Volunteer Positions

General Info for Volunteers:

• GKAISA summer league swim meets are run almost entirely by volunteers, so we need your help to make sure these meets are successful - and fun - for everyone! If your child signs up to swim in a meet, GCC parents are required to volunteer for a minimum of one shift at that meet. If volunteer positions are not filled, and you have multiple swimmers, you will be asked/assigned a second shift. We understand many parents have young, non-swimmers to watch over, but it is critical to volunteer. We recommend a babysitter or asking a family member to help carry out your volunteer shift if needed. Some positions require special training, but most do not. Parents of swimmers who choose to go to the Smoky Mountain Invitational and/or the GKAISA City Championship will also be asked to volunteer at those meets.

• Volunteers may sign up to work half of a meet or they may work the entire meet if they choose. The first half of the meet consists of Session 1 events 1 – 34 and the second half of the meet consists of Session 2 events 35 – 70. First half volunteers need to arrive early to set up their area and second half volunteers need to stay after the meet to put away items and help clean-up. Check the position description to see if this applies.

• All volunteers are asked to be at the pre-meet workers meeting 30 minutes prior to the start of the meet. This meeting’s location will be announced by the Starter, so be sure to listen for the announcement. The Referee will go over general rules, describe how the meet will be run, discuss any special requests he/she has for specific positions, and will answer any questions at this time.

• Near the halfway point of the meet, the Starter will ask for all 2nd half workers to report to their stations. At this time, it is best to check in with the worker you are replacing and get acquainted with any information you may need when the meet resumes. After a brief stop at the halfway point and the Referee ensures that all 2nd half workers are in place, the meet will resume. Please be sure to listen for this announcement and report promptly to your station so that there is no unnecessary delay in the meet.

• Some positions require special training and GKAISA certification. Check with the GCC Volunteer Coordinator if you have any questions about any of these positions.

• Smoking and alcoholic beverages are prohibited in the pool area at all GKAISA sanctioned events.

GKAISA Dual Meet Volunteer Positions Quick Chart:

Meet Referee - Has authority over all meet officials, assigns and instructs them, leads all discussions regarding rules, makes final decisions concerning any protests, interprets applicable USS and GKAISA rules for meets. ( GKAISA certified position)

Meet Director - Has responsibility for ensuring that the facility is prepared for the meet and that all equipment and supplies needed are available. Lines up meet workers for all home and away meets. (Needs to attend GKAISA clinic)

Starter- Lines up and starts all events, calls false starts. (GKAISA certified position)

Finish Judge - records the place finishes for each heat of each event.

Overcall Judge - records the place finishes for each heat of each event. Acts as a tie-break when finish judges don't agree.

Relay Jump Judges - Watches relay jumps and records early jumps.

Stroke and Turn Judges - Disqualifies swimmers who perform their strokes or turns illegally, as defined by GKAISA. (GKAISA certified position)

Head Timer - Oversees lane timers, signals starter that timers are ready for event start, and provides backup timing for lane timers.

Lane Timer - Times event using stop watch, records time on event card (when scribe is not available).

Scribe - Assists the Lane Timers by recording swimmers' times on event cards.

Team Parent/Clerk - Responsible for getting younger swimmers to the Clerk of Course on time to line up for their events.

Clerk of Course - Places swimmers in correct lanes in the staging area prior to event.

Marshall/Spotter - Maintains order around blocks/starting area, checks to make sure swimmers are in proper lanes for events.

Runner - Picks up event cards and judges’ sheets at conclusion of each event. Delivers them to scoring table.

DQ Runner - Picks up DQ slips from Stroke and Turn Judges and delivers them to scoring table.

Placer/Sorter - Aligns event cards in order of finish, attaches any DQ sheets to event card, gives cards to scorer.

Paper Scorer - Enters swimmers names, swim times and points scored on master score sheet using event cards and judges’ sheets for results. Maintains running score for each team.

Computer Operator/Scorer - Enter the results into the Meet Manager software program.

Ribbon Writer - Fills out ribbons using event cards and judges sheets in order of finish.

