Swim team would not be possible without our amazing parent volunteers!

To help ensure that the meets run smoothly, we need your help!  As a condition of registration, each family is required to accumulate 5 volunteer points per season.  Failure to meet this requirement will result in a $150 penalty, auto-charged to the credit card used during registration.

Each meet takes around 70 volunteers!  You may sign up for a job the entire meet and yes, multiple people from your family may sign up! We often do not fill all jobs (especially at Home meets) and would not survive without the families who help us out with more than the minimum obligation. It takes a village!

If you think meeting this requirement will be a challenge for your family, please contact Summer. 

There are lots of opportunities to help and we are happy to work with you!

1. Wait...I have to volunteer?  Why?

Yes! Swim team requires a large number of volunteers to run safely and efficiently. Parent volunteers help keep swimmers safe, organized, and the meets running smoothly. Our team is similar to running 17 soccer or baseball teams at once, and then combining them with another team just as large during meets. 

2. Will I really be charged $150 if I do not complete my 5 shifts?

Yes. During registration, every family agrees to a $150 volunteer fee if shifts are not completed. To keep things fair and consistent for all families, we do enforce the policy.

3. Why is there a volunteer fee?

Like many youth sports organizations, we use a volunteer fee to encourage participation. Swim meets require a tremendous amount of help, and the fee helps motivate families to volunteer and share the workload. We cannot safely manage 100+ kids at swim events without volunteers.

4. What if my family is missing several meets?

Families can either:

• Prioritize signing up for shifts at the meets they are attending, or
• Choose to pay the volunteer fee if volunteering is not possible for their schedule that season.

5. Do I get credit just for signing up?

No. Parents MUST check in with our Volunteer Coordinators at the beginning of their shift to receive credit.

• Coordinators are typically located near the front of the meet.
• Second-half volunteers must also check in when they arrive.
• If you are more than 20 minutes late and another volunteer fills your role, you will not receive credit for your shift.

Our system tracks volunteer attendance carefully, so please make sure to check in.

6. What if I cannot arrive on time for available shifts?

Please do not sign up for shifts you cannot reasonably attend on time.  Arrival times are posted for each job during the job signup process. If you are having trouble finding jobs that work with your schedule, speak with our Volunteer Coordinators—they are happy to help families:

• Find a better shift
• Switch shifts with another family
• Find volunteer opportunities that fit your schedule

Late or missed volunteers create challenges for the rest of the team and may not receive credit.

7. I have never been involved in swim team. What do all the jobs mean?

Please read the volunteer job descriptions carefully. We have tried to explain each role as clearly as possible. Swim meets may seem overwhelming at first, but parents have successfully worked these jobs for over 40 years—we promise it gets easier quickly!

Job descriptions are listed below!

8. It is not a good season for my family to volunteer. Can we just pay the fee?

Yes. Families may choose to pay the fee instead of volunteering. Please tell us if this is your plan before the mock meet, and we will remove you from volunteer reminders and requests.

We intentionally keep the fee relatively low for families who truly need that option. However, if too many families choose not to volunteer, the fee may need to increase in future seasons.

Since implementing the policy, we have seen:

• Stronger meets
• Better volunteer coverage
• Improved swimmer safety
• More parent involvement and community building
• Reduced burnout of core key volunteer parents

9. I only have a 6 & Under swimmer, and they finish early before the meet is over. How do I complete my shifts?

Families handle this in different ways:

• Some volunteer while their swimmer is still at the meet
• Some families split responsibilities, with one parent leaving early while another stays to finish the shift

Every family’s situation is different, and many families make it work creatively.

10. I have a younger toddler. Are there jobs where siblings can tag along?

Yes! Several volunteer jobs are marked as sibling friendly. However, there are also some positions where siblings should not accompany volunteers for safety or focus reasons. Those shifts specify no tag-along siblings in the job description.

11. If I volunteer, will I still get to watch my swimmer?

Absolutely! We are fortunate to have enough volunteers now that many jobs allow parents to rotate briefly and watch their swimmers compete.

Several volunteer positions even offer front-row views of the pool!

12. Are there other times besides meets to volunteer?

Yes, there are volunteer jobs for Fun Fridays, the team party, and the GA Tech meet.

13. Do I have to know how to read a heat sheet to volunteer?

No, we will have cheat sheets to teach parents how to understand a heat sheet. There are some jobs that rely on the heat sheet more than others, but parents learn how to read heat sheets every year. You've got this!

