PARENT PARTICIPATION REPORT FORM
VOLUNTEER REQUEST FORM
TEAM VOLUNTEER NEEDS/FAMILY COMMITMENT FORM
DART at Davis Parent Participation Policy and Volunteer Commitment
(Effective September 1, 2014)
DART at Davis depend heavily on volunteers to run the team successfully. A swim team simply cannot function without the support of swim parents. We expect that each family will make every effort to support our team with their time, talents, and energy. As such, Dart families are required to meet the following commitments:
- Minimum of 20-28 Volunteer Hours, based on the swim group of the highest placed swimmer in the family.
- Work at a minimum of 2 of the 4 home Dart at Davis meets. These hours are included in the Minimum Volunteer Hours, and required regardless of cumulative hours. They are required regardless of your child’s participation in the meet.
- Timing at away meets your child is signed up for. These hours are not included in the Minimum Volunteer Hours.
- Find your replacement if you are unable to fulfill a position committed to.
- Contribution to the annual Swim-a-Thon or Swim-for-Fun(ds) fundraiser
Minimum Volunteer Hours
The swim year is considered to be September 1st to August 15th. Families are required to volunteer a minimum of volunteer hours based on their highest-level swimmer at the beginning of the swim year:
- Group 1, 2, Bronze, Silver, and Gold: a minimum of 20 hours.
- Groups 3 and 4: a minimum of 24 hours.
- Groups 5 and 6: a minimum of 28 hours.
This amount will be prorated for swimmers who do not swim for the entire year.
Families in Groups 5, 6 and Gold, will be able to apply 4 hours of volunteer time worked by an older child or their swimmer towards their minimum volunteer hours requirement. The minimum age to volunteer varies for the different volunteer positions. Having an older child volunteer for your family for 4 hours will need to be arranged in advance with permission. Permission would depend on the volunteer job, as some can be performed by older children and some such as set up and take down may not be appropriate. The snack bar and hospitality minimum age is 16.
In addition to our team hosted meets (see next section), volunteers are also needed for various jobs throughout the year, including officiating at away meets, Summerdarts support, team parties and functions, and our annual rib feed, among others. Families can accrue hours at team hosted meets and through other team needs throughout the year. Timing at away meets, Summerdart meets and Dart Friday Fun Meets do not count toward the volunteer commitment.
Families will fill out a volunteer preference form when joining the team, and will rank their preference of volunteer positions. Each family will be assigned at least one primary volunteer position, and possibly a secondary volunteer area as well, depending on the needs of the team at the time. Families will be placed on a wait list for volunteer areas if their preference is different than the needs of the team at the time. Families will be expected to volunteer in the volunteer area assigned by the team first, and help in other areas when needed. A description of the different volunteer areas is available on our website.
Any family not meeting the minimum participation requirement will be charged at a rate of $25 per hour for hours not worked during the year. Hours may not be carried over to the following year, and most families work more than the minimum hours per year.
Volunteer hours are waived for the first quarter of swimming for all families new to Dart. We do this to enable families to ease into our program and learn about our many various volunteer possibilities before requiring the volunteer commitment. New families who wish to volunteer in their initial quarter are welcome and encouraged to do so. Families who have done previous sessions of fall or spring darts are not considered new, and are required to complete their volunteer commitment.
Dart Hosted Meets
The major events that require volunteers are the team-hosted meets, usually in September, December, May, and July. Many volunteers are needed to run these meets. These swim meets are important fundraisers for our team and everyone benefits from the funds raised regardless of swimmer participation. Many Sierra Nevada teams similar to our team require parent participation in all of their team hosted meets. Each family swimming 3-4 quarters of a swim year, is required to volunteer in a minimum of 2 out of our yearly total team hosted meets, regardless of their overall accumulated hours (and regardless of their child’s participation in our meets). Families who swim 2 quarters will be required to volunteer in a minimum of 1 team hosted meet. Families swimming for only 1 quarter are encouraged but not required to volunteer at a team hosted meet. The minimum requirement per meet will be 4 hours. Families who do not fulfill this requirement will be assessed a $100 fine per swim meet.
Away Swim Meet Support
Timing or officiating at away swim meets that your swimmer has entered is required. These are shared responsibilities among all teams based upon the number of entered swimmers per team and are assigned by the hosting club.
Timing is not included in the annual Minimum Volunteer Hours commitment, but in addition to it. Officiating, either at home or away meets, does count toward your annual Minimum Volunteer Hours commitment. Per Sierra Nevada Swimming regulations, swimmers on teams that do not fulfill their timing and officiating duties will not receive awards.
• Families with a swimmer entered in the meet will receive an email several days prior to the meet with instructions for job sign-up on the Aquadart website.
• All shifts are on a first-come, first-served basis.
• Families who sign-up to officiate are not required to time.
• Timing shifts will be 2-4 hours.
• Some meets may require that families cover more than one shift.
Failure to show up for a shift or not volunteering will result in the following penalties:
First time: Written warning
Second time: $100 fine assessed to your account. Swimmer will not be allowed to participate in swim meets until fine is paid in full.
Third time: Swimmer(s) and family are suspended from the Aquadarts for practice and swim meets for 30 days without a refund.
Fourth time: Aquadart membership is terminated and swimmer(s) and their families will be dismissed permanently from the team without a refund.
At the beginning of each swim year, the first through third time offenses will be forgiven. However, the fourth offense is a permanent action. A pass may be granted, at the discretion of the volunteer coordinator, for emergencies and unique situations.
Please contact the volunteer coordinator at least one week prior to a meet you can no longer time at to request a pass.
Families are required to find their own replacements for all volunteer shifts if they are no longer able to volunteer, and must inform the volunteer coordinator of their replacement.
If needed to find a replacement, contact information for team members can be found on our website. Login, then click on “Members” in the upper left corner of the home page. You can then search by name or practice group.
All Dart at Davis families are also required to participate in our Summer Swim-a-Thon/Swim-for-Fun(ds) fundraising efforts. All swimmers who swim in at least two sessions during the swim year are required to raise a minimum of $75 to support the Swim-a-Thon each summer, whether or not they actually swim in the Swim-a-Thon. Those swimmers not meeting this requirement will be assessed a $75 fee. Swimmers who are enrolled in Aquadarts for any part of the year but are enrolled in Summerdarts during the summer participate in the Summerdart Swim-For-Fun(ds) instead of the Aquadart Swim-a-Thon, and are required to raise a minimum of $75.
Tracking and Reporting
Parents can track their yearly volunteer hours on the team website. Families may sign up for many volunteer opportunities through the team website. For all other volunteer opportunities, use the Dart at Davis Parent Participation Program Report Form. This form is available on the Dart at Davis website under Family Handbook/Parent Participation. It is the responsibility of each family to have all volunteer hours documented and signed immediately after service is performed. Forms can be signed by the meet director, volunteer coordinator, or the leader in charge of the specific volunteer job performed. Completed forms need to be turned in yearly no later than August 15.
For more information on volunteering, please contact the Volunteer Coordinator.
For concerns or questions about the policy, set forth by the Board of Directors, direct all concerns in writing or by email to the Board of Directors (firstname.lastname@example.org).