Set-Up Volunteer - Sets up chairs, tables, tents, etc. in the pool area in preparation for the meet.

Clean-Up Volunteer - Cleans up pool area and stores away all swim team gear.

Event Announcer: Use the PA system to announce events.

Number Flipper: Flips number cards for each event during the meet

Volunteer Position Detailed Descriptions and Instructions:

Clean-up Volunteer (Home Meets Only)

The Clean-up Volunteer stays after the swim meet, stores all team supplies, puts away tables and chairs, takes down tents/umbrellas, etc. and makes sure the pool deck is clean and back to its original set up.

Clerk of Course 

The Clerk of Course seats the swimmers from both teams in chairs prior to moving to the pool deck behind the blocks. It is best if the Clerk of Course is familiar with the swimmers, or at least has a loud voice to be heard when necessary. He/she is responsible for double-checking the heat sheet and seating the swimmer in the proper lane and heat. They may also combine heats or events when the number of swimmers competing allows that to occur. They should alert the Referee and Starter when heats and/or events have been combined. 

DQ Runner 

The DQ runner picks up the DQ forms from the Stroke and Turn Judges and brings them to the Referee for signature and then to the Scoring Table. 

Electronic Scorer 

The Electronic Scorer enters the swim times of each of our swimmers and the points earned by our team into the scoring computer program – Meet Manager. The second half worker must stay after the meet until all scores are entered into the computer – this usually takes less than 30 minutes.

Finish Judge 

The Finish Judge notes the order of finish for each event and each heat. The event and heat numbers called out by the Starter must be listed on the finish sheet. Their team initials should also be listed as this helps if questions arise. The slips must be held up so that a runner can pick them up and take them to the Scorer’s Table.

Head Timer 

The Head Timer controls the action in the lanes and can halt the starter at any time. The Head Timer must make sure all timers are ready before signaling to the Referee that they are ready for the next heat. Head Timer also provides back up timing for Lane Timers.

Lane Timers 

Timers ensure that the proper swimmer is in their lane prior to event start. Timers (when scribes are not available) record the time from their stopwatch on the event slip for the swimmer getting out of the water and holds it up for the runner to pick up and take to the Scorer’s Table. Timers should be instructed 1) to watch the light on the starter box to know when to start their timer 2) use their index finger, rather than their thumb, because reaction time is quicker and 3) stop their stopwatch when the swimmer in their assigned lane touches the wall on the finish. Following these guidelines provides more consistent lane timing. Timers will be asked to move to the opposite end of the pool from the starting blocks for 10 and under events that are only one lap – 25 yards/meters.

Marshall/Spotter 

The Marshall maintains order around the starting area, works behind the swim blocks, and ensures that the swimmers sit in the proper lanes according to their heats and have their event slips. They may also combine heats or events when the number of swimmers competing allows that to occur. They should alert the Referee and Starter when heats and/or events have been combined. The Marshall should make sure at least one additional heat than the current one being timed is in their lane chairs and ready to race. Failure to do so slows down a meet. 

Overcall Judge 

The Overcall Judge also notes the order of finish for each event and each heat. His/her card supplements the information available to the Scorer’s Table and overrules a discrepancy between two finish judges.

Paper Scorer 

The Paper Scorer enters points earned by each team on master score sheet using event cards and judge’s sheets and maintains a running score for each team. Only the first heat of each event is the scoring heat. Only 2 places per team may be scored in any one event and only the first 4 places receive points. In the event a team places 3 or more swimmers in the top 4 places, the top 2 places are scored and the 3rd place swimmer is bumped to the 5th place scoring position. For relay events, only 1 place per team may be awarded. In the event a team places 2 or more teams in a relay, those other than the first are bumped to 3rd and the other team’s relay is moved to 2nd as long as there are no DQs. Points awarded in a dual meet are: Individual 5-3-2-1 and Relay 7-3. A team must have a swimmer or relay team entered into the event to score. Exhibition events do not score.  Second half workers must stay after the meet until all scores are tallied and approved by the Referee – this is usually takes less than 30 minutes.

