MVN - Volunteer Service Hours

Welcome to the VOLUNTEER SERVICE HOURS PAGE
Volunteer Job Opportunities	Service Hours Report Forms	Service Hours Records	Volunteer Policy

Volunteer Opportunities Details & Signups
Detailed Job Descriptions...
Date	Event / Description of Opportunity	Online Signup	Contact
Mar. 19-21	Blue Long Course @ MVN - Chairpersons Needed: Marshal, Snack Bar (Co-chair), Tear Down Chair & Co-chair positions still available!!!	---	Kim Moeller... (Chair Positions Only)
Mar. 19-21	Blue Long Course @ MVN All Jobs Now Available!	...	---
Sun., Mar. 28	Red/White Meet Jobs All Jobs Now Available!	...	---
Apr. 30, May 1-2 New!	Blue LCM @ MVN - Chairpersons Needed: Runner, Set up/Tear Down,Timing, Marshal, Hospitality, Parking	---	Mary Thompson ... (Chair Positions Only)
Needed ASAP	Nadadores Seek Skilled Volunteers! Do you have a professional skill or background that could be beneficial to the team? If so, we want to hear from you. There are several facets to running one of the nation’s largest swim teams, and we have both temporary and ongoing needs for parents with certain skill sets. We have immediate needs in the Finance/Administration area...	---	Mike Lewis...
Needed ASAP	Handyman Needed Painting and Light Repairs	---	Diana Hughes...
Year-round Jobs:
All Season	Swim Meet Stroke & Turn Judges Train to be a Southern California Swimming Stroke & Turn Judge Earn your MVN Service Hours	---	Coach Siga...

Service Hours Records
Family Logs of Reported Hours

To view the Service Hours your family has accumulated to date, please login to your Club Assistant account. Thank you!!!

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Service Hours Reporting Forms

Questions on Team Policy / Hours Recorded?

Service Hours FAQs...
New!

Please note that any additional questions related to MVN's Service Hours Policy, Service Hours Records, etc. are to be directed to Diana Hughes. Please refrain from contacting the MVN Swim Office as they are unable to assist you in this regard. Thank you for your cooperation.

Volunteer Policy: 2009-2010 Swim Year
Your Responsibilities As A Member
(Revised Oct. 2009)

As a condition of your membership with MVN, it is required that each swim family dedicate a specific amount of hours assisting the team with running the meets for our swimmers.

Team Service Hours Support Program

Swimming for one of the best teams in the country requires the support and dedication of its swimmers and their parents. As a Non-profit organization, MVN swim team events are dependent upon the parents of our swimmers working together to maintain this standard of excellence. We have many functions that require parent participation and could not be run without your help. Below are the minimum obligations of all MVN parents:

Service Hours Requirements:

Families with children participating in the swim team program must participate in our Service Hours Program. The swim season is split into two service hours cycles. The first cycle is Sept. 1, 2009 – Feb. 28, 2010. Fifteen (15) hours must be completed by Feb. 28. The second cycle is Mar. 1 – Aug. 27, 2010. Twenty (20) hours must be completed by August 20, 2010. Hours do NOT carry over from one cycle to another. We host two mandatory events Swim Meet of Champions (3rd week in June) and Summer Junior Olympics (last weekend in July/first week in August) that require all families to help with a minimum of 2 shifts (approximately 6 hrs.) at each of these events. If your family is not available to work at one of the mandatory events, the six hours required for the mandatory event will be added to the standard 20-hour requirement and you will be responsible foir a total of 20 hours PLUS any missed mandatory shifts during the cycle. Food donations can only be 10% of your total hours worked (i.e.: 20 hrs. needed = 2 hrs. food donations). If providing food at mandatory events, you may provide two (2) food items (equaling one shift) and work the other shift to fulfill your two-shift requirement.

Timing at away meets does not count towards service hours (see Away Meet Timing Commitment below). The service hour requirement is determined by the team events we host each year and will be adjusted accordingly.