Below are brief job descriptions for Volunteer jobs available throughout the season. (H) indicates that the job is for Home Meets, (A) is for Away Meets, and (B) means the job is available at both Home and Away Meets.

We understand that sometimes siblings have to tag-along while you fulfill your volunteer hours. Please read the Job Descriptions carefully, as some jobs are not ideal for siblings.

Please use your discretion and sign up for positions that will work best for tag-along siblings without interfering with your job duties!

Announcer (H)

Announces events, heats, sponsors, and other general information to keep the meet running smoothly. First shift announcing begins as early as 5:00 at some meets.

Baby Pool Monitor (H)

The Baby Pool Monitor monitors and instructs all kids to stay out of the baby pool. In addition to safety, this job is a huge help to our Bullpen Parents. The second shift Monitor must remain until the meet concludes.

Bullpen Clean Up (B)

The bullpen is a designated location where the swimmers stay when they're not participating in a race. Bullpen cleanup duty includes picking up trash and left-behind items, breaking down and loading tents, and other miscellaneous cleanup tasks. This job begins during the last 10 events of the meet, so the timing is approximate. This is a good job for parents with older tag-along siblings that are good helpers.

Bullpen Parent (B)

The bullpen is a designated area where swimmers stay when they are not actively participating in a race. The Bullpen Parent plays an important role in helping the meet run smoothly by checking in swimmers as they arrive and marking their back or shoulder with a Sharpie so coaches can easily identify them on deck. The Bullpen Parent is responsible for keeping swimmers in the bullpen, helping them stay organized, and making sure they are aware of when their events are coming up. Swimmers should be ready to swim six events before their race—for example, if a swimmer is in Event 50, they should be in the bullpen with their cap and goggles on by Event 44. During the first half of the meet, the Bullpen Parent will help direct swimmers to warm-ups. During the second half, they will assist with bullpen clean-up and tear-down.

Additional responsibilities include ensuring swimmers are respectful of the property and keeping behavior appropriate and under control. Swimmers may not leave the bullpen unless they are going somewhere with a parent. This role is especially important at Away meets, where our team is not always located directly on the pool deck. The ideal volunteer for this position is someone who can be both fun and firm with the kids, and it is also a great role for parents with tag-along siblings.

Bullpen Manager

The Bullpen Manager will assist Bullpen Parents on an as-needed basis. This person must have prior experience with how the swim meets run, as they will be the point of contact for the Bullpen Parents. The Bullpen Manager will float between the Bullpen Parents to answer questions and assist in whatever capacity is needed. This person will help communicate with Summer, the Coaches, and the Deck Manager’s needs of the bullpen throughout the meet.

Computer Operator (B)

This person inputs swimmer times into the computer (along with a volunteer from the other team), then prints labels for ribbons. The system is pretty self-explanatory. Typically, this job is away from the pool and crowd, and sometimes it is inside. We prefer this job to be done by someone who has been a part of swim team before, and would like the same 2-3 people to fill this job. The Computer Operator needs to be at the meet no later than 5:30 PM. The second half worker will need to help wrap up the last entries, which takes 10-15 minutes after the meet ends. This job is shared with the other team therefore, you can take breaks and see your swimmer’s events. This job can be good for a tag-along sibling that will be fairly content hanging out with you.

Concessions (H)

First half job duties include setting up at 4:30, selling and restocking candy and drinks. A Grill Assistant will help with wrapping and serving food. Second half workers will take over at 6:30 and duties will include selling and restocking concessions, breaking down and cleaning up during the last 20 minutes of the swim meet. The Concessions Committee plans and purchases food and beverages. They will be at all home meets to direct concessions volunteers. Okay for a tag-along sibling for the 2nd shift ONLY. The first shift of concessions involves the majority of the cooking and more movement. Sibling must be 10 years or older.

Concessions Pickup (H)

This person will work with the Concessions Committee as needed during Home meet weeks. Duties include picking up pre-paid orders from local stores (ex. Sam’s Club) and deliver to the Swim Team office prior to that week’s meet. Heavy lifting will be required for some items, such as cases of drinks and large bags of ice.

Deck Manager (B)

The Deck Manager organizes swimmers on deck by heat and by lane. The Deck Manager will take swimmers from the bullpen to their lanes and coaches. This job is not ideal for those with tag-along siblings

End of Season Party: Memory Maker

This person will create a slide show of pictures from the season. This slide show will play on the Swim Team TV during the End of Season Party. We can provide last year’s Canva template, or you can make your own. Pictures can be collected from our Facebook group, Saddle Creek Dolphins, parents, and from our photographer.

