up tents
• Stack chairs
• Empty and arrange trashcans
• Check bathrooms to ensure the supplies are stocked. Toilet paper, paper towels, soap, etc. and trash is empty with a new trash bag.
• Assist in any other capacity as requested to make sure the meet is set-up and ready to go on time

Set-Up Away Meet (Away)
Arrive early to help set-up.
Responsibilities:

• Help unload necessary items and carry to pool deck/crash zone area
• Set-up coach’s tent and tables
• Set-up crash zone area, including crash zone sign, in the designated visiting team crash area
• Help direct Deer Creek swimmers to the crash zone
• Assist in any other capacity as requested to make sure the meet is set-up and ready to go on time

Tear Down (Home)
This is a POST meet job that begins after the final event has completed. PLEASE DO NOT SIGN UP FOR THIS IF YOU ARE WORKING ANOTHER SHIFT THAT WILL OVERLAP. Examples include but are not limited to, Emergency Relief, Reader, Runner (DQ Sheets and Timer Sheets), Scorekeeper, etc.
Responsibilities:

• Clean up pool deck
• Breakdown and put away tables
• Breakdown and put away tents
• Arrange pool furniture, table and chairs, where they belong
• Empty and arrange trashcans
• Check bathrooms to ensure the supplies are stocked. Toilet paper, paper towels, soap, etc. and trash is empty with a new trash bag.
• Help load any necessary items into the storage room or designated cars in the parking lot
• Assist in any other capacity as requested to make sure the pool deck is clean and all swim team items have been put away
• Must stay until tear down is complete to earn points

Tear Down Away Meet (Away)
This is a POST meet job that begins after the final event has completed. PLEASE DO NOT SIGN UP FOR THIS IF YOU ARE WORKING ANOTHER SHIFT THAT WILL OVERLAP. Examples include but are not limited to, Emergency Relief, Score Verifier, etc.
Responsibilities:

• Breakdown coach’s tent and tables
• Take down crash zone signs and ensure the crash zone is clean and any trash has been disposed of
• Help load any necessary items and carry to designated cars in the parking lot
• Assist in any other capacity as requested to make sure the visiting teams crash area/pool deck area are clean and all items are put away
• Must stay until tear down/clean up in complete to earn points

Timer (Home and Away) TIMER INFORMATION
Time swimmers using a stopwatch and records accurate results for each race. Your timing directly impacts official results, so focus and attention to detail are essential. You will be on your feet for the entire meet so wear comfortable shoes that can get wet.
Responsibilities:

• Arrive early to receive your stopwatch and attend the timer meeting at 5:10 PM at the Starters tent
• Work with the other two timers in your lane to determine who will be the lead timer. This person is responsible for recording the times on the timer sheets.
• Do not offer to be the lead timer if you do not have good, legible handwriting.
• Start your stopwatch on the strobe light (not the sound) and stop it when the swimmer touches the wall.
• Time every heat, even if your lane is empty, but only record/report times for swimmers in your assigned lane.
• Confirm swimmer’s name before each race and ensure it matches the timer sheet.
• Show your stopwatch to the lead timer for recording on the timer sheet at the end of each race.
• Always record a time for every swimmer, even if you think they are disqualified during the race.
• It is not your responsibility to note or indicate a disqualification (DQ) on the timer sheet.Raise your hand immediately if you miss a start or need assistance from the Backup Timer
• Stay attentive and avoid distractions during races
• After the meet, return stopwatches and materials to the Computer Operator table.

Zookeeper Boys (Home and Away)
Zookeeper Girls (Home and Away)
Responsibilities:

• Discuss with Clerk of the Course how many events ahead of time to bring the swimmers.
• Discuss with the Clerk of the Course how 10 and under relays will be handled.
• Organize the 12 and under Deer Creek kids for each event. (Typically this would be done 4 events ahead of time.)
• For each event, line up the swimmers in the crash area in heat and lane number order
• If you are missing any 12 and under swimmers, briefly look for them in the crash area. (Relay teams must have all 4 swimmers to participate.)
• Once they are organized, walk the swimmers to the other end of the pool and hand over to the assistant clerk of the course.
• Make sure you are bringing them in time, but not too soon. Work with the Assistant Clerk of the Course to determine the proper flow and timing.
• Help the 10 and under swimmers with relays. Two will be at one end of the pool, and two will be at the other.
• Remind the swimmers what stroke they will be swimming