The President of the Indian Head Swim Team (IHST) is an elected position with elections usually held at the Team's annual spring meeting. The President is the Chairperson of the IHST Board of Directors (Officers) and is responsible for the overall operation of the team. The President assures that all aspects of the operation are covered by appropriate committees or individual and monitors the various activities throughout the year, providing the necessary guidance and direction to parents, officers, and other volunteers. The President makes decisions concerning the routine operations of the team, but consults with the officers on more complicated matters. The President is responsible for minor financial decisions, but issues regarding large outlays are brought to the officers for vote.
The President arranges the date, time and place for all necessary meetings of officers and/or parents. The President develops the annual spring planning meeting agenda and presides over this meeting.
The President acts as the main point of contact for the Team's coach.
The President is the official spokesperson for the Team and is the liaison between the Team and the Indian Head Division. The President arranges and attends an annual meeting with MWR officials to discuss pertinent issues.
The President approves the selection of the assistant coach at the recommendation of the Head Coach.
The President acts as master of ceremonies for the Team's annual banquet and is responsible for the traditional gifts to the coaches at this function.
The Vice President of the Indian Head Swim Team (IHST) is an elected position with election occurring usually at the team's annual spring planning meeting. The Vice President is a member of the IHST Board of Directors (Officers). The Vice President is responsible for the overall operation of the IHST in the absence of the team's President.
The Vice President works closely with the President in coordinating the various functions necessary to have a successful swim season. Specific areas of responsibility will be determined at the annual spring planning meeting.
The Vice President acts as the IHST Booster Club Chairperson. The IHST Booster Club exists for the sole purpose of providing financial support to the IHST. The Vice President solicits volunteers to head up the fund raising activities if the team officials are unable to obtain volunteers at the annual meeting. The Vice President stays in close contact with all the fund raising activity lead volunteers and monitors the progress to assure the activities run smoothly. The Vice President may choose to volunteer to head up one or more of these activities, but has no obligation to do so. In the event volunteers can not be found, the Vice President brings this to the attention of the President so a decision can be made as to what course of action is necessary.
Booster Club Chairperson (is also the Vice President)
The Indian Head Swim Team Booster Club (IHSTBC) is a non-profit entity established for the sole purpose of providing financial support to the IHST. Financial support includes cash and merchandise.
The Booster Club Chairperson is also the Vice President of the IHST and is responsible for coordinating all fund raising activities (e.g. swimarama, raffles, special activities such as the 4th of July celebration or the Intra squad meet). The Chairperson solicits volunteers to head up the fund raising activities. The Chairperson may chose to take on the leadership of some of these activities in lieu of selecting volunteers. The Chairperson periodically checks with the heads of all the fund raising activities to assure that the activities are progressing satisfactorily and provides a periodic status to the President. The Chairperson assures that all funds are provided to the IHST Treasurer for prompt deposit into the team's account.
The Chairperson will assist the IHST Treasurer in preparing a final report summarizing all IHSTBC activities for the year.
The Treasurer of the Indian Head Swim Team (IHST) is responsible for the collection and disbursement of all funds to support the operation of the IHST. This is an elected position, with election usually occurring at the team's annual spring planning meeting. The Treasurer is a member of the IHST Board of Directors (Officers).
Specifically, the Treasurer is responsible for the payment of the annual league fee. The Treasurer collects all registration fees and deposits these funds into the team's bank account. Usually, the official sponsor fee is issued by the sponsor to the Morale, Welfare, and Recreation Department (MWR) of the Indian Head Division. This fee, in turn, is issued back to the IHST or used to purchase necessary equipment for the IHST.
The Treasurer will prepare the team's annual budget and Treasurer's report and present it at the annual spring planning meeting. The Treasurer will also provide periodic financial reports to the President or any board member upon request.
The Treasurer will inform the President of any financial related matters that could jeopardize the team's operation and make recommendations accordingly.
The Treasurer will establish controls to assure the timely and accurate distribution and collection of funds and is the team's main point of contact for the Indian Head Division in the event of an audit.
The Secretary of the Indian Head Swim Team (IHST) is an elected position with elections usually occurring at the team's annual spring planning meeting. The Secretary is a member of the IHST Board of Directors (Officers).
