Committee Positions:
Technology (2 Co-Chairs):
The Technology Co-Chairs are responsible for ensuring the smooth operation of the meet’s technical setup. Technology Co-Chairs need to be proficient (by the start of the season) with Swimtopia and Meet Maestro and will actively oversee the systems during the meet alongside the hired timing team. Responsibilities include:
- Meet Setup & Preparation:
Set up the computers and software needed for the meet.
Test the system prior to the meet to ensure everything is functioning correctly
- Data Management During Meet
Input both teams' times when there is a failure in the timing system
Enter judges’ finish order decisions for each heat
Verify that the finish order in the system matches the official results from the judges’ forms
- Software Responsibilities:
- Swimtopia: The front-end system used for team management (e.g., registration, volunteer sign-ups, lineup creation). Technology Chairs must be well-versed in Swimtopia to manage swimmer data and export lineups.
- Meet Maestro: Where the team lineups are merged for the meet. The Technology Chairs need to be proficient in using this software, as it interfaces with the timing system and is used to generate and print necessary documents like heat sheets and timer sheets.
- Timing System: Although a hired company will operate the timing software, the Technology Chairs will monitor Meet Maestro during the meet to ensure the timing system updates are being captured and that everything is running smoothly.
Clerk of Course (2 Co-Chairs):
The Clerk of Course Co-Chairs are responsible for the final check of the swimmers behind the blocks using the official meet heat sheet. Responsibilities include ensuring the right swimmer is in the right lane for the right race; managing and training a group of Assistant Clerks of Course. We ask that you serve at least one shift as an Assistant Clerk of Course before doing this job.
Timing (2 Co-Chairs):
The Timing Co-Chairs are responsible for ensuring all of the club’s timing commitments are met, at both home, away, and championship meets. Responsibilities include making lane assignments; attending and assisting the officials with the pre-meet timer meeting; making sure all timers understand their duties; providing on-deck support as needed during the meet; ensuring all shifts are covered/assisting with shift change.
Bullpen (3 Co-Chairs):
The Bullpen Co-Chairs oversee the organization and smooth operation of the Dolphin bullpens during swim meets. Responsibilities include organizing 2-3 training sessions in the preseason to teach bullpen parents how to mark swimmers’ arms, read heat sheets, and get swimmers to the correct lane and event; educating parents on navigating meet logistics and stress; assisting with bullpen setup before each meet; notifying coaches of swimmer absences or changes in status; addressing any bullpen-related issues during meets to ensure everything runs smoothly.
Ribbons (2 Co-Chairs):
The Ribbons Co-Chairs are stationed in the officials’ tent during meets and manage the ribbon distribution process for every swim meet. Responsibilities include working closely with the timing officials to receive printed event labels for each swimmer; overseeing a team of parents who affix the labels to the corresponding place ribbons, which are then organized alphabetically by the swimmer's last name and placed in corresponding folders and bins; coordinating distribution of Heat Winner ribbons by assigning parents to award the ribbons to the winners at the end of each race; managing ribbon inventory, ensuring sufficient stock for all meets; preparing and distributing ribbons at awards nights.
Family Shift Coordination (3 Co-Chairs):
The Family Shift Coordination Co-Chairs oversee the process of ensuring that each Dolphin family signs up and completes the required number of shifts throughout the season. Responsibilities include working with the Co-Chairs of positions that require meet volunteers to ensure each shift is properly staffed; reaching out to families to assist them in signing up for the correct number of shifts; emailing shift workers in advance of each meet to confirm their commitments and to convey check in procedures; keeping an accurate account of each family’s completed shifts; corresponding with families who have not met the requirements; arriving early to check in all volunteers prior to the start of each meet and getting volunteers to their shifts during the mid-meet shift change; ensuring all parents complete their shifts in a satisfactory manner during the meet.
Championship (2 Co-Chairs):
The Championship Co-Chairs serve as the liaison between the Swim Team Sub-Committee and the DHGC staff representative to coordinate all aspects of the Championship meet. Responsibilities include organizing the championship meet practice schedule; communicating meet details to swim families; planning bullpen swim parties; coordinating parent volunteers for the meet; assisting with designing and ordering championship swim caps and shirts (if applicable); attending league meetings related to the championship meet; managing the championship meet table and swimmer/volunteer check-ins.
Senior Events (2 Co-Chairs):
The Senior Events Co-Chairs organize all special social events and surprises for our senior swimmers. This role is reserved for parents of senior swimmers.
All committees shall carry out their assigned functions under the supervision and subject to the authority of the General Manager/Chief Operating Officer and the Board of Directors. The Committees shall function in an advisory capacity only.