MVN families will be subject to an Hours Requirement Fee (HRF) of $800. Families who have completed their 20 hours per cycle service hour requirement will not be assessed the HRF. Those families who have completed less than the minimum service hours required will be billed $20 for each hour less than 20 hours per cycle.
The billing for unfulfilled hours will be after each service hours cycle. The first billing cycle will be March 15, 2010 for hours earned from Sept. 1, 2009 thru Feb. 28, 2010. A minimum of 15 hours must be earned. Service hours do not carry over to he next cycle. The second billing cycle will be Aug. 20, 2010 for hours earned from March 1 thru Aug. 20, 2010. A minimum of 20 hours must be earned.
Summer-Only Novice families (joining on or after June 20th) are responsible for five (5) hours only. Three (3) of those hours must be worked at Summer Junior Olympics.
For example: A family has worked 15 hours by Feb. 28, 2010; they will not be billed in March. The same family works 10 hours out of the required 20 hours the second hafl of the swim season, that family will be billed $20 for each of the 10 hours they did not complete for their 20-hour minimum ($20 x 10 hrs. = $200).

Families are responsible for service hour obligation for every month they are on the team (approximately 3.25 hrs./month). If a family quits mid-season their obligation is 3.25 hrs per month multiplied by the number of months on the team. For example: Your family joins the team in September and quits the team in February. The number of service hours expected of your family is 20. If your family has not completed any service hours your family has two options (1) work the 20 service hours at MVN events prior to the February billing or (2) pay the $20 HRF for each hour not completed. All families must pay the required service hour obligation or have completed the number of hours accrued to remain in good standing with the team if they wish to rejoin in the future.

All families are responsible for the job shifts they sign up to work. If a family is signed up to work a shift and has not removed their name from the list prior to the event closing (10 days before the day of the event) they are still responsible for working that shift or getting it covered. If a family does not show up for a shift or does not get a shift covered for which they are responsible, they will have the number of hours of that shift added to their minimum service hour commitment. We depend on those families who have signed up to work. It is the only way the events can be pulled off successfully.

For example: Your family signed up to work a timing shift at Turkey Classic in November. For whatever reason you do not show up for your shift, your family will have to add the hours of the missed shift to the season total required or be billed for that missed shift.
Example #2: If your family has signed up to work an event in August but have completed the 20 hours in July, it is your responsibility to remove your name from that job list or you must work that job when the event arrives. If you do not remove your name from the list before the closing of the event (10 days before the day of the event), do not get the shift covered (even though you have since completed your hours), the hours of the missed shift will be added to your total to be worked at another event or be billed for the missed shift.
Example #3: You have completed your 20 service hours for the summer cycle but have not worked the two mandatory events (SMOC and Summer JO’s). You must work the two required shifts at these two events or an additional 12 hours (2 shifts at each event approx. 12 hrs) prior to August 20, 2010 or be billed for unfulfilled hours.

Do you still have questions regarding this policy? Service Hours FAQs Can Be Found Here...

Away Meet Timing Commitment

All families who have swimmers who participate at swim meets that are not held at our MVN facility (Away Meets) are responsible for timing at those events (in addition to the MVN hosted event service hours) without exception. Each family is required to time 1 session per swim meet. Exceptions to this rule may occur at Senior meets or Championship meets where a limited number of swimmers are attending and additional timing sessions may be required due to the number timing chairs we are assigned. A session is defined as the length of one shift at each meet. That length of time is dependant upon the length of the meet and therefore will not have an “hours” block associated with it. In general these shifts are approximately 2-2.5 hours long.

If you are assigned an away timing assignment and do not show up for your shift or have not made arrangements with another family to time the shift for you, you will be assessed a penalty fee of $25 for each missed shift.
These timing assignments will still be assigned by the coaches based on the names of the swimmers who enter that meet. All families’ assigned timing will be posted on the website under Meet Schedule, Monday or Tuesday prior to the event. If you (the parent) are unable to time at the meet, you must let the coach know at the time the meet entry is due into the office and make arrangements with another family to time for your child.
For those families who have older swimmers (for example those that may drive), you are still responsible for away timing sessions. Discuss in advance with your older swimmer the meet schedule so that you are able to time at meets or make arrangements with friends or other family members to fulfill the timing commitment
Parents of swimmers in the long distance events (400IM, 400/500 free, 800/1000 free, 1500/1650 free) are responsible for timing 3 heats of those events above and beyond the away timing minimum stated. This is an SCS standing rule that is generally stated on all meet forms and must be followed in order for your child to get an official time.
Parents of swimmers who participate in Prelim/Finals meets. If your child makes it back to finals, you are responsible for timing at least 3 heats during the Finals session above and beyond the away timing minimum stated.
All families must check-in with the head timer before the start of the meet. You can find the head timer wearing the Nadador yellow vest by the coaches’ tarp. At the beginning of your timing shift, initial next to your name on the head timers timing list so that you will be credited for your participation.