The Secretary is responsible for taking minutes at the annual meeting and at all board of directors meetings and providing copies of these minutes to all board members and coaches.
The Secretary maintains and distributes (as appropriate) the team's parent phone and address list and team official roster.
The Secretary, with assistance from the appropriate board member or committee chair, prepares and distributes correspondence to parents and swimmers such as notices of special events or meetings.
The Secretary is responsible for developing a means of communication, i.e., phone tree, mass email list, etc. to assure timely distribution of other pertinent material or information to parents and swimmers.
The Secretary, with assistance from the appropriate board member or committee chair, provides to the webmaster of the IHST website, accurate, current and up-to-date information for posting to keep parents and swimmers informed of current events.
The Indian Head Swim Team (IHST) Meet Manager is an elected position. This selection usually occurs at the annual spring planning meeting. The Meet Manager is a member of the IHST Board of Directors (Officers). The Meet Manager is responsible for the preparation of all home and away meets including "B" meets and other special meets. This includes all administration as well as physical preparation of the pool area. The Prince Mont Swim League (PMSL) Handbook provides detailed guidance relative to meet procedures and responsibilities of the Meet Manager. In addition, the IHST Meet Manager is responsible for the following items:
* attending the annual PMSL Officials/Administration Clinic
prior to the season and distributing appropriate information to volunteers
* notifying base security in writing (Code 10, IHDIV) of scheduled home meets
* providing directions and meeting times for away meets to parents
* maintaining all equipment in working order
* purchasing necessary equipment items
* coordinating the purchases of equipment and other pool related items with MWR as necessary (provide a list of requirements to MWR in August)
* soliciting volunteers for all deck positions including the concession stand (at home meets) and assuring volunteers are briefed on their responsibilities.
* arranging for guards at all practices and home meets
* distributing PMSL handbooks to all parents
* submitting meet results and articles/pictures to the Maryland Independent
* submitting articles and pictures to the "Flashpoint" (NSWC Newsletter)
* providing the Head Coach with meet cards and other information as appropriate
* attend seed meetings for Charles County Championships and Divisionals. Double check seed cards and discuss any discrepancies with coach before making any changes and then turn them in at the meeting. Notify coaches of any information needed from these special meetings.
* after divisionals, check the PMSL web site that evening in order to get the All Star seedings. Notify coaches and swimmers of all information.
* gather data (swimmers times) from meet results after the
meets in order to assist coaches in seeding for the next meet
* arranging for pool set up prior to home meets. This includes assuring that adequate shade for both teams (use IH pools tent covers) and chairs for spectators are provided. Lane ropes, backstroke flags, United States flag has been raised on flagpole, etc. are all in place before start of the meet. Make sure ice water and cups are out for the volunteers and that bathrooms have enough paper products for the entire meet.
* returning the pool to its original state at the conclusion of each home meet
* providing the announcer with a list of items to be announced at home meets, such as time of officials meeting and times of warm-ups for each team
The Indian Head Swim Team (IHST) League Representative is an elected position. This selection usually occurs at the annual spring planning meeting. The League Rep is a member of the IHST Board of Directors (Officers). The League Rep is the IHST's representative to the PMSL and a member of its governing body. The League Rep is responsible for the following:
* attend all PMSL meetings or send an alternate. ($5 fine if
team is not represented)
* act as liaison between the IHST and PMSL Official
* have full authority to act for and on behalf of the PMSL in conduct of its activities
* advising the Secretary of PMSL, not later than April 15 each year, the identity of persons who will represent the IHST during that summer swimming season
* entitled to cast ONE vote in PMSL matters
* cooperate with PMSL Chairman in preparing for the Divisional Meet
* submit to the Grievance and Ethics Chairperson of PMSL one week before the first meet, a team roster noting all instances of swimmer who have switched from another PMSL team from the previous season
The Indian Head Swim Team (IHST) Alternate League Representative is an elected position. This selection usually occurs at the annual spring planning meeting. In the absense of the League Representative, the Alternate League Representative assumes all duties as described for the League Representative and is given full authority at PMSL meetings.