Placer/Sorter 

The Sorter/Placer aligns event cards in order of finish, attaches any DQ sheets to event cards, clips the event cards together by heat with clothespins, and gives the event cards to the Scorer. There is usually one Sorter/Placer from each team. The Overcall ballot is only used when the 2 across-the-board judges disagree. If any two of the three judge’s ballots agree, that is the official place for that swimmer. When all 3 ballots disagree, the Referee shall determine the order of finish by evaluating all information including times. Ties can be called by across-the-board place judges, overcall judge or by the Referee after balloting and evaluation of information.

Referee (GKAISA certification required)

The Referee is responsible for fair competition for all swimmers. Referee must be familiar will all meet positions and cannot be timid in making decisions. The Referee will run the events in accordance with the GKAISA Interclub Swim Meet Order of Events. The Referee has authority over all meet officials, assigns and instructs them, leads all discussions regarding rules, makes final decisions concerning any protests, interprets applicable USA Swimming and GKAISA rules for the meet. The Referee has the responsibility of ejecting from the meet any person not displaying proper behavior. GKAISA training and annual certification are required for this position. The first half Referee will need to arrive early to the meet to run the volunteer informational meeting and the second half Referee must stay after the meet until the final scores are tallied to signed off on the score sheet and approve the final score.

Relay/Jump Judge 

Observes relay take-off and calls infractions as directed by the Referee. The Relay Judge determines whether the departing swimmer is in contact with the starting platform or pool deck at the time the incoming swimmer touches the end of the pool. They report infractions on the the Relay/Take-off Form and then gives the form to the runner to take to the Scorers Table.

Ribbon Writer 

The Ribbon Writer labels ribbons with swimmers times using event cards and judge’s sheets for order of finish. Ribbons are awarded for actual finish order, not points awarded. In the event of a DQ, that swimmer is not awarded a ribbon and the following swimmers move up a place in the finish order. Place ribbons will be provided for the number of lanes in the pool. Second half workers must stay until all ribbons have been completed and filed away – this usually takes less than 30 minutes.

Runner 

Runners pick up event cards and judge’s sheets at the conclusion or each event and deliver them to the Scoring Table. When the Timers are at the opposite end of the pool as the swimmers start, the runners should be sure that the timers have event slips for at least one additional heat than the current one being timed. Failure to do so slows down a meet.

Scribe 

Scribes stand next to the Lane Timers and record the swimmer's times on their event card - and then hand the event cards to the Runners to be taken to the Scoring Table. Scribes can be useful in meets involving large teams by helping the meet move along quicker since the Lane Timers do not have to stop and write down times.

Set-up Volunteer (Home Meet only)

The Set -up Volunteer arrives 1 hour before the swim meet, arranges all team supplies, hangs meet flags, sets up tables and chairs, puts up tents, etc. and makes sure the pool is clean and ready for the meet.

Starter (GKAISA certification required)

The Starter instructs all swimmers, lines up and starts all events, calls false starts in conjunction with the Meet Referee. The Starter runs the events in accordance with the GKAISA Interclub Swim Meet Order of Events. GKAISA training and bi-annual certification are required for this position.

Stroke & Turn Judges (GKAISA certification required)

Observes swimmers in lanes designated by Referee and calls rule infractions. When a disqualification occurs, the Stroke and Turn judge raises their hand, notes the infraction on the DQ slip and signs their team initials and his/her initials on the slip. This enables the referee to know immediately who made the DQ if any questions are necessary. The Stroke and Turn Judge is only responsible for their jurisdiction defined by the Referee – no more, no less. Once filled out, the judge holds up the DQ slip for the DQ Runner to pick up and take to the Scorer’s Table for processing. GKAISA training and bi-annual certification are required for this position.

Clerk for 10 & Under 

Team Parents/Clerks are responsible for getting all 10 & under swimmers to the Clerk of Course in time to line up for their event. They are also responsible for helping relay teams line up at the proper ends of the pool for relay events.