Parent Roles

Parent helper/volunteer information for swim meets

Team Manager Job Description
Team Managers are appointed for every swim meet by the Club Officials Team. Depending on the size of the swimming team, there may be 2-3 people team managing at an event. The Pirates designate a lead Team Manager for all events.

The lead Team Manager has overall authority/responsibility for the swimmers from the time they arrive at the pool till the time they leave.
The following is a list of duties for the Team Manager:

  1.  A day or two before the meet, arrange to collect the team managers bag from Louise Double by emailing and arranging pick up from Karori at
  2. Arrive 20 minutes prior to the meet warm up time stated on the meet flyer.
  3. Attend Team Manager meetings as required (review the meet flyer for time and venue for this).
  4. When you arrive collect meet programmes from the meet organiser. Then highlight all Pirate races. Once you have completed highlighting, this needs to be cross checked with another team manager to double check you have not missed any races by a Pirate swimmer.
  5. Take a highlighted programme to each of the coaches at the meet. Each TM and coach should have one each.
  6. Check as best as you can, that all swimmers who are meant to be there are in attendance for the meet.
  7. It is Pirates policy that parents sit separately from the swimmers at meets. This helps to manage space which is at a premium for swim meets; it also helps foster a positive team environment and assists swimmers to build independence as a swimmer.
  8. Ensure that the team remains together in the allocated seating and that swimmers keep their area free of rubbish.
  9. Ensure that all swimmers know when and where to marshall and give them plenty of notice to prepare for their event. The Team Manager will usually direct the swimmer to the Coach for a pre-event discussion (usually about 2 events prior to they would need to be in marshalling).
  10. Personally collect all information (including DQ forms) from the meet organiser’s desk and pass these on to the coach at the meet.
  11. Consult with the Coach regarding the request for scratchings and ensure that the scratching is submitted by the required time. Failure to submit scratchings for finals will result in a fine to the swimmer.
  12. Ensure that the warm-up/down pool is used for the purpose it was intended.
  13. Swimmers can purchase club caps from you during the meet. Purchases need to be recorded on the sheet provided so our uniform officer can invoice the appropriate family.
  14. Ensure swimmers are reminded to keep warm, re-fuel and re-hydrate.
  15. Ensure swimmers are wearing the correct uniform as per club requirements.
  16. Ensure swimmers know if they have made finals and know to return to swim in them. This is done by checking the posted result sheets.
  17. Lodge protests if directed by Coach with protest fee paid in-advance by the parents.
  18. Make sure medal winners are dressed appropriately and are standing by to receive medal or arrange appropriate substitute to receive medal (same gender, similar age).
  19. Stay till the conclusion of the meet and check all gear and equipment belonging to Pirates is collected or take this with you.
  20. Ensure all swimmers have been collected safely before you leave the pool. The lead TM is responsible for the safety of the swimmers.
  21. Return the TM bag to Louise Double with the record of cap purchases. Lost property can be returned to the pool cages at Karori pool and email with a list of what was returned to Karori.

Team Managers need to do their very best to ensure swimmers arrive in marshalling at appropriate times. It is not the Team Managers responsibility to pay for any fines if a swimmer does not make it to marshalling in time.

For National Meets or Away Meets, then can be additional duties and responsibilities. Please liaise with the Race Secretary for more information for National events.

Timekeepers are always needed at swim meets. Anyone who can push a button can be a timekeeper at a club or regional level. Timekeepers enjoy one of the best views of the pool so it is worth considering training up for this role.

At local meets it is the responsibility of the Marshall to ensure that every swimmer is seated in the marshalling area in order of their race, heat and lane number. The marshalling area often has a numbered display which you must keep up to date with the event/heat that you are marshalling. Races are generally marshalled 6 heats ahead, or for 50m races, up to 10 heats ahead. It is the Marshall’s responsibility to ensure that no swimmers leave the marshalling area prior to going up for their races. To minimise interference, swimmers are sent up to the pool-deck to stand behind the Timekeepers only when a race has begun.

Chief Timekeeper
The Chief Timekeeper is generally responsible for ensuring that the stopwatches of all timekeepers are functioning properly, collects all of the deck cards following each race and always has two stopwatches started at the commencement of each race as a backup for failed stopwatches.

Inspector of Turns (IOT – qualified official)
Once you have mastered the role of Timekeeper we strongly encourage all parents to continue on the official’s pathway. The next step is the IOT. IOT’s are needed at all swim meets and as a Club we need to ensure that we have enough IOTs to be able to hold our own meets and to help out the other Clubs in our region.

Judge of Stroke (JOS – qualified official)
The JOS is primarily responsible for ensuring that the technically correct stroke is used in all races. They also assist the IOTs in assessing turns and report any violation of the rules to the Referee on a signed disqualification (DQ) form.

Starter (qualified official)
The Starter is responsible for giving the swimmers a fair start. It is the Starter’s role to make the starting call ‘Take your Marks’ and to push the buzzer. The starter will report any breech of the rules to the Referee.

Referee (qualified official)
The Referee has full control over all officials and swimmers. The Referee must enforce all rules and any decisions made regarding the conditions of the race.

Duties at WRAC (Kilbirnie)

Kitchen/Tea Duty:
Report to the kitchen for tea duty, this is also the marshalling area under the main stand. Provide refreshments to officials and other volunteers such as results runners, the AOD room, announcers, recorders, and medal presenters throughout the session. Food and drink will be provided in the kitchen which is all clearly labelled with each session.

Report the to the AOD room to receive marshal programmes. Marshalling will take place in the group fitness rooms under the stairs. One experienced marshal has been requested for this role for each session.

Report to the AOD room 30 minutes before warm up. Positioned on the door to check all swimmers, coaches, and team managers passes. Anyone without a pass is to be directed back to the reception desk to pay as a spectator. This role is just for the duration of the warm-up time and will finish once racing begins and all swimmers, coaches, and team managers have entered the pool.

Report to the AOD room. To place two sets of results on the boards during the session as each event is scored. Further instructions can be given at the AOD room if unsure.

Medals (x2)
Report to the presentation area. One medal assistant to prepare the medals and assist in handing them out. One medal assistant (adult) to give out ribbons to those receiving places 4th t0 10th in both timed finals and finals throughout the session.