Introduces the meet and welcomes the opposing team. Announces scores after fly, free, breast, back, IM, and relays; any records broken, warm-up times, officials meeting, plays national anthem, calls off raffle winners, makes any announcements, plays music while switching lanes.
In the spring, contacts the facility to reserve at date and time for the banquet. Makes sure treasurer gets the bill for deposit on the facility. Coordinates food list for each team family to bring and door prizes. After getting a count of attendees, contacts the restaurant for the meat order. Makes sure all the necessary supplies (plasticware, plates, cups, napkins) are at the banquet.
Shall have assistants and should be provided with the names of competitors in all events prior to the start of the meet. Should have the swimmers wait behind the start, until the Starter takes control of the event. Shall control his/her assistants and assign them such duties as will assist in the prompt dispatch of all events. Makes sure the swimmers are in their proper lanes. Checks in the swimmers for the first events five minutes before the meet time and keeps three or four events ahead at all times with the help of the Assistant Clerk of Course and the Announcer.
Assists the Clerk of Course. The Clerk of Course checks in the swimmers for the first events five minutes before the meet time and keeps three or four events ahead at all times.
Starts in the fall months setting up date/time/rain date/advertisements of the fundraiser. Solicits from area businesses for prizes to give out at the tournament. Coordinates breakfast and lunch for participants.
With the Referee and Head Timer, the Head Judge compiles the roster of qualified officials. The Head Timer confers with the Head Judge; times and places are checked. The Head Judge sorts cards into proper order of finish and turns them over to the Head Scorer. The Head Judge then passes the completed Event Entry Cards to the Primary Scoring System which can be the Hy-Tek Operator or the manual Scorers who record all swimmers.
Forwards results of meet to the local media and base paper. If want to write a paragraph of any highlights, clear it through the coaches and/or president before sending.
This person walks around at each home meet collecting money for the 50/50 raffle.
At each meet, check the times of the highest placed swimmer against the current team and pool records. Also, keep track of the PMSL records in case a swimmer is close to breaking one of them. Send any records broken to the announcer during the meet. Send the coaches a list of any records broken near the end of the season for the trophy order. Responsible for keeping patches on hand to distribute. If a pool or team record is broken, write up a sticker to put on the patch, give to the announcer so he can have that swimmer come up to accept his patch. If any PMSL records are broken, have to give this to the meet manager in order to officially report it to the league.
Assembles all officials, checks assignments, gives instructions and makes sure they are all qualified. Also, instructs and coordinates the stroke and turn judges. Determines that a delay or reordering of events is appropriate. Blows the whistle to cue the starter to take charge of the swimmers. Any conduct which the referee deems to be inherently unsafe to a swimmer or other individuals should be dealt with by appropriate sanction which may include disqualifications or barring the offender from further competition or the meet area.
* The order of events, as stated in section II of the PMSL handbook, shall not be changed, added to, or altered, except by the referee.
* Has full authority over all officials and shall assign, instruct, and qualify them. Shall enforce the rules and decisions of the PMSL, and shall decide all questions relating to the actual conduct of the meet, the final settlement of which is not otherwise assigned by said rules.
* Disqualifies competitors for any violations of the rules that he/she personally observes, such as: obstructing another competitor by swimming across lanes or otherwise interfering shall disqualify the offender subject to the discretion of the referee. No swimmer is permitted to wear any device to help his/her speed or buoyancy during an event.
* Shall provide a hand signal or verbally indicate to the starter that judges are ready for competition to resume, the judges and timers are in position and that the course is clear before each start.
* Shall give a decision on any point where the opinions of the judges differ. May interfere in a competition at any stage after the start to ensure that the racing conditions are observed.
* Should a foul endanger the chance of success of a contestant, the referee shall have the power to allow them to swim in the next round, or should the foul occur in the final, the referee may order it re-swum. In case of collusion to foul another contestant, the referee may, at his/her discretion, disqualify the contestant for whose aid the foul was committed, as well as the contestant doing the fouling.
* With head judge and head timer, prepares roster of qualified officials.
