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Volunteer Policy

Volunteers are critical to the running of our swim meets. Competitive swimming requires parents to be actively involved in all aspects of our swim meets. Timers, judges, concessions attendants, announcers, starters, and scorekeepers are a few of the positions which are filled by parent volunteers. Volunteering is a requirement for our team.

Parents will be required to volunteer for EVERY SWIM MEET in which their child(ren) participate(s). Further, they must volunteer to support the Division Finals if their child(ren) participates.  IF YOUR FAMILY DOES NOT MEET THEIR VOLUNTEER COMMITMENT, YOU WILL BE CHARGED A $500 PENALTY.

You will sign yourself up for a volunteer position and shift for each meet.  If you are new to the team or have special requirements, please talk to our volunteer coordinator, Emily M. Hall ([email protected]), who will fit you into a position where you will be best suited and that will work best for your family.

Hampton Oaks Swim Team has a system for keeping track of all your volunteer shifts. You must sign up for your volunteer position online under the tab “Job Signup” at least 48 hours prior to the meet start time. Job sign-up opens six days prior to the meet, typically on Thursday mornings. 48 hours prior to the meet, the volunteer coordinator will receive the swim coach's roster, and families that have not signed up for a position will be contacted to volunteer if their child is swimming in the meet. The assumption is that if you have a swimmer participating in the meet, you are available to work a shift during that meet. 

The board understands that there may be circumstances that conflict with this obligation. Please keep your Volunteer Coordinator informed so that there are no misunderstandings. We cannot run these meets without the assistance of every family!

If you are unable to volunteer you must write an email 48 hours prior to the meet. Please include your name, phone number, and swimmer name(s) and age(s). The volunteer coordinator will work with you to find a way that you can help (for example, preparing food ahead of time for concessions or sorting ribbons into the ribbon box the morning after the meet, etc.) or possibly have you work two positions the next meet. The Board will be notified of any arrangements of this type.

If there is a last minute change due to an emergency (sickness, work schedule, running late for your shift etc.) you need to call or text the Volunteer Coordinator, Emily M. Hall (703-930-8060, [email protected]).  Please note that you might be asked to work TWO positions (possibly both sessions) at another meet if you miss your commitment.

Upon arriving at the meet, volunteers must check in with the Volunteer Coordinator, at least 15 min before their shift. This is very important; the Volunteer Coordinator needs to know who is at the pool and ready for their shift.

Training for particular positions (i.e. starter, stroke and turn judge, referee, head timer) is available prior to the beginning of our season. These RSL-trained volunteer positions are not difficult and are essential to running the meets. Each team is required to have trained volunteers - please consider helping your team and learning more about the sport of swimming! Please contact Emily Hall for more information about these positions. Information about RSL training dates will be posted when it is available.

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