Recording of Service Hours

All families are responsible for filling out a Service Hours Report form following each event that they provide service hours for the team. All families must fill the form out completely and get a signature from the job chairperson or a board member verifying that they have completed the work stated. After the form has been completed turn it in at the Service Hours Report box outside the swim office. Your hours will be tallied monthly by the Service Hours Coordinator. The forms will be initialed, dated and kept on file. We recommend keeping a copy of these forms for your records. You will be able to view your hours worked online through your Club Assistant account. Click on the “volunteer hours” link in the upper left corner.

Service Hours FAQs - 2009-2010New!

Here are some answers to frequently asked questions regarding the Service Hours Policy:

1) If my child was in Novice at the start of the season and moves into an age group what is my total Service Hours obligation?
- Currently the Novice hour requirement is the same as all other swim groups

2) Why is the charge $20/hour for any hours not worked?
- This charge is approximately what it would cost us to hire someone to fill any of our open positions during our events

3) If I get billed during the first billing cycle (March) but accumulate the total hours needed for both season cycles will I get my money back?
- No. Service hours do not carry over from one season cycle to the next.

4) If I work over half the hours by the end of short course season, do my hours carry over to the long course season?
- No. All families must work 20+ hours during Sept – Feb and 20+ hours from March-Aug.

5) If I work over the 20 hours in a swim season cycle, will it carry over to the next swim year?
- No. At this time, with the start of a new swim season cycle (Sept-Feb & Mar - Aug), all families are expected to work the hour minimums again. This is because with each given year we have the same number of events and in some cases more. The hours have been carefully calculated to coincide with the number of events each year.

6) If I join the team in the middle of the year, what is my service hour obligation?
- The service hours are approximately 3.5 hours per month for all age groups swimmers. To determine how many hours you are expected to work start with the month that you joined the team and count how many months until August. Multiply the monthly hour designated for your child’s group and there is your family obligation. If you’re still unsure, contact your service hour coordinator.

7) Why does timing at away meets not count towards my service hours?
- At this time the timing shifts are designated by Southern California Swimming. We as a team are given timing chairs based on the number of swimmers we have at each away meet. This information is not given to us until the day before or in some cases the day of the meet. As a team if we do not fill the timing seats we are fined by SCS and it will then effect our involvement in future meets. It is because of this requirement that at this time we do not have away timing as part of our service hour program.

8) If my child stops swimming during the season, what is my service hour obligation?
- You are responsible for the minimum monthly hour obligation for the number of months your child was on the team. Take the monthly minimum (3.5hours for age group) and multiply by the number of months your child participated on the team. If you have not worked the minimum hours at the time your child stops swimming, multiply the remaining hours by $20 and pay that with your final bill or you may choose to work at one of our events even though your child is no longer with the team.

Swim Team Support Functions:

1 hour = $20.00 (except where noted all jobs consist of hours completed).
NOTE:
Most jobs shifts are approximately 3 hours in length however certain jobs are based on a by-shift basis. The shift must be completed even if it may run slightly over the 3 hour approximation. You must complete your shift to get credit for it.