End of Season Party: Records Poster

This person will retrieve and post the season records in the pavilion for the End of Season Party. This job will be completed by 9:30 on the morning of the party.

Event Tracker (H)

The Event Tracker Keeps track of the meet on the digital tracker and on Swimtopia. This job is performed while sitting. The Event Tracker must be close to the pool and be able concentrate on the meet to ensure the meet runs smoothly. This job is not ideal for tag-along siblings, as concentration is required. Volunteers are close enough to the pool that they may get splashed.

Floater / Runner (B)

This position will assist as-needed during their shift. Due to the nature of this position, duties could include filling in for any role with needs, from Bullpen Parent to Concessions to Timer. The job would be suited for those who are flexible and can switch tasks easily. This job is not ideal for tag-along siblings, since the roles needed will not necessarily be known in advance.

Fun Friday: Clean Up

This person will help clean up Fun Friday by lowering umbrellas, returning furniture to the proper place, and picking up trash. This shift is from 10:45-11:15 AM. This job is fine for a tag-along sibling.

Fun Friday: Donut Pickup

This person will pick up treats for Fun Friday and have them at the Saddle Creek pool by 9:20 on Friday morning. The treats are typically from Sarah’s Donuts and payment will already have been made. This job is fine for a tag-along sibling.

Fun Friday: Set Up

This shift is from 9-9:30 AM. Fun Friday Set Up includes miscellaneous jobs (ex. move/arrange furniture, set out supplies, help set up speakers for music) to help the Coaches prepare for the morning. This job is fine for a tag-along sibling.

GA Tech Meet: Point Person / Parent Rep Assistant

The Point Person for the GA Tech meet must have prior experience at the ASA championship. This person will serve as the liaison for the team Parent Representative by monitoring the meet GroupMe to answer questions as they arise. This person may help collect fees, transport snacks, and help arrange volunteers for the meet.

Grill Assistant (H)

The Grill Assistant helps the Master Griller prepare the food before and during the meet. This person will assist with food preparation and service, including setup, wrapping food, and helping the Master Griller as necessary. This job is not ideal for tag-along siblings due to the hot grill and close quarters.

Hospitality (H)

One Hospitality volunteer will empty all trash cans in the pavilion and restrooms, and replace the can liners. This person will also check both restrooms to ensure that there is toilet paper, paper towels, soap, etc. and restock if needed. These duties will be mid-way through the meet, from the 6:00 - 7:00 hour. A second Hospitality volunteer will offer water to the coaches, timers, judges, and ASA refs since they can’t easily leave the pool deck. This person will also run food to the coaches of both teams. This job will be performed on an as-needed basis during the 6:00 - 8:00 hours. This job is fine for tag-along siblings.

Master Recorder (B)

The Master Recorder collects the master record from Judge's Recorder at meets where there is not a specialized timing system. They also collect times from all lane timers for each event. The scoresheets are then delivered to the Computer Operator. The other team also provides a Master Recorder. This job may require a lot of walking at Away meets, depending on the other pool's layout. This job is not good for tag-along siblings

Meet Clean Up (H)

Assist with clean up and tear-down after the meet. This includes, but is not limited to, removing signs, removing trash, putting away supplies, straightening the pool deck, etc. A detailed list is provided at the meet. Breakdown begins during the last 10 events of the meet, so the timing is approximate. This job is a Maybe for tag-along siblings. Clean up may be past little sibling bedtimes!

Meet Setup (H)

Meet Setup includes miscellaneous jobs, such as removing materials from storage and assist in setting up, plugging in speakers, arranging furniture, putting up caution tape. In addition, you will assist with No Parking signs and parking lot cone set up. Only sign up for this job if you can arrive at 3PM. This job is a Maybe for a tag-along sibling.

Parking Lot Attendant (H)

The Parking Lot Attendant shift is from 4:00-5:30 as the teams arrive for the meet. This person will help direct traffic, monitor the lot for safety, and assist with Reserved spots for spectators and vendors. This job is not ideal for a tag-along sibling.

