Volunteer Policy

The GSCY Swim Team hosts and attends many swim meets throughout the season. The successful operation of these meets depends on the support of parent and guardian volunteers. 



Volunteer Point Requirement

At the beginning of each Short Course (SC) and Long Course (LC) season, the GSCY leadership team will establish the minimum number of volunteer points each family is required to earn. The required number of points will be communicated to families before the first meet of the season. The volunteer point requirement is the obligation of the parent/guardian. Athletes are not permitted to fulfill volunteer positions and earn points.

Volunteer participation will be tracked through the job portal and points will be credited accordingly.

Meeting the minimum volunteer point requirement should not be viewed as a reason to stop volunteering. All families whose swimmers are participating in swim meets are expected to assist when requested, regardless of their current volunteer point status. Volunteer participation is essential to ensure that meets and team functions run smoothly.


Volunteer Point Requirement

2026-2027 Short Course

Single-swimmer families will be required to earn 3 points during the season.
Multi-swimmer families will be required to earn 5 points during the season.
Waves only families will be required to earn 2 points during the season.
Multi-waves only families will be required to earn 3 points during the season.
Practice Group Parents will be required to complete 3 events, and this will fulfill their point obligation for the season.
Dual Team Parents will fulfill their points obligation with this role
A failure to meet your points obligation for the season will result in a fine of $75 per point.
In addition to the financial penalty, swimmers will be ineligible for end-of-season championship meets (States, Bronze/Silver Championships, etc.) if their family has earned 0 pts by February 1, 2027.

Point requirements have been updated for all individual accounts on Captyn.  This should be visible on your home page when you log in.  Please log in and confirm you can see your point balance and alert me via email regarding any discrepancies with what your families point requirement should be based on the above parameters.  Everyone will start with a negative balance, earning points for jobs worked.  When your balance hits zero you have achieved the minimum for the season. 
NEW THIS SEASON:
We will ONLY be awarding points for jobs worked at GSCY hosted meets and dual meets.
Invitationals that we attend will still have job assignments, typically for timers with occasional marshals, and those jobs will be assigned by the parent committee admin (not the volunteer coordinator) and emailed as well as posted on the event page the week of the meet.
Officials will no longer use a signup genius for our hosted meets. All officiating jobs will now be entirely coordinated through our team website consistent with other jobs
Officials can sign up to work at invitationals the same as in previous years, however no points will be awarded. The event page for the meet typically has directions for how to sign up with the host team to officiate.
Job signups for hosted meets will be posted when the meet timeline is finalized to avoid confusion with merging/changing sessions. This typically occurs 1-2 weeks prior to the meet, and the signup will be announced and posted once it is available.
Fine structure for no shows has changed and is detailed in the attached volunteer policy.
Practice group parents will be asked to host 3 events, however this will fulfill their point obligation for the season.

Frequently asked questions:
How will I know if I am assigned a job? Job reports for both hosted meets and invitationals will be posted on the event page and emailed to attendees. 
What if I can’t work at a meet and want to avoid an assignment or fine?  If you absolutely cannot work at a meet, please communicate this ahead of time before the job signup deadline to either the volunteer coordinator (hosted meets), or parent committee admin (invitationals) to avoid being assigned. If you have already signed up or have been assigned and the job signup deadline has passed, it is your responsibility to find a replacement and communicate those changes with the coordinators- failure to do so may result in a fine.
What if my swimmer is no longer attending a meet we have committed to and I want to avoid a job assignment or fine? If your swimmer scratches before the job signup deadline, you must notify the volunteer coordinator (hosted meets) or parent committee admin (invitationals) in order to avoid an assignment.  Jobs are assigned based on who is signed into the meet, we will not know if you scratch and only communicate that to their coach or the team admin. If your swimmer is sick or can otherwise no longer attend a meet, and you are scratching after the job signup deadline, it is your responsibility to find your own replacement and communicate that to the coordinator.
What if I am assigned a job and I have already earned all of my points for the season- do I still have to work?Jobs are always assigned to families who need points first, but by the end of the season you may be asked to assist even if your points have already been earned.  The number per family is a minimum and does not exempt you from working if you are asked. As a reminder- we will be hosting 12u States at OCY again this year- every family in attendance should expect to work at this meet regardless of point status.  
What if we are new to swimming and don’t know what any of this means, what the jobs entail, how to sign up for jobs at meets, or what jobs would be good for me? Job descriptions/points per job are posted on the team website under the volunteering section. You can always reach out to me directly via email and I can help find a job that works best for you. Attend the zoom call this week to learn more!


