Westover Wild Orcas

Please note that no matter what volunteer role you are serving, you are encouraged to take a break to watch your swimmer(s) in their races! Timers and stroke and turn volunteers who are serving on the pool deck won’t be able to step away from their duties but do have a front row seat for their swimmers’ races!

Most Volunteer Roles will have a “Volunteer Lead" who will be responsible for setting up shifts and communicating with volunteers in that area. Descriptions follow:

Announcer/Starter (now “Starter” only) — The Starter sets up the broadcast system, becomes familiar with the schedule, announces activities before the start of the meet, and calls events to ready bench during the meet. Prior to first meet ensures the starting equipment is in working order. Begins each event by advising swimmers, judges, and timers of the specific event by name, heat number, and/or appropriate stroke or order of strokes. Works with Meet Director & Head Coach on any announcements needing to be made regarding the combining of heats or any other meet changes. The starter sets the pace of the meet. Home meets only. Home meets only, although sometimes used as “fill-in” at away meets. (SHIFT-BASED CREDIT HOURS)

Computer Guru — This computer-savvy person coordinates Wild Orcas entries, navigation of software, merging of information from opposing team (beginning on Thursday of meet week), and overseeing heat sheets (prepped and copied for timers, judges, announcer, ready bench, age group parents, and coaches).

Computer / Dolphin Guru — These individuals coordinate working of the Auto-timing system, confirming entry of swimmer/event results into the computer database at meets. They typically work in conjunction with the opposing team and are also responsible for printing results and ribbon labels. Home and Away Meets.

Concessions — Concessions volunteers are responsible for pre-meet set up and after-meet breakdown of the concession area. Working in shifts these volunteers sell & serve yummy Orca treats at home meets. Protection from the sun at home meets is a plus. Home meets only. (SHIFT BASED CREDIT HOURS)

Concessions Lead(s) will plan and purchase food and drinks ahead of time for the swim meet and will coordinate volunteers for home meets. Committee is in charge of picking up coffee in the morning, ordering delivery of breakfast tacos, and any other concession items. Proceeds should always be counted together with another member and given to treasurer. “Lead” can be co-chaired to split the organizational duties. (21 CREDIT HOURS, May be split across 2-3 leads)

Event Board Operator — Operates the electronic board during meets. By keeping the current event & upcoming heat posted the Event-Board Operator assists the Starter in efficiently moving the meet timeline. Provided a front row seat at the meet — there is no falling asleep at this table! (SHIFT BASED CREDIT HOURS)

Grill Masters — Duties include waking up the grill around 10am, preparing, grilling & wrapping the food, and cleaning the grill at the end of the event. “Grilling” is a long-standing Orca social custom and takes place near the tennis clubhouse in the shade. Grill Master Lead is responsible for coordinating with Concessions Lead(s) in menu choice and procurement of food. Home meets only. (SHIFT BASED CREDIT HOURS)

Heat Ribbons — Watches each race and determines which swimmer touches the wall first, in conjunction with the timers. Hands green Heat Ribbon to the first swimmer to touch the wall. Front row seat to every race! You might get splashed in this role, but we promise it’s refreshing! (SHIFT BASED CREDIT HOURS)

Hospitality — Delivers water/lemonade to thirsty timers, coaches, and meet officials unable to easily leave the pool deck. These volunteers graciously act as a general “go-fer” for officials and volunteers that cannot leave their posts during the meet. They also help locate 2nd shift volunteers if necessary. (SHIFT BASED CREDIT HOURS)

The Hospitality Lead will help prep everything for the upcoming season, work with the Concessions leads for ongoing refreshment needs, and work to remind and track hospitality volunteers each week. (12.5 Credit Hours, 1 Lead)

Merchandise — Using season registration spread sheet, these volunteers work with coaches to distribute merchandise to swimmers and families. The Merchandise Lead manages additional orders and handles transaction of money at meets as well as after a few practices. (SHIFT BASED CREDIT HOURS)

