Swim Parents,

We will be using the SwimTopia app for Volunteer and Meet Sign-Ups.  For the year, we ask that each family volunteer for 2 meets for 1/2 of the meet.   For each meet we are required to provide

• Timers (start, stop, write down time, reset, rinse repeat)
• Age Group Parents (most important role, herd the little ones from the group area to the clerk of course)
• Clerk of Course (verify all of the kids from both clubs are in the right lane and event)
• Place Judge (1 for away and 2 for home, verify the places of the swimmers - 1st, 2nd, etc)
• Officials (two for away and 3 for home) - judging strokes or turns to make sure that swimmers are following the rules.  You should have some experience here with officiating meets
• Ribbons (putting ribbons for each swimmer in the appropriate folder for each meet)

For more information on the roles, please reference this document on the website.  

For those returning, SwimTopia has made a modification so that job signup can be done through the app.   The volunteer sign-ups will go live tomorrow (5/30) at 8am.   Detailed instructions on how to sign up are below. 

Meet Sign-ups

For every meet (we will have 5 meets - 2 away and 3 home), you are asked to declare your swimmer if they are going to participate for the meet.  By default, if you do nothing, your swimmer will be set to Undeclared which the coaches will determine as Not Attending.   We are asking each parent to declare their child(ren) by no later than noon on Monday of the meet.   Our first meet is next Thursday at Normandy and by June 3rd at noon.  A reminder will go out over the weekend.  All meets are open so if you have vacation scheduled or you know you will miss a meet, you can mark that now.   

But what if my kid gets sick or has a conflict that comes up? Great question!  Let the coaches know ASAP if your child was set to attend and is no longer feeling well.   Coaches will move other swimmers around to cover relays and events. 

Volunteer Job Signup (Instructions)

To volunteer, click on the meet (This will start with 2024 within the app), and select Job SignUp

You will then be redirected to the sign up online.   For each parent listed, you will have the option of sign-up for jobs

Click the Sign-Up Jobs and then select the appropriate job you want to sign up for.  A couple of notes, the system is smart enough to warn when there are conflicts - 8 group parent 1st half and 1st half timer and will prompt a warning message.   Some roles will be assigned as they require certain permission for the meets to run successfully.  

Once you have selected the roles, scroll to the bottom of the screen and click Save Assignments.  

Until you hit Save Assignments, the job is not reserved.  

This will return you to the app, where you can verify the assignments:

Meet Sign Up (Instructions)

For each meet, you will see your child(ren) listed.  Click on Meet Signup

This will redirect you to the signup for the meet.  Click on Edit.

Mark your swimmer with the appropriate status and click Save

If you have any questions, feel free to ask

Thanks,

Dan Ryan

Swim and Dive Cordinator