Job Descriptions
(Revised Jan. 2009)

Job	Description	Hours Earned	Hours Earned for WCS Meets
Announcing Chair	Organization of announcers throughout the meet. Setting up shifts for announcers and helping with any equipment set up prior to the meet.	20 hours	WCS Sanctioned Meets 5 hours
Announcing Shifts	Announcing the swimmers during their events; calling out swimmers' names while they swim and announcing winner of each heat. Announcing any important announcements that may be needed throughout the meet, as well as the national anthem or pledge of allegiance at the start of the meet each day.
Awards Chair	Ordering and organization of awards (ribbon, medals, certificates). Follow up calls to all people who have signed up to work awards shifts; Organizes the shifts for labeling ribbons and medals as well as the shifts for Finals award winners for group picture/medals hand out at the awards stands.	10 hours	WCS Sanctioned Meets 5 hours
Awards Shifts	Labeling awards generated from the computer person on the appropriate ribbon/medal; Organizing ribbons/medals by team and age group; During Meets that have finals certificates typed up and handed out for 9-16 and Medals are handed out for 1-8; Organizing the group pictures at the awards stands for those meets where this applies.
Banquet Basket Coordinator	Coordination of swim groups' donations for raffle baskets at annual awards banquet. Responsible for putting baskets together and transporting to banquet.	10 hours	---
Banquet Chair	Running and organizing annual awards banquet.	20 hours	---
Banquet Seating / Table Assignments	Coordination of banquet seating and table assignments for annual awards banquet.		---
Banquet Ticket Sales	Selling tickets for annual awards banquet.		---
Check-in Chair	Follow up calls to people who have signed up to work meet check-in; Day of meet set up making sure appropriate number of check-in chairs and tables are set up in the check-in location; Creating age group signs for each check in spot; Day of the meet make sure that you ask the Admin staff what color highlighter is needed for check-in and get the appropriate number as well as a few sharpies and pencils for the check-in people. After the first day of the meet you are responsible for taking down any results that are posted in the posting boards getting it ready for the day’s events. When check-in is completed you are responsible for storing all signs and supplies for the next day.	10 hours	3 hours
Check-in Shifts	You are responsible for checking in the swimmers who will be swimming in the meet that day. Only a swimmer may check themselves in – not a parent. When the swimmer comes to you ask their last name, tell them the event numbers that are next to their name, highlight them as you tell them and offer a sharpie for the swimmer to write down his/her events. Additional instruction will be given that day.
Computer Entering	The people who do the computer entering will receive the timing slips from the runners and enter them into the computer. Once each time has been entered for the event, they will generate the award labels and pass them onto the award labelers.
Discount Cards Coordinator	Responsible for contacting sponsor vendors for annual discount cards and distribution of cards to swim families.	15 hours	---
Goody Bag Chair (Only major meets i.e., SMOC)	This person is responsible for sending out letters to local vendors for items for our goody bags. Goody Bags are given out at only at major meets: currently Swim Meet of Champions (SMOC). After letters have been sent out, items are then collected and put into the appropriate number of goody bags needed. Some follow up with vendors may be required. Week before the meet preparing the goody bags is complete and the first 2 days of the meet goody bags are handed out by team.	15 hours	---
Goody Bag Shifts	This shift consists of any of the following: helping to pick up items for the goody bags, stuffing the bags before the specified event, handing out the goody bags in the mornings the first few days of the meet.		---
Hospitality Chair	Usually chaired with 2 people. Follow up calls to people signed up to work the shifts. This job provides the food and drinks for the coaches and officials as well as small snacks and drinks for timer; Organizing of menu for the event as well as the shopping list and shopping. (Shopping maybe coordinated with snack bar chair people.)	Certain meets have standard hours earned: Turkey Classic 20 hours; SMOC 20 hours; JO Max & Blue Meet 15 hours; Summer JOs 20 hours	---
Hospitality Food Donations	This opportunity comes up for most MVN hosted meets. IMPORTANT NOTES: Only 10% of family hours can be earned with baked goods. Individual group parties do not fall under this category.	1 hour for quantity requested	---
Hospitality Shifts	This job consists of food prep, cleaning of utensils used, taking small snacks and drinks to timers, and setting out small meals or snacks for the coaches to come up and eat in between events.
Housing Coordinator	Coordination of housing out-of-town swimmers for SMOC	20 hours	---
Housing of Swimmers	Housing of out-of-town swimmers for SMOC.	3 hours earned per day per swimmer housed	---
