2019 Volunteer Information and Signup

Welcome to the 2019 Foxcroft East swim team! We have put together some information about volunteering for the swim meets. We want all of the children to have a good experience on the swim team and at the swim meets.

You have been invited by FXE volunteer coordinator to review and select your volunteer positions by Friday, May 24th.

Each family is required to work (2) volunteer positions  to ensure that the meets run as smoothly and efficiently as possible.





Please select your volunteer positions by Friday, May 24th so that we can make sure we have everything covered before the season begins. At that time, we will place any families that are not signed up for the 2 meet commitment in any open positions that we have. Swimmers will not be allowed to swim until their parents have signed up to meet the requirement!

If you are unable to work your shift, you are responsible for finding a replacement and letting us know who will be volunteering in your place! Thank you for helping make our swim season a great success!


There are a few positions that require a little bit of training. Starter, Stroke and Turn Judge, Head Timer and Data Entry (you get to sit in air conditioned room at home meets!) all require a little bit of knowledge/practice. The Intrasquad meet on Saturday, June 1st is a great time to train for one of these positions.

Please find below short training document and information sheet for specific Jobs:


Timer dsfhadfhafdhlkaldfjha Timer Training
Head Timer Head Timer Training
Starter Starter Training
Data Entry We currently do not have a date entry document.  This job simply enters data in Hy Tek Meet Manager System. We will help you get oriented before the meet.  If you are curious, The Meet Manager software information is located at this address: Meet Manager 6. User Guide
Record Boards Instructions
Home Meet Setup Instructions
Coach and Reps Gift Collection rep Instructions
Timing System Setup Instructions

If you are a developmental ONLY family, we ask that you sign up for (3) social events since you will not have swimmers competing in the meets. 


Information for new swim families with Gator Bit swimmers

Gator Bit swimmers get to swim first at the swim meets!! They are usually done within 20-30 minutes. The swim meets usually run 3-3.5 hours (sometimes more due to weather). First half positions usually last for 2-2.5 hours. They are a little longer because of the Gator Bits. If you are working at a meet and have younger children, it might be a good idea to have another parent, guardian, or friend there to help watch your children or take them home while you complete your shift.

If you are GATOR BIT ONLY family, we have reserved (3) 1st half timer positions at each meet for you. Other good options for Gator Bit ONLY families would be to sign up to be Pasta provider/treats for timers, parking lot director, or 1st half runner.

If you are a volunteer alternate, please be prepared to work 1st or 2nd half. There are always last minute changes and we will need to fill any positions that become available.

Go, Gators!

Meet Positions and Responsibilities

During the meets:

  • Clerk of Course (1 per team per meet - first half or second half of meet) Line the swimmers up on benches prior to their races in a designated area of the pool so that they are ready for their events. Make sure swimmers are at the starting blocks at the appropriate time for their races.
  • Stroke/Turn Judge (2 per team per meet) Works with other teams’ stroke/turn judges at each meet to insure that stroke protocols are being followed by swimmers. Requires some training.
  • Head Timer (1 per home meet) Ensures timers are ready and run back up stopwatch.
  • Runners (1 per team per meet - first half or second half of meet) Takes race results information from timers to scorers table. Also obtains any disqualification forms from Stroke Judges and discreetly gives to scorer. Distributes heat winner ribbons to all heat winners in the 10 and under individual events.
  • Data Entry Parent (1 or 2 per team per meet) Enters swimmers times into software program and prints the ribbons. Requires some training.
  • Ribbon Parent (1 per team per meet) Transfers computer generated ribbon labels onto the actual ribbons for swimmers to receive the next morning. Position starts after Fly and continues until completion of meet.
  • Timers Use a stop watch or a plunger in assigned lanes to determine the finish times in the races. Timers work in teams of 2 or 3 with at least 1 timer from each team in each lane. One timer records the time on the lane sheets for each swimmer in the lane.
  • Starter (1 per home meet) - Starts the races and is responsible for keeping the meet running efficiently. Requires some training.
  • Fun Patrol Volunteer (2 per home meet) – Each Home will have a theme.  These 2 volunteers will help us manage the home meet themes: Pirate Day, Hawaiian Shirt Day and Cool at the Pool Day.  Passing out heat winner tokens to kids, potenitally helping us buy, put up and manage the events of the theme. You will have access to the entire pool area.
  • Concession Assistants (3 per home meet) Assists the concession coordinator by maintaining the concession area during the meets. They may also assist with setup/take down.
  • Parking Lot Director (1 per home meet) -- Assist guests in parking in our lot before the meet - 4:15pm to 6:10pm.
  • Volunteer Alternates (3 per meet) - Be available to substitute for Timer position or any other positions needing volunteers (will not be put into positions requiring special training). May be used for 1st OR 2nd half.
  • Heat/Event Board Helper (1 per home meet) - Changing the heat/event board with a remote to accurately display where we are in the meet.
  • Pasta Provider/Homemade treats for volunteers (1 per home meet - Gator Bits Only) – Prepares pasta to sell at concessions as well as prepares cookies, brownies or other finger food treat for meet volunteers. Bring to Volunteer Coordinator BEFORE start of meet.