Orca “Movie Producer” — This audio/visual savvy volunteer prepares a slide show or movie for the end-of-season “Orca Bash.” Photos & video supplied by “Team Shutterbugs.” A bit of consultation with Party Planner (and, Head Coach re: senior swimmers) and you’re on your way — theme & preparation is your purview. This position is not responsible for taking official team photo(s) unless that is a welcomed task. (EXEMPT, 1 Position)

Party Planner/Social Activities Lead — Plans and executes Mock Meet food, Family Night, Teen Night and the End-of-Season “Orca Bash”, in consultation with the Team Manager. The party planner assists in securing awards (& any novelties) for end-of-year presentation. Duties also include: coordination of food vendors, senior gifts, and a bit of coordination with Orca “Movie Producer.” Volunteering during swim meets a problem? This is the job for you! (25 CREDIT HOURS, can be split between two leads)

Ready Bench — Organizes and keeps order of swimmers as they move toward the blocks for competition. Helps athletes learn to keep a handle on their heat and lane assignments and aligns swimmers for the race, ultimately making sure swimmers are in their assigned lane. Ready bench folks must be willing and able to firmly handle a bit of swimmer excitement and resulting noise without damping the mood. At times it's a bit like herding cats. (SHIFT BASED CREDIT HOURS)

The Ready Bench Lead will organize ready bench volunteers each week by reminding them of their shifts and making sure they have everything they need while volunteering. The lead will usually also work a shift during meets. (8 CREDIT HOURS, 1 Lead)

Relay Coordinator — Orca relays are computer & Coach generated. This volunteer will assist with relay coordination at the meets. The Relay Coordinator will check in with Age Group Parents to determine whether or not all relay swimmers are in attendance and, if not, to help coordinate with the coaches in charge to make necessary substitutions or scratches.

The Relay Coordinator will be the point person for relay change (or scratch) slips. Age Group Parents will fill out slips as appropriate and deliver to Relay Coordinator who will ensure slips get to the computer desk.

This position is somewhat challenging for all involved when a swimmer suddenly disappears, but the Relay Coordinator is not without support, working closely with the Coaches, Age-Group Coordinator and Age-Group Parents. Knowledge of swimming is helpful. (24 CREDIT HOURS, 1 Lead)

Ribbons/Awards — Works closely with the computer personnel in coordinating the labeling & sorting of swimmers’ awards. Some organization and time after the meet are required to ensure awards are properly distributed in swimmers’ folders and delivered to pool where swimmers then “excitedly” check their folders. This position does not pass out the on-deck “heat winner” ribbons. This job is sometimes in an air-conditioned room:). You’re allowed a break, however, to watch your swimmer race and the home observation deck provides the best “birds-eye” view. LEAD works with Coach to order team ribbons and is recipient and holder of meet ribbon stash which is delivered by league. (SHIFT BASED CREDIT HOURS)

The Ribbons Lead will prep and ready the ribbon folders before the season starts. During the season, this lead will organize ribbon volunteers each week by reminding them of their shifts and making sure they have everything they need while volunteering. The lead is also responsible for making sure ribbon boxes make it to away meets and back to practice for the Monday morning ribbon grab! The lead will usually also work a shift during meets. (12.75 CREDIT HOURS, 1 Lead)

Runner — These individuals pick up time sheets from the timers and DQ slips from the judges after each event and make delivery to the computer / scoring volunteers. Runners are also tasked with errands (bringing pencils, stopwatches, delivering messages to others) for timers since timers cannot leave the blocks. You’ll get a few “laps” in and a complete view of the pool as a runner. (SHIFT BASED CREDIT HOURS)

The Runner Lead will organize runner volunteers each week by reminding them of their shifts and making sure they have everything they need while volunteering. The lead will usually also work a shift during meets. (8 CREDIT HOURS, 1 Lead)

Scoring — Scorers determine, by reviewing swimmers' finish times, the order of the finish for an event after all the heats have been swum. Duties include assisting Computer and Ribbons/Awards volunteers for accuracy with results. This job is usually in an air-conditioned room and although has less direct connection to on-deck happenings, you’re allowed a break to watch your swimmer race. Away meets only, as needed. (SHIFT BASED CREDIT HOURS)