​How the Points Work

  • Each family is required to earn a minimum number of volunteer points. 
  • Each volunteer job will have a point value. Depending on the type of job, some might be worth more than others.
  • Points can be earned in a number of ways:
  • ​Volunteering at GSCY-hosted meets
  • Volunteering at dual meets
  • Volunteering at non-GSCY invitational meets
  • Volunteering for other team volunteer roles:
  • Practice Group Parent (points as communicated)
  • Dual Meet Team Parent (points as communicated)
  • Parent Committee Lead (will fulfill entire points requirement for the season)
  • Families will receive advance notice of when and at what time the volunteer sign up portals will open.
  • Families may sign up for a maximum of 2 jobs per meets; officials excluded from this cap.
  • In cases when we do not have enough volunteers to run the meet and your child/children is swimming, the GSCY volunteer coordinator will assign open jobs to those families that did not sign up when the volunteer portal opened.

Penalties

  • If a volunteer signs up (or is assigned) for a position and does not report the shift, the following fines will apply:
  • First offense: $100
  • Second offense: $150
  • Third offense: $200
  • If a family does not complete the required volunteer points by the end of the season, a penalty of $75 per unearned volunteer point will be assessed. 
  • Failure to earn any volunteer points by the last regular season meet will result in the swimmer(s) being ineligible to participate in championship meets, including Bronze, Silvers, States, Nationals and other postseason championship competitions.
  • Any outstanding fines must be resolved before registering for any subsequent Storm programs.

Important Reminders

  1. Once volunteer assignments have been finalized, volunteers who are unable to fulfill their assigned shift are responsible for securing a replacement and notifying the Volunteer Coordinator by email. Failure to do so will result in fines and possible swimmer ineligibility.
  2. If your swimmer scratches the meet before the job portal closes, please notify the Volunteer Coordinator to avoid being assigned a job.
  3. If your swimmer scratches the meet after the job portal closes, you are still responsibile for fulfilling your volunteer assignment or finding a replacement and notifying the Volunteer Cooridinator by email.
  4. Families are encouraged to sign up early to secure preferred volunteer positions. 

Volunteer Job Descriptions

*Indicates a skilled position that requires prior training

Note: the list below is not all inclusive. Jobs may be added and points values may change based on needs of specific meets. Please refer to the job portal for the most up-to-date information.


Position Points Description
Set Up 1.0 This position involves helping set up the meet operations table, as well as placing timing pads in the pool. It involves some heavy lifting and bending. Depending on the timing of the meet, this job may take place the night before the meet or well in advance of warm ups. You may also be required to place “Meet Parking” signs in the parking lot.
Volunteer Check-In 1.0 This position takes place at entrance to the building and is responsible for checking in all volunteers. You will also be required to direct volunteers to their positions. This job takes place from before warm ups to the end of the session with the majority of work ending once the meet has started.
Meet Manager/Colorado* 2.0 Please reach out to Marissa Forget at mjadrosichforget@gmail.com for more information on description/requirements.
Officials 2.0 This job requires certification as a YMCA or USA Swimming official. Meet packet will designate the particular certification required. Please reach out to Asya Dvorkin at asya.dvorkin@gmail.com for more information on description/requirements.
Security 1.0 This job takes place at various locations depending on the meet. Some volunteers may be assigned to the entrance to the pool deck, in front of spectator bathrooms or other areas deemed necessary.
Timer 1.0 This person uses a stopwatch and/or plunger to record swimmers’ times. Recording times on a clipboard may also be required. All timers must attend the timers’ meeting approximately 30 minutes before the session starts. Watches will be provided.
Backup Timer 1.0 This job takes place on the pool deck. Backup timers time every event as a “backup” to a lane timer error. All backup timers must attend the timers’ meeting approximately 30 minutes before the meet starts. Watches will be provided.
Floater 1.0 This volunteer will be asked to step in and cover any non-skilled job as per the meet requires. For example, this volunteer is to relief security for bathroom breaks, etc.
Runner 1.0 This job takes place on the pool deck. It requires gathering timing sheets from lane timers and “running” to the meet operations table as well as hanging heat sheets and results.
Head Marshall 1.0 Assist the coaches in getting swimmers ready and on deck when their heat is called. The head marshal will have the responsibility of announcing swimmers and organizing the positions of the other marshals (pool, bleachers, walking the swimmers on to the pool deck, etc.). Responsible for ensuring swimmers are in place to go to the pool deck.
Marshal 1.0 Assist the coaches in getting swimmers ready and on deck when their heat is called.
Hospitality 1.0 This person will work in the hospitality room where refreshments are provided for coaches and officials. You will also be responsible for taking drinks on deck for coaches and officials.