It is a requirement that each family of a Cinco Ranch Swim Team swimmer volunteer to help with the swim meets for the Cinco Ranch Swim Team. The following are the requirements, policy and procedures for all volunteers.
Minimum Requirements
Each family must volunteer a certain number of times during each of the meets during the swim season based upon the number of swimmers in that family:
1 Swimmer = 2 volunteer requirements
2 Swimmers = 4 volunteer requirements
3 or more Swimmers = 5 volunteer requirements
Each family is required to commit to their volunteer duties at one of the two registration dates. All families must attend one of the two registration dates and sign up for the appropriate number of positions.
Family Delegate at Registration
In the event that a family is unable to attend one of the two registration dates, they may send a delegate to sign up their family for volunteer positions; however, their delegate may only sign up the family during the designated delegate times, which are either:
the final hour of registration on the first date of registration; or
at any time during the second date of registration.
On the first registration date, each family will ONLY be allowed to sign up their own family during the first two (2) hours of registration. After, in the final hour of registration, delegates may sign up their respective delegate families. All delegates may sign up their respective delegate families at any time during the second registration date. This policy is new due to the issues in the past of one family signing up several other families while others are waiting in line for their turn. Due to the time spent by most families waiting in line at registration, it is not fair or equitable to the other families to allow one person to sign up several other familes who are not attending registration.
Registration Number System
Volunteer Positions will be selected by families at registration using a number system. While standing in line, each family will be given a color coded number. Volunteer Coordinators will pass out numbers sequentially starting at the front of the line. You will be asked what team you signed up for and reminded that you are only able to sign up your own family during the first two (2) hours of registration. Once inside the registration area, numbers will be called by the individual teams (i.e. Greenway, Highland Park, North Lake or South Ranch) to facilitate volunteer signups. Numbers will be called sequentially and all others waiting their turn are required to do so AWAY from the sign up tables. Due to issues in the past with cutting, shoving and unsportsmanlike behavior, the number policy has been implemented to ensure that families that have waited in line for hours get the opportunity to sign up first.
Incomplete Volunteer Requirements
If a family is unable to complete their volunteer requirements as scheduled and signed up for at registration, it is the responsibility of that family to find a substitute for their volunteer position and to notify the volunteer coordinator of this change prior to the meet. Failure to do so will result in a family not receiving credit for that volunteer position. In the case where a true emergency prevents a family from completing their volunteer requirement at one meet, the Volunteer Coordinator will determine appropriate steps for the makeup of that requirement.
If a family is signed up for a meet that gets postponed, cancelled, or rescheduled, you are expected to serve at the makeup meet in the same capacity as originally scheduled. If the family is unable to do so, then it is the repsonsibility of that family to find a substitute for their volunteer position and to notify the volunteer coordinator of this change prior to the meet. Failure to do so will result in a family not receiving credit for that volunteer position.
A family that has not fulfilled their volunteer requirements will be suspended from participating in the Cinco Ranch Swim Team activities for one year with the option to appeal to the Executive Board. Specifically, if all family volunteer commitments have not been fulfilled by the last regular swim season meet, then the family's swimmer(s) will:
NOT be eligible to participate in the Meet of Champions for the current season, and
NOT be eligible to register to swim on any Cinco Ranch Swim Team the following year.
Volunteer Positions and Qualifications
6 & Under Ready Bench
All 6 & Under Ready Bench Volunteers must have a 6 & under swimmer and cannot have children in any other swimming age bracket. For example, if you have a 6 & under swimmer and a 9 & 10 swimmer, you may not volunteer as a 6 & Under Ready Bench. Due to the 6 & under swimmers completing their swimming earlier in the meet, this guideline is to help those parents with only 6 & under swimmers be able to leave with the younger swimmers.
Assistant Coordinators
Each Volunteer Coordinator may select Assistant Coordinators for the following volunteer positions to act as the supervisor of all volunteers in their area at each meet. For example, the Bench Boss Assistant Coordinator is in charge of training and supervising all bench bosses at all of the meets for that season. The qualifications for becoming an Assistant Coordinator for any of the following positions are the competion of one previous Cinco Ranch Swim Team season in which the family volunteered in the specific area and the willingness to do so for all meets in the season.
Timer
Ribbons/Scoring/Runner
Bench Boss
Ready Bench
Judges
Setup/Clean Up
Concessions
Each Assistant Coordinator of the above should agree to work in this role for all of the meets in the season and is responsible for providing training to those families signed up to volunteer in their area. Completion of this role in a swim season will satisfy that family's volunteer obligations. In the event of any issues, the Assistant Coordinator should alert the Volunteer Coordinator.
Stroke/Turn Judges, Meet Director, Scorekeeper and Starter Volunteer Positions
The qualifications for signing up as a Stroke/Turn Judge, Meet Director, Scorekeeper and Starter Volunteer are the completion of one previous Cinco Ranch Swim Team season, attending certification classes provided by the WHALe League, as applicable, prior to the start of the swim season, attending any training provided by the Team Director, and the willingness to do so for all meets in the season.
All Other Positions
Ther are no pre-qualifications for the remainder of positions. Each family that signs up is required to attend any training offered by the Assistant Coordinator prior to the first meet.
Thank you for your commitments to support the Cinco Ranch Swim Team!