Marshal Chair	Follow up calls to all people who have signed up to Marshal; checking that the first aid kit is stocked and placed in a known location during the meet for all marshals as well as the appropriate number of orange vests that the marshals must wear during their shift. Day of the meet distribute vest and review any special areas of safety concerns as well as location of first aid kit to the people working the shifts; supervising shift changes and collection of vests and first aid kit for the next day.	15 hours plus hours earned for filled shifts	WCS Sanctioned Meets 5 hours
Marshal Shifts	Marshals have the very important job of keeping the pool safe during competition. Things such as keeping people out of the staging area that are not supposed to be there, making sure children are not playing in the bleachers, that swimmers or children are not in the teaching pool, keeping people off the diving area equipment and diving boards, and that no one is running on the pool deck. These are some of the things they will monitor to keep the pool safe. Additional instructions can be given the day of the meet.
Meet Director	Meet Director is the person or persons who are in charge of the entire meet. This includes but is not limited to the following: filing and receiving city permits, arranging for special trash pickup, getting the officials needed to run the event, contacting the YMCA and the Dive team to let them know of the event, organizing the meeting for the chair people, getting a list of chair people to the service hours coordinator for online posting, overseeing the sign up progress, being in contact with the coaches and swim office before and during the event, arranging the custodial staff needed depending on the size of the event, Being present all days of the meet for any situation that may arise. IMPORTANT NOTES: Must have a child in Age group swimming excluding Novice for at least 1 year; Swimmer must have participated in Age group swim meets excluding WCS meets.	30 hours and receive a $250 credit to your account OR 40 hours only.	WCS Meet Director – 15 hours (monetary credit does not apply for WCS)
Meet Supervisor	Oversees several of the meet chairs as well as assists the meet director	30 hours	5 hours
Parking Chair	Follow up calls to all people who have signed up for parking shifts; Day prior to start of meet check the entire parking area (parking lot, designated streets, etc.). Make sure that all “no parking” signs on Marguerite and Casta Del Sol are covered – this is done by the city – if they are not done let the Meet Director know. Place cones in an accessible area for Officials, Snack Bar, Tennis, and special guest of the meet for reserved spots. Locate tall cones for designating a “drop-off” only lane or any other areas you feel need to be marked; Check the bus stop area at Trabuco and Marguerite has an A-Frame sign to prevent parking in this area. Locate the orange parking vest. Day of the meet – checking in of people; collect vest when done and bring them up to the Admin tent.	10 hours	WCS Sanctioned Meets 3 hours
Parking Shifts	Responsibility of this shift is to help keep the flow of traffic in the parking area safe and efficient. Helping organize the parking and let swimmers and their families know where they can and cannot park.
Picture Day Coordinator	Coordination of event day	10 hours	---
Program Chair	Follow up calls to the people who will be selling the programs the first few days of the meet. This person is responsible for putting together the programs and getting them to the printer before the day of the event. This includes placing ads (from specified vendors), creating a cover (most use the tshirt logo design), getting the psych sheets (swimmers and their times by event) and putting the program together. Psych sheets are given to you the Monday prior to the event when all entries are final. You receive them from the meet administrator (currently Judi Divan).	10 hours	---
Program Selling Shift	This job consists of selling the programs to swimmers and their families.		---
Publicity Chair	Help organize MVN’s visibility with the City of Mission Viejo: Red Ribbon Week Walk; Coastal Clean up; Relay For Life; Business Expo; Chamber of Commerce Liaison Newspaper – small articles to local newspapers giving stats from monthly meets – younger, older, and national levels; Articles about MVN attended/hosted swim meets	30 hours	---
Runner Chair	Follow up calls to all people who have signed up to work the running shift; Day of meet introduce yourself to the Admin staff so they know who is working with them. Organize and explain job to all runners; check off any shift changes.	10 hours	WCS Sanctioned Meets 3 hours
Runner Shifts	The runners will collect the time sheets from the lanes after each event and bring them over the to the computer entering people. They are also responsible for putting the heat sheets in the posting boards as the Admin staff prints them up and posting final results on the posting board as well as results binders. This job does require a lot of ‘waiting’ around but person on this shift is not allowed to leave the admin area unless instructed by officials because of the time sensitivity of this job. Additional instruction can be given on the day of the meet if needed.