* Coaches and team reps having entrants in any event on the program shall not be allowed upon the starting platform or deck of the pool, which must be clearly designated, during the progress of any competition. (Exception as noted in Section III, para 8 of PMSL handbook). Upon being appraised of a violation of this rule, the referee shall remove such offender immediately. Coaching of contestants during the progress of an event shall not be permitted.
* A referee shall not interfere unless there is a disagreement between officials responsible for the decision or unless there is an infraction of the rules.
* The referee shall modify the rules according to the needs of handicapped swimmers.
The referee shall have the power to recommend to the League President punitive action for any conduct at a meet, which is deemed detrimental to the best interests of the League. Each club shall be responsible for the actions of its representatives with regard to the conduct of the meet.
Each of the board members, swim suit coordinator, coaches, and anyone else that wants to assist should be on hand to answer any questions that may come up during registration.
Prior to the beginning of the season, the Head Ribbon Writer will order the proper amount of ribbons for the entire swim season. Also, organizes the ribbons for each meet prior to arrival. As the cards are handed to her at the meet, she attaches the card with the correct place ribbon and turns it over to the ribbon writer. Sometimes the information is printed off on stickers to be attached to the back of the ribbon. Also, organizes and distributes the ribbons to the IHST members. Turns the meet cards over to the host team meet manager or coach to hold in case of a discrepancy.
Assists the Head Ribbon Writer during the meets in either writing the information on each ribbon or placing the stickers on them.
Assists Clerk of Course and Head Judge. The runner carries the Event Entry Cards to the Lane Timers for events of 25 yard/meters. In all other events, the swimmers hand their cards to the lane timers. In some instances the runner will bring the cards to the Head Judges table.
* The Scorer shall record the order of finish and the times in all events for all swimmers as determined by the head judge and head timer and shall note all disqualifications.
* Using the new PMSL score sheets, you will put the team name and points in order of placement and do a cumulative point total for both team. Periodically compare this to the Hy-Tek (Computer) Operators scores. Usually there is a manual scorer provided from both teams so there is a comparison.
* If using the old PMSL score sheets due to malfunction of the computer, you will be required to write, in order of placement, all swimmers names, team, and times, and keep a running tally of the score.
* Assists the Hy-Tek Operator whenever necessary.
* Under the direction of the scorer, the awards table prepares awards in name of swimmer, team, stroke, distance, swimmer’s time, age group and date.
* Compiles and prints the team scores and ensures that all teams receive a copy of the meet results.
* Provides all data in electronic form to the host team data manager.
* Ensures that the team roster is current and consistent with that received by the clerk of course at the start of the meet.
* Under the direction of the Hy-Tek Operator (use the ribbons label program from the computer program), the awards tables prepares the awards in the name of swimmer, team, stroke, distance, swimmer’s times, age group, and date.
This consists of the meet manager and any other team members and parents that would like to come out and help set up the pool area at home meets a couple of hours prior to the start of the meet. Also, helps to break it back down after the meet.
This is the newsletter that is done at the beginning and end of the season with all information that each team member and their families will need to plan for the season. Consists of a lot of coordination and information collecting among the members before preparing the newsletter. Also, sends out updated information via e-mail to all the team members so they are constantly kept up-to-date.
Contacts the team sponsors to make sure they will continue supporting the team in the spring of each swim season.
* The starter, upon receiving clearance from the referee, directs swimmers into a position near the edge of the pool by stating “Heat x, positions please”. The swimmers shall respond by taking position sufficiently close to the forward edge of the pool that they may promptly respond to the starters command by assuming a position with at least one foot on the forward edge of the pool. For backstroke starts, they shall be instructed as follows: “Heat x, step in feet first please”. The swimmers shall respond by entering the water promptly facing the starting end with both hands placed to start.
* After the referee’s single long whistle, the starter instructs the swimmers and then directs them to “take you mark”, to which they must respond immediately (for forward starts) by assuming a starting position by having at least one foot at the front edge of the pool deck. Sufficient time should follow “take your mark” to enable swimmers to assume starting positions, but no swimmer shall be in motion immediately before the starting signal is given.
* Starters instructions shall consist of at least the following: The distance to be covered; the stroke or strokes to be swum and when relevant the order in which they are to be swum; and the number of lengths in the event.
