All Hanarry West Swim Team families are required to work 4 volunteer shifts this season (plus the pre-season work day). If you have questions about these roles, LOTS of information about volunteer roles is on our website. We are so thankful that Laura Holder has stepped into the role of Volunteer Coordinator this season to help coordinate these roles and answer questions.

Our team also has an amazing team of parent volunteers who have taken on leadership roles this season in specific areas. As you sign up for a role, go ahead and learn the leader’s name in your area – and if you see them at practice, go ahead and introduce yourself. All our volunteer areas have a team mentality, working together to lighten the workload and create a smooth-running meet. (Volunteer names and pictures are attached to this email.)

HOW TO SIGN UP

You will log in to your SwimTopia account and sign up for your 4 shifts. (If you missed the work days, please sign up for 5 shifts). The sign-ups will open this Thursday, May 15 at 8 p.m. Please note that unless you have the paid SwimTopia account, you can’t sign up in the app. You need to log into your Swimtopia account through a web browser. We highly suggest doing this on a computer instead of a phone.

Log into SwimTopia using the email you used to register, navigate to the Calendar section (on the top right corner). You will see green buttons with “Job Sign Up”. SwimTopia provides step-by-step instructions on how to sign up for volunteer shifts and RSVP your swimmer for meets.

WHEN TO SIGN UP

Thursday, May 15 at 8 p.m.
Volunteer sign-ups open for all 4 swim meets and our End of Season Celebration.

Monday May 19 at 8 p.m.
Deadline to sign up for all 4 of your volunteer shifts. NEW THIS YEAR: If you have not signed up for all of your family’s volunteer shifts, your swimmers will not be entered in the first meet. Please take this deadline and the team’s request for your time seriously. Our team is run and led by volunteer parents, who ended up working even more hours when these deadlines and instructions aren’t followed.

Sunday at 8 p.m. before each swim meet
Volunteer shifts will be locked for the week and you will not be able to make changes. If you do need to reschedule your shift after the Sunday deadline, you’ll need to 1) Find a person to replace you 2) email the name of that person to [email protected]

On the day of a swim meet
If you are scheduled to volunteer at a swim meet, PLEASE BE ON TIME. As soon as you arrive, find the HW Volunteer Check-in table, sign in and grab a name tag. You’ll receive specific instructions for the day. If you are unfamiliar with the role you will be volunteering in, you will be directed to someone who can help equip you. If an emergency arises the day of the meet and you will be late or unable to make it, please email our Volunteer Coordinator immediately.

RSVP Swimmers for Meets
While you are signing up for volunteer shifts on the calendar, you can go ahead and RSVP your swimmers for all 5 meets if you know their schedule. RSVPs for meets must be done by 8 a.m. the Friday prior to each meet in order for the coaches to include your swimmer in the meet entries. If you do not RSVP by the deadline, coaching staff will assume your swimmer(s) are not available to participate in that meet and they will not be seeded in the meet. *Please also RSVP for the following week’s Fun Friday at the same time.

REMINDERS

• A family’s 4 shifts can be split between both parents. The same person doesn’t have to work all the shifts.
• If you will only be able to attend a limited number of meets, your family can sign up to work multiple volunteer shifts at the same meet – as long as they don’t overlap. (For example, work set-up and second half timer.)
• You can sign up for any role you feel you are a good fit for EXCEPT roles that require training (Starter, Stroke & Turn, Computer, Cook, Grillmaster).
• Volunteer shifts are first-come first-serve, so if you feel strongly about working a certain shift, meet, and position then log on at 8 p.m. on Thursday.
• As a courtesy, families with older swimmers are asked to sign up for second half shifts so that families with younger swimmers (that typically swim earlier) can sign up for first half shifts.
• If there are certain challenges (physical limitations, childcare, etc) that limit your family’s ability to sign up for certain shifts/roles, please reach out this week to our Volunteer Coordinator Laura Holder at [email protected]