Volunteer Positions & Descriptions
This information aims to give brief descriptions of the various jobs that are required to execute a swim meet successfully. We expect that all parents show up on time for your respective shift. Please be sure to communicate any conflicts well ahead of time with the team manager. A Sign-Up Genius will be sent out for parents to volunteer. Parents should expect to volunteer a minimum of 2 times during the swim season.
CHECK-IN
All volunteers must check in at the starter desk during warmups at least 15 minutes before the meet starts. Look for the folks wearing bright orange. Just Swim will often call a meeting for all volunteers; please keep an ear out for the volunteer call and attend the meeting at the starter desk.
SETUP
These volunteers will need to have areas ready 30 minutes prior to the start of meet warm-ups. This includes: moving chairs, tables, assisting with team tent set-up, hanging sponsorship signage, setting up equipment and concessions, etc.
MEET BREAKDOWN
These volunteers help return the pool to its original condition after the meet. Responsibilities may include removing and storing lane lines, taking down backstroke flags and tents, returning chairs and tables to their proper locations, emptying trash, cleaning bathrooms, and helping tidy the pool deck and team areas.
CHAPERONE/TEAM PARENT
The parent chaperone is responsible for making sure swimmers are sitting together with their team (this is a league policy). The chaperone will sit with the team and help get them lined up for the Clerk of Course and Asst Clerk of Course before their race. Chaperones must familiarize themselves with the order of events and which heats are coming up. Swimmers should not be heading off to the bathroom prior to their heat. Chaperones will also help keep our team area tidy and ensure swimmers are following team rules and not being disruptive.
CLERK OF COURSE / Assistant Clerk of Course
The Clerk of Course area is the designated staging area where swimmers report before their events. Volunteers in this role help organize swimmers by lining them up in the correct event, heat and lane according to the heat sheet. Once in line, assistant clerks will walk them to the clerk of course. Parent chaperones and coaches may assist with this role. Swimmers should have swim grids clearly written on their arms or legs which will also help clerks with line-ups.
STARTER
This is the person who will run the meet and this is currently done by our league- Just Swim. They will announce when the swimmers need to step up to the block. The Starter checks with the head timer to make sure that the timers are ready. The Starter will then start each race with a blow horn/buzzer.
TIMERS
Responsible for capturing and recording times for each race using stopwatches provided by the league. The times they capture are recorded digitally but we may also request that times be written on paper time sheets. Timing is a spot that most people like and feel comfortable in and it’s a front row seat to the races!
TATOO APPLIER
The tattoo applier will hand out heat winner tattoos for each boy and each girl that win their heat.
STROKE & TURN JUDGE
Stroke & Turn Judges work in pairs to observe potential stroke infractions during races. Both judges must clearly see and agree on a violation before a disqualification (DQ) is recorded. If there is any doubt, the swimmer always gets the benefit of the doubt.
Judges are only looking for blatant violations — clear and sustained rule infractions that provide a competitive advantage or show repeated noncompliance with legal stroke technique.
Any noted infractions must be written on a DQ slip and submitted to the Head Judge before the meet ends — these slips will be provided for you (an image of the DQ slip is below for your review)
Weeks 1–3: Judges may report DQs, but only blatant violations will officially be recorded
Beginning Week 4: Official DQs are determined solely by the Stroke & Turn Judges
The most common violations involve false starts, incorrect stroke technique, improper turns/finishes, or illegal kicks in breaststroke and butterfly
Free online USA Swimming Stroke & Turn training is recommended for volunteers who would like a better understanding of stroke rules and judging expectations
Most importantly, remember that swimmers — especially younger swimmers — are learning and improving every week. Officials should focus on fairness, consistency, and encouragement while helping maintain the integrity of the meet. See DISQUALIFICATION REPORT below.