* Every swimmer in any event who breaks his starting position before the signal is given, commits a false start if the referee and starter independently observe the same swimmer(s) having done so. A swimmer who has false started because of the action or movement of another competitor may be relieved of the responsibility for the false start.
* Any competitor, who, in the opinion of the starter, causes unnecessary delay of the start commits a false start.
* The starter shall not call back all competitors if a swimmer breaks or leaves his position and the starting signal is then given. Any swimmer having done so shall be charged with a false start (including those who may have done so in response to movement of another competitor) if the referee and starter independently observe the same swimmer(s) having done so.
* A recall signal shall be given promptly if an unfair start occurs. No swimmer shall be charged with a false start if a recall signal is given (whether intentional or inadvertent).
Stroke and Turn (must attend the PMSL clinic)
Take Off Judges: The referee shall appoint, instruct and deploy take-off judges. Dual confirmation by appointed judges is required for disqualification. These judges shall not raise a hand if a violation is observed.
Turn Judges: The turn judges shall be familiar with the USA Swimming rules governing turns and touches for freestyle, breast, back, and butterfly strokes. Shall operate on both ends of the pool, and determine that when turning or finishing, the swimmer complies with the rules applicable to the stroke used. Report all disqualifications to the referee on the appropriate form.
Stroke Judge: The stroke judge shall be familiar with the USA Swimming rules governing freestyle, breast, back, and butterfly strokes. Shall operate on both sides of the pool, preferably walking abreast of the swimmers to ensure that the rules relating to the style of swimming designated for are being observed. Report all disqualifications to the referee on the appropriate form.
* There will be two place judges, one from each team for dual meets. For division meets, there shall be two mutually agreed upon place judges.
* Place judges shall sweep 1st and 2nd place. The order of finish shall be governed by the decision of the place judges when the place judges are in agreement. The lane timer’s watch times shall govern any place(s) where the place judges are not in mutual agreement.
* Place judges may call ties. Place judges should make a “no call” if they do not see the order of finish (including ties) clearly.
* By mutual agreement of meet managers and referee, the requirement for place judges may be suspended for a meet when there is a shortage of officials.
Organizes and distributes information to team members regarding time, date, refreshments of the fundraiser.
The point of contact between the team and vendor regarding suits and caps. Once the board members have agreed on a suit and color/design of the cap, the coordinator will contact the vendor to get all the details of what information is needed from the team. Orders a sizing kit from this vendor to be delivered prior to registration night. Caps are ordered in bulk. Responsible for compiling the suit sizes from the registration forms, amount needed in each size, returning the sizing kit, ordering the suits (send in one check from the team), and distributing the suits/caps once they have arrived.
Team Data Manager (also works as Hy-Tek Operator or Computer Scorer)
Note: Virtually all correspondence and file transfer is via email.
Before the first meet:
1) Get familiar with Team Manager and Meet Manager software. Check the Hy-tek website for any software updates and install them.
2) Verify laptop and printer are functioning properly.
3) Contact the division data manager to introduce yourself and to find out how they want the meet results reported.
4) Gather supplies (i.e. printer paper, printer cartridge, labels, floppies, extension cord, etc).
5) Enter Indian Head roster into Team Manager.
6) Set up meets and events in Meet Manager.
7) Get the coach set up with Team Manager and show them how to put in entries so they can print entry labels prior to each meet. The coach uses this to make up deck (entry) cards.
Before each meet:
1) Before Thursday. Get the previous meet results (from all meets in the division) to the coach so they can be imported into Team Manager. The coach uses the times from the opposing teams to match our swimmers and to try to achieve the best team result.
2) Thursday or Friday. Get the current meet entries from the coach (exported from Team Manager).
3) Wednesday. Exchange rosters with other team’s data manager in Team Manager format.
4) If possible, exchange entries (exported from Team Manager) with other team’s data manager. Most teams prefer to do this via floppy on the morning of the meet.
5) Establish which data manager will be responsible for bringing the computer and entering data. This is the home team’s responsibility but sometimes the visiting team will help out when necessary.
6) Using the entries from each team, electronically seed the meet. This is for Meet Manager only and has no correlation with the seeding performed by the clerk of course.