Setup/ Tear Down Shifts	Responsible for getting all equipment needed to run the meet set up prior to the day of the meet and then taking it down the final day of the meet and putting it away dry and clean for the next meet.
Setup/Tear Down Chair	Follow up calls to all people who have signed up for set up/tear down shifts. Organizers of the set up of the meet jobs include but are not limited to the following: tables, chairs, and tarps for Snack Bar, Hospitality, Check-in, and Admin; chairs and tarps for lanes for the timers, timing touch pads, all electronic equipment related to the timing touch pads, speakers for officials, outlets, etc. that may be needed. Timing system equipment is installed by our current tech set up Andrew Burbach (2008-2009)	15 hours	WCS Sanctioned Meets 5 hours
Snack Bar Chair	Usually chaired with 2-3 people; responsible for the follow up calls for snack bar workers as well as checking the workers in at each shift; Organizing menu and shopping list; Designate shopping days for Snack Bar Buyer; ordering of larger items and checking them in when dropped off prior to meet; Getting cash box and check request into office Thursday prior to meet for change; Day of meet set up (usually one day prior to start of meet) get snack bar area set up for the following day's business; During meet organize and instruct snack bar workers.	Certain meets have standard hours earned: Turkey Classic 30 hours; Sectionals 20 hours; SMOC 30 hours; JO Max 20 hours; Summer JOs 30 hours
Snack Bar / Grilling Shift	The snack bar shift consists of food prep, cooking / grilling hot food items, selling food/drink items to swimmers and their families, and cleaning any items used during the shift. A price list will be provided. Additional instruction can be given they day of the meet if needed.
Snack Bar Buyer	The buyer will be responsible for purchasing any snack bar items and bring them the day the Snack Bar Chair has designated. This person will also be on call during the event in case of emergency food runs are needed. With a receipt, this person will get immediately reimbursed the day of the meet or a check following the meet.
Staging Shift	The staging people will organize the 25yd events into proper heats and lanes in the bleachers by checking off swimmers name, putting them in correct order and then bringing the swimmers to their lanes just before they race. Additional instruction can be given the day of the meet if needed.
Swim-A-Thon Coordinator	Preparations for Swim-A-Thon day and clean up.	20 hours	---
Tarp Transport (Away Meets)	Transport of team tarps to and from Away meets.	2 hours	---
Ticket Sales (Currently SMOC and Sectionals only)	For special meets only the SCS and LSC require that we sell tickets – these are regional or national meets only. Ticket prices are set for us by the SCS and LSC.		---
Tile Painting Coordinator	Organization of tile painting supplies, delivery to kiln, and set up and supervision of tile painting dates	15 hours	---
Timing - Chair	Follow up calls to all people who have signed up for timing shifts; The week of the meet (usually on set up day) check all stop watches to be sure they are working at that we have enough for each lane line and two head timers. Locate pencils and clip boards; store in the office or near the admin tent for meet days. Make sure all pencils are sharpened. During the meet making sure that chairs at each lane have timers so that the meet can begin on time; during meet shift changes making sure that the announcer has announced the need for the new shift to come to the lanes and check everyone off as they arrive and replace other timers. End of day or meet collect all stop watches, clip boards, and pencils store in the office for the next day or store in shed for next meet.	Meets w/dual courses 20 hours (currently Turkey Classic) Other meets: JO Max 15 hours; SMOC 20 hours; Summer JOs 15 hours; WCS Sanctioned 5 hours	WCS Sanctioned Meets 5 hours
Timing - Head Timer - Away Meets	Responsible for checking in all MVN timers at away meets, following up with second shift replacements and/or shift changes, accurately checking off family names and returning the sheets to Service Hours Coordinator after every meet, sending follow up letters to families who did not participate in timing when on list.	2 hours	---
Timing - Head Timer - Shifts	The Head Timer will stand next to the official. For each race, the head timer starts two stop watches in case one of the seated timers’ watches malfunctions. If that is the case, the head timer will give one of their watches to that timer. Additional training can be given the day of the meet if needed.
Timing - Shifts	Timers time each race and write the time down on a timing slip provided on a clipboard for each lane. After each event, the timer will pass the timing slip onto the runner. Additional instruction will be given the day of the meet by the official.
T-shirt Design	Create and design T-shirts for our big at home meets as well as some other specialty meets; Must be able to create online with .JPEG format and send appropriate information and design formats to the T-shirt design company	7 hours