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Volunteer Job Descriptions

*Please note that a higher number of points is usually because it is an entire meet job or one that requires training or is more intense. These points are subject to change at any time.

*Parent volunteers must check into their position no later than 5:30pm on meet day for Tuesday meets. For some roles such as set up, your start time will be earlier, please pay attention to the time slot provided at job signup. This ensures that all volunteers are in their position prior to meet start at 6pm.

*For jobs involving shifts, the time frames provided at signup are approximate.Shift 1 will end after the Backstroke event.The Announcer will call for Shift 2 approximately 15 minutes prior to Backstroke completion.Shift 2 begins with breaststroke events, and will end with the meet.Please plan accordingly.


All volunteers should know how to read a heat sheet before your first meet. If you are a Dragon Tamer, Kid Pusher, or Lineup Coordinator, you are required to read instructions on how to line up swimmers before you report.

Announcer (4 pts): Keeps the announcements of score, events, and updates for the home meets in order and able to be understood for the families and swimmers. Needs to have some understanding of how a swim meet is run and not shy to speak on a microphone. This job requires the volunteer to arrive at the home meets around 4pm and stay until the conclusion.

Banquet Coordinator (12 pts): Organizes and coordinates the end of year banquet with a small group of volunteers. Includes manages refreshments, all ribbons, medals, and certificates are available for families, set up and clean up. 

Breakdown (2 pts): For home meets, the deck is restored back to normal pool set up. Take down and store chairs, tables, tents, etc. Puts lounge chairs back around the deck. Meet boxes cleaned up and placed back in the swim team closet. Help get the tent and boxes to the transporters car. (Breakdown for away meet details and Breakdown for home meet details, for home meets please also see Equipment finder list and Pool deck diagrams)

Breakdown Coordinator (12 pts, commits to all 3 home meets): Breakdown coordinator meets the break down crew at the end of the meet (often after 10PM) and ensures all equipment is put back in storage, the deck is fully restored, and all trash has been emptied. Must work all 3 home meets.

Breakdown Transport (2 pts): For away meets only. This volunteer works with the breakdown crew to take down tents and volunteer supplies. An SUV/truck that can carry 3 supply boxes and 6-8 pop-up tents is a must. All can be taken back home for the night and returned and put away at Cary Park Pool the next morning. Arrangements need to be made with the Meet Director to complete this job.

Clerk of Course (3 pts/shift): Lead swimmers to proper starting blocks for their events and get event slips to the recorder. Responsible for double-checking that the correct children, as indicated by the event slips, are in the proper lanes. This job is for experienced people in this position. It requires meet knowledge, patience, and organization along with good communication with the TSA Rep, Meet Director, and other team. This position requires training at the beginning of the season and is divided into 2 shifts. Must commit to 3-4 meets.

Concession Manager (12 pts, full season commitment): This person should be trained prior to the home events to run the concession stand. They are to help set up (tables for food and snack table, water and Gatorade coolers with ice) and clean up the area along with managing proper amounts of food and drink(especially reordering of pizza and chick-fil-a) This job requires you to arrive at home meets at 4pm and stay through the conclusion of concessions (about 9pm). It also requires a commitment to all 3 home meets.

Concessions (3 pts): Sets up and then works at the concessions table. Need to be able to handle money and taking orders. Easy to step away to watch your kids swim. There are 2 shifts (4-8pm and 6p-10p)

Concessions - Snack Table (3 pts): Sells candy and snacks at a separate table from hot food items. Easy to watch kids swim! (4:30-9p)

Dragon Tamer (2 pts 6&U, 3 pts): Manage the swimmers under the tent. Take them to the bathroom as needed. Keep a head count of kids under the tent and have them ready to swim. Line swimmers up for races and has them ready when the Kid Pusher arrives to move them to the Clerk of Course. Make sure the area stays clean and picked up. Have kids pick up trash and personal items prior to leaving. This job is for the entire time there are children under the tent. 6 and under's leave earlier than the older children and thus receive less points. Read instructions on how to line up swimmers before you report.

Head timer (4 pts): This is a full meet job for home meets only. You will act as a relief timer and keep two extra stop watches going in case there is a malfunction from one of the lane timers. You will also stand in for a timer if one needs relief.

Heat Winner Ribbon Distributor (3 pts): Stand at the finish end of the pool to hand out this ribbon to the winner of each heat. Fun to see the kids smiling faces!! This is ONLY during 6 & Under, 7 – 8 and 9 – 10 NON-Main Event Heats.