During each meet:
1) When home team, enter results into Meet Manager. When visiting team, assist by reading cards or whatever the home team data manager needs.
2) Make deck changes, as necessary, to roster and entries.
3) Print results for announcer and for posting.
4) Periodically confirm score with manual scorekeeper.
5) Periodically make backups to floppy.
6) Periodically print ribbon labels for ribbon writers.
1) Perform any conversions necessary for non-standard pool size.
2) Send exported results and text file results to the opposing team data manager and division data manager.
3) Send text file results to newspaper, web master and Robin.
1) Work as requested at Charles County Championships, Divisional Meets or other special meets.
2) Provide any other data support to coach, record keeper, etc.
Takes pictures at meets, practices, and the team picture. Distributes pictures and collects money during the award banquet.
Each team shall designate a person to be the official team representative during the meet. This person should not serve in any other official capacity. Coaches shall not be the team representative. Responsibilities include:
* Reporting to the host pool not later than 30 minutes before the meet is scheduled to begin.
* Staying through the entire meet in case of any protests.
* Ensuring his/her team remains in their assigned areas.
* Responsibility for the conduct of the team at all times.
* Consulting with the referee on any questions pertaining to the USA swimming and league rules, conduct of the meet or decisions of officials. He/she may not consult with the referee while an event is in progress.
* Lodging protests involving turns, strokes and other technicalities within 30 minutes after the event has been recorded.
* The team representatives are to be stationed at pool side so they are in a position to receive reports of disqualifications from the referee.
* Times each event in order to substitute for any timer if required.
* The decision of the head timer as to the exact time of each watch shall be final and absolute.
* Instructs timers to clear watches after each event, with head judge’s approval.
* With head judge and referee, prepares roster of qualified officials.
* Assigns roving timer in a dual meet to time the first place swimmer in each event for record purposes.
* Checks assignments of Lane Timers and Roving Timer.
* Checks to make sure all stop watches are working.
* Signals Referee when all timers are ready.
* After each event, the Head Timer proceeds down the Lanes and collects the cards, checking that the official time is recorded properly.
* The Head Timer then confers with the Head Judge; times and places are checked.
* Each timer shall look at the starting device and start his/her watch the instant of the flash, rather than the sound.
* Holds watch securely. Starts and stops the watch with the same type of finger movement.
* If a timer misses a start, the head/roving timer should be notified.
* Stops the watch immediately when any part of the swimmer touches the solid end of the pool. In the cases where finishes are not at the solid end of the pool, the finish shall be when any part of the swimmer passes through the vertical plane of the designed finish line.
* When reading the watch, it is to be held so that the hand of the watch is in the position of 12 o’clock. If the hand of the watch is toward the following mark, read the following mark.
* Timers do not clear their watches until given the “clear watches” signal by the head timer.
* In a lane, if the timer of two watches agree, that time shall be the official time. If three watches disagree, the time of the intermediate watch shall be the official time. If times from only two watches are available for any lane, the average of the two watches shall be the official time. If both watches are digital, the average is to the slowest 1/100th of a second; otherwise, it shall be rounded to the slowest tenth.
* Unless all manual times are by use of digital hand-held watch/timers, the times shall be recorded by tenths with any time reading in the hundreds being recorded to the next slower tenth.
* If all manual times are by use of digital hand-held watch/timers, the times shall be recorded by hundredths.
* The head timer and roving timer shall start their watches at the start of every event. The former’s time shall be used, should any watch fail to start properly or stop properly.
* All timer’s after an event has started, should watch the swimmer in their own lanes and not the watch.
For each event, the Roving Timer times the swimmer coming in first place except when replacing a lane timer. This is done for record purposes. The Head Timer and Roving Timer shall start their watches at the start of every event. The former’s time shall be used, should any watch fail to start properly or stop properly.
Contacts the sponsor in order to get the number of t-shirts that he will donate to the team. Also, contacts the t-shirt company with the order and tells them the color and design that the board members have agreed on. When the order comes in, distributes them to the team members based on the size that they had given on the registration form.
Keeps the IHST web site up-to-date as information is given to him/her from coaches and board members.