Setup/Clean-up Crew — Assists with set-up of facility the evening before a home meet, participates in set-up and clean-up of age-group tents at home and away meets, and assists with reassembling the WO pool after home meets. May need to transport the tents and tarps to/from the meet if lead is not available. Early arrival at away meets, and communication with age-group parent Coordinator, is a must as tents designate our team area and are set out prior to tarps, blankets, chairs, signs, or any other age-group area “stuff.” There is one tent per each group totaling 12. Usually, once at the meet site, additional friendly Orca bodies pitch in to help set-up & take down tents. (SHIFT BASED CREDIT HOURS)

The Set Up/Clean Up Lead will organize set up and clean up volunteers each week by reminding them of their shifts and making sure they have everything they need while volunteering. The lead will usually also work a shift during meets. (8 CREDIT HOURS, 1 Lead)

Spirit Helpers — Volunteers help the Spirit Coordinator with spirit activities (usually on Fridays or end of week) and other events that might present in the season. If you are a creative type, this might be the place for you. Spirit activity ideas are always welcome by the Spirit Lead. (SHIFT BASED CREDIT HOURS)

Spirit Lead — This is a non-meet position. This person assists Coach(es) with spirit ideas and season spirit calendar. Coordinates spirit activity volunteers, helps appropriately engage swimmers, coaches & parents in spirit activities. Ideas (to Head Coach or Spirit Lead from any team member) on building team’s winning spirit & Orca pride always appreciated! (28 Credit Hours, May be split between multiple leads)

Stroke & Turn Judge — Competitive swimming experience helpful. These individuals attend a League certification stroke clinic every 2 years to stay current. Judges observe strokes, turns, finishes and relay exchanges to determine if the swimmers are in compliance with the league's competitive rules. Disqualification slips must be completed correctly and initialed by judges in order to track the infraction(s) and to qualify as valid disqualification. Certification classes (2 hours) are included for Credit Hours. (SHIFT BASED CREDIT HOURS)

The Stroke & Turn Lead will prep for the season by ensuring all S&T volunteers are certified. The lead will organize ready bench volunteers each week by reminding them of their shifts and making sure they have everything they need while volunteering. The lead will also work a shift during meets. (13 CREDIT HOURS, May be split between 2 leads)

Timer — Timers work in 2 shifts per meet, home & away. Duties include: operating and reading a stopwatch, paying attention to the starter such that a fair & accurate time can be recorded consistently for all swimmers, double-checking swimmer’s name prior to recording on time sheet. If you don’t mind getting splashed once in a while, this is where the front line action is! (SHIFT BASED CREDIT HOURS)

The Timer Lead will prep for the season by ensuring watches are in working order. During the season, the lead will organize timer volunteers each week by reminding them of their shifts and making sure they have everything they need while volunteering, including ongoing confirmation that stop watches are in working order. The lead will usually also work a shift during meets or may act as “Head Timer”. (8 CREDIT HOURS, 1 Lead).

Treasurer — In coordination with the Westover Club Bookkeeper, the Wild Orcas Treasurer is responsible for collecting and distributing all monies for the Wild Orca Program. The Treasurer shall keep Wild Orca financial records, prepare a report annually at season’s end, and report annually, or as requested, to the Westover Board. (HOURS EXEMPT, 1 Position)

Webmaster — Web experience is necessary. This person facilitates the presentation of information and helps present the website in a user-friendly way to benefit the Wild Orca program & its members. This person shall work with the Team Manager and Coach in keeping materials up-to-date. (HOURS EXEMPT, 1 Position)

Age-Group Parent — Assigned to a specific age-group (7-8 boys or 11-12 girls, for example) for the entire season and is on duty at every meet, home and away, with an early start. Ideally 2-3 parents help with each age-group. One of the joys of this position is getting to know the swimmers well and one of the challenges at times is likened to “herding cats.”