Kid pusher (3 pts): Gather the male/female (depending on which one you signed up for) swimmers from the Dragon Tamers to be brought to the clerk of course when the event is first called by the announcer. Once gathered, bring the swimmers, in event order, to the benches in their lane positions. This person needs to be able to get the attention of the swimmers and keep organized. This job is divided into 2 shifts per meet.

Participant Ribbon Distributor (3 pts): Provide a "Participant" ribbon to each swimmer who does not win their heat and who are not in the "Main Event". Front row seat to see those happy faces!

Photographer / Slideshow (12 pts): Responsible for taking the team picture at Time Trials and collecting photos of events throughout the season. Responsible for distributing the team photo to families and generating the end of year slide show.

Place Judge (4 pts): Work during Heat One Event heats & observe which lane came in 1st-6th place. Must have a strong sense of the meet and be able to stand up for our team if there is a disagreement on place. Front row seat to cheer your kids on!

Recorder (4 pts): Complete event sheets by recording the order of finish & times according to the place judges for main events. Follow TSA rules and regulations that will be listed on your clipboard.

Ribbon Writer (2 pts): Work at the awards table to place stickers containing the names and times for the participants of the Main Event. Place sticks on correct ribbons and place them in the family folders. There are 2 shifts.

Runner (2 pts): Take event sheets from the recorder, time sheets from times, and disqualification slips from the Stroke and Turn Judges and carry them to the tech team table. You will be walking on deck so wear comfortable shoes that can get wet. Great poolside view to cheer on your kids! This position is split into 2 shifts.

Sea Dragon of the Week (12 pts): Place Sea Dragon of the Week signs in swimmers yards and print their certificate. Signs are switched out weekly and certificates are placed in mail boxes. This is a great “behind the scenes job”. This job is done each Sunday evening and takes approx 4 hours.

Set up Coordinator (12 pts, commits to all 3 home meets): Setup coordinator meets the set up crew at the meet starting at 3:30pm (home only) to ensure the set up is done correctly and efficiently. They will have a quick “training” session so they are informed on where the supplies are and how the set up is to be done. See Home meet set up details,Breakdown for home meet, Equipment finder list and Pool deck diagrams for additional information. Must work all 3 home meets.

Set up (2 pts): Responsible for setting up the pool deck to make it ready to run the meet. Work with the Setup coordinator (Home meet set up details and away meet set up details, for home meets please also see Equipment finder list and Pool deck diagrams) This position requires you to arrive at 3:45pm for home meets and 4pm for away meets.

Spirit Wear Coordinator (12 pts): This role starts before the start of the season. This person is responsible for working with the VP of fundraising to manage the team store on the website and coordinating the distribution of sponsor supplied SWAG and other purchased merchandise. 

Starter (4 pts): Start each event with an appropriate starting device and calls false start if needed. This person needs to have swim team experience and training. They must be able to remain calm and organized. This is an entire meet job and requires training.

Stroke and Turn Judge (4 pts): Requires TSA training. Judges the stroke of swimmers during the main events (Heat 1 only) to ensure they are legal. Fills in disqualification form when a stroke infraction occurs and provides forms to the runner.

Tech Team (4 pts): This job requires training at the beginning of the season. Each member of this team will be required to work 3 full meets, including set up and tear down. This team works with the VP-Meets board member to keep our timing system running smoothly, print out ribbon labels, and update scoring in Meet Maestro.

Timer (2 pts): Each timer will be assigned a lane and given a stopwatch or dolphin timer. Each timer is responsible for timing all swimmers in his or her assigned lane. The timer needs to verify the swimmer’s name/number and record their time on the heat sheet. This job is split into two sessions.

TSA Rep (12 pts): A volunteer from our team that is a Tar Heel Swim Association representative. This person serves as an overseer at each meet to ensure all rules and regulations are followed and the meet flows as smoothly as possible. You are required to represent our team at a meetings during the off season (usually one in October, January, February, March, April, and May) and work each meet from start to finish. Swim team knowledge is necessary.

Volunteer Coordinator (2 pts): This job means that you arrive 15 minutes prior to the swimmers arrival to the meets to check in the volunteers for their shifts. You also coordinate the change of volunteers at the middle of the meet. All volunteers must sign in to get points! Keeping track of this is critical. You need to be organized and in touch with the volunteer board members in case we have jobs not filled or questions about a volunteer role. You will hand out the lanyards and appropriate clipboards and writing utensils.

Water Distributor (2 pts): Ensure all volunteer and kids are staying hydrated during the meet. Refill cups and water coolers as needed needed. Especially check with the volunteers poolside like the timers, judges, tech people, and starter. This is an entire meet job, home meets only.

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