Place Judge (B)

The Place Judge watches each race and ranks lanes on who placed 1st, 2nd, 3rd, 4th, 5th, etc. This is a backup when a Timer's time is off or did not get recorded. Judges must be on the pool deck at 5:15 PM to meet with the ref. There are 2 Judges at each meet. We provide one for Away meets and 2 for Home meets. This job is NOT good for someone with a tag-along sibling as the swim events have to be watched closely. Volunteers may get splashed due to proximity to the pool.

Ribbon Writer (B)

The Ribbon Writer puts stickers on ribbons and files them. This job is done beside the Computer Operator and starts around 6:30 PM. Ribbons are labeled in batches, leaving plenty of time to label them in between swimmer events. The Ribbon Writer must stay until the last labels are printed, about 10-20 mins after the meet ends. This job is typically not in sight of the pool, but it's easy to stop and watch swimmer events. In pre-approved cases, the ribbons can be finished at home, BUT because the labels have to be printed 10ish minutes after the meet ends, most stay and finish up after the meet. The ribbons must be delivered back to the pool no later than 9:30 the following morning. Parent volunteers will not be able to take them to you or pick them up. This job is okay for a tag-along sibling who is willing to sit with you

Set Up Coordinator (H)

The Set Up Coordinator will instruct and assist the Meet Set Up volunteers to complete the tasks on the Set Up Checklist. This person must have prior experience in setting up for swim meets, as they will answer any questions that arise with logistics during the set up process and help be a point of contact during set up.

Sign Placement and Removal (H)

This person will place “Swim Meet Today” signs at all 5 Saddle Creek entrances the night before the meet (Wednesday) after 8:00 PM and remove them after 8:00 PM the night of the meet (Thursday). This notifies Saddle Creek HOA members that the pool will be closed for the meet. The signs can be grabbed anytime at practice Monday-Wednesday. This job involves two nights, so do not sign up if you can’t fulfill the duties on both nights. This job is ok for a tag-along sibling.

Swimmer / Volunteer Check-In (B)

This person assists with checking in swimmers and volunteers as they arrive at the meet, and makes sure the 2nd shift has checked in and switched shifts. Any missing swimmers must be reported to the Coaches before the meet begins. This job is okay for a tag-along sibling who is willing to sit with you.

Time Drops Manager (H)

The Time Drops Manager manages, monitors, and trouble shoots our time drops system. If you like technical jobs and hope to be around another year, this could be a great job for you! This job is not good for tag-along siblings. This job must be managed by the same person the entire season.

Timers (B)

There are 2 Timers per lane --one from each team when we use a timing system. When we do not use a timing system, teams time their own lanes in pairs. One person in the lane times the swimmer, and the other writes down the time with traditional timers. If you don't know what to do, follow the group of the other 9-11 Timers! Timers need to be at the pool no later than 5:00 PM to meet with the meet referee. The ref prefers both first and second half Timers attend this meeting. Second half Timers must watch the event numbers and be ready to take over at event 44. This job is NOT good for tag-along siblings or someone who struggles to focus.

If you have any questions regarding job duties, please contact a Volunteer Coordinator or Summer Bolte.

• Parents, if you do not have a toddler tagging along, please choose a job other than those noted as "good for parents with a tag-along sibling." This way we can do our best to meet the needs of everyone on the team at all stages of parenting. (We have all been there!)
• Some first half jobs start as early as 4:30. The second half of the meet begins around event 43/44, which is typically in the 7-7:30 time frame.
• Some shifts are based on Time and not event numbers. Our volunteer coordinators will indicate to you at meets when you should change shifts.
• If you need specific dates, shifts, or jobs, you need to sign up as soon as sign ups open.
• Sending a grandparent? We love our grandparent workers! Make sure to read the job descriptions to sign up for a good fit.

Ideas for Juggling Jobs and Young Siblings:

• Divide and Conquer: One parent takes charge of the kids while the other works their shift
• Bye-Bye: Send 6 & Under swimmers and siblings home with a spouse after the first half of the meet and work the 2nd shift alone.
• First Half, Then Home: If you only have 6 & Under swimmers, work a first half job. Your swimmers will be finished and your job duties will be complete after event 42. Note: Please do not go home until you are replaced at event 43--it puts the team in a bind! Notify a Volunteer Coordinator before the meet begins if you need to leave your shift early. 
• Family Help: Those who have grandparents or family nearby may ask them to come to the meet to help with younger siblings, or even to work a shift.
• Babysitter: Some also choose to leave young siblings at home with a babysitter. (My family did this because our youngest was too bored to last the entire meet).