An Age-group Parent must be one of the first on deck to make sure every swimmer has his event-markings and is ready for warm-up when the coaches call. A double-check is done to ensure that relay swimmers are present, and Relay Coordinator is alerted ASAP regarding any necessary relay fill-ins or changes. Duties also include: helping swimmers to be responsible by leaving area clean during & upon end of meet, reporting to Age-Group Coordinator or Head Coach any unruly or out of the ordinary (good or bad) behaviors. The Age-group Parent is provided information (meet packets) by the Age-Group Parent Coordinator, receives such communication throughout the season, and is assisted by the Relay Coordinator, Age-Group Coordinator, and Coach with any issues. (SHIFT BASED CREDIT HOURS)

Age-Group Parent Coordinator— The Age-Group Coordinator enlists and organizes the Relay Coordinator, and the Age-Group Parent volunteers for each age. Duties include: ensuring age-group parents’ availability for season’s meets and organizing (downloading & running copies) & distributing age-group parent meet packets (entry information) per each meet, home & away. (36 CREDIT HOURS, 1 Lead)

The Age-Group Coordinator will have the assistance of the Relay Coordinator who works in coordination with the coaches to implement relays. (24 CREDIT HOURS, 1 Lead)

The Age-Group Coordinator will also have a Meet Day Coordinator that will check in all tent parents, coordinate race mark ups on the swimmers, and coordinate with the volunteer coordinator. (12 CREDIT HOURS, 1 Lead)

Meet Director — The Meet Director is responsible for the conduct of the meet. Meet Director works closely with Head Coach early in week on meet details & communications for upcoming meet, initiates communication with visiting team (or responds to hosting team) by Thursday prior to meet. Meet Director will confirm visiting team volunteer base with visiting team Meet Director and will likewise, with feedback from Volunteer Coordinator, confirm Orca volunteer base to away meet host.

The Meet Director will have the help of the Volunteer Coordinator in communicating with all swim meet committee leads to ensure respective committee volunteers are secured for swim meet positions — home & away. Meet Director also confirms with club manager: pool availability, diving boards out of way by WO staff, as well as confirming with appropriate leads that equipment (flags, blocks, watches, PA, computer, starting unit) is in working order and supplies (ribbons, name tags, DQ slips, etc.) are in good supply.

The Meet Director works in consultation with the Head Coach if on-deck swim meet issues arise. Last-minute volunteer replacements will be handled with assistance from the Volunteer Coordinator.

This position is much about communication and being “present” at the meets. A calm cool head prevails in this position, as “energy” and duties ramp up a bit prior to Champs. Communication with League Representative regarding Champs is necessary. (HOURS EXEMPT, 1 Position)

AAL League Representative — This volunteer works closely with the Head Coach on league issues and represents Westover Wild Orcas in the North Austin Aquatic League. The League rep attends NAAL meetings and carries out duties in league prescribed position (which rotates yearly). The League Rep, working with coach, represents the Orcas at meets in any matter that may arise concerning the league (scoring, conduct, etc). (HOURS EXEMPT, 1 Position)

Volunteer Coordinator — After Orca registration is complete, the Volunteer Coordinator shall work with the Team Manager and Coach in filling positions with parents’ given volunteer choices and/or as per the needs of the program and varying skills of parent volunteers. This person communicates with swim meet committee leads, by Wednesday or Thursday evening prior to meets, in order to ensure respective committee volunteers are secured for upcoming swim meet positions. Volunteer Coordinator then confirms to Meet Director. At meets, the Volunteer Coordinator greets volunteers at check-in, handles name badges, and helps fill gaps as meet progresses. The Volunteer Coordinator also helps when needed to recruit volunteers for other planned Orca activities. (HOURS EXEMPT, 1 Position)

Team Manager — The Team Manager is like the Coach of the Orca parents. This person works very closely with the Coach, Volunteer Coordinator, and Meet Director with the goal of effectively supporting the Orca swim team. Team manager establishes Committee Leads, supports those Leads by helping the Volunteer Coordinator organize necessary volunteers to fill out said committees, & ultimately oversees the activities of said committees. The Team Manager is the liaison between Head Coach and Parent Group and is the main communicator to parent volunteers. (HOURS EXEMPT/INFINITY, 1 Position)