IRVINE NOVAQUATICS

MEMBER HANDBOOK

2024

14252 Culver Dr. #A811, Irvine, CA 92604

TABLE OF CONTENTS

INTRODUCTION TO IRVINE NOVAQUATICS SWIM CLUB (NOVA)...........................................4

TEAM CONTACTS…………………………………………………………………………………….…6

PRACTICE LOCATIONS………………………………………………………………...………………6

MEET SCHEDULE……………………………………………………………………………………….7

MOTIVATIONAL TIME STANDARDS…………………………………………………………………..8

EQUIPMENT LIST………………………………………………………………………………………10

PROGRAM FEES……………………………………………………………………………………….11

ACCESSING YOUR TEAM UNIFY ACCOUNT……………………………………………………...13

SWIM MEET ENTRY PROCEDURE/DECLARING FOR A MEET………………………………...15

TEAM POLICIES………………………………………………………………………………………..18

PARKING AT WOOLLETT AQUATIC CENTER……………………………………………………..19

ON DECK POLICIES……………………………………………………………………………………20

COMMUNICATIONS……………………………………………………………………………………21

EMAIL VERIFICATION…………………………………………………………………………………22

SMS CELL PHONE/TEXTING VERIFICATION……………………………………………………..23

ELECTRONIC COMMUNICATION POLICY…………………………………………………………24

PHOTOGRAPHY & MEDIA RELEASE……………………………………………………………….25

LOCKER ROOM & CHANGING AREAS POLICY…………………………………………………..26

SERVICE HOUR REQUIREMENT POLICY…………………………………………………………28

VOLUNTEER TRAINING……………………………………………………………………………….31

VOLUNTEER POSITIONS & DESCRIPTIONS……………………………………………………...32

WHEN TO SIGN UP FOR VOLUNTEER JOBS……………………………………………………..34

HOW TO SIGN UP FOR VOLUNTEER JOBS……………………………………………………….35

HOW TO REMOVE YOURSELF FROM VOLUNTEER JOBS……………………………………..37

HOW TO CHECK UPCOMING VOLUNTEER SHIFTS……………………………………………..38

HOW TO CHECK COMPLETED SERVICE HOURS & BALANCE………………………………..39

ATHLETE CODE OF CONDUCT……………………………………………………………………...40

PARENT CODE OF CONDUCT……………………………………………………………………….41

USAS MINOR ATHLETE ABUSE PREVENTION POLICY (MAAPP)……………………………..42

ACTION PLAN TO ADDRESS BULLYING…………………………………………………………...49

CONCUSSION INFORMATION POLICY…………………………………………………………….53

GENERAL RESOURCES………………………………………………………………………………56

FREQUENTLY ASKED QUESTIONS………………………………………………………………...56

SWIM MEET TIPS FOR PARENTS……………………………………………………………..…….57

HANDBOOK ACKNOWLEDGEMENT………………………………………………………….…….60

MEDIA RELEASE FORM………………………………………………………………………………61

INTRODUCTION TO IRVINE NOVAQUATICS            SWIM CLUB (NOVA)

PHILOSOPHY:

The Irvine Novaquatics Swim Team (NOVA) is committed to providing an enjoyable and complete swimming experience for swimmers of all ages and abilities. It is the tradition of NOVA to provide a challenging and positive teaching and training environment in which swimmers can develop a sense of self-esteem and pride through individual and team achievement. NOVA is committed to excellence in performance. The Team will continue to strive to be the competitive leader in regional, national, and international competitions. As with all organizations NOVA can only be successful if everyone is an active member and participates in all activities. We expect families to volunteer their time, energy, and talents to assist NOVA in reaching these goals.

OBJECTIVES:

NOVA is a team that cares for the welfare of all its members. NOVA’s key objectives include:

• As a USA Swimming (USAS) Gold Medal Club, NOVA is in full support of, and in accordance with, the objectives of USA Swimming. NOVA promotes the ideals of integrity and fairness, a positive environment, leadership, excellence, innovation, and creativity.
• Providing professional instruction in skills associated with competitive swimming.
• Providing an appropriate environment to encourage the full development and participation of all swimmers with the focus on realizing maximum individual potential at a pace appropriate for each individual.
• Personal responsibility and accountability, sportsmanship, and citizenship through positive reinforcement and recognition of the individual's pursuit towards accomplishing defined goals.
• Providing a well-educated and professional coaching/teaching staff whose interest is in the development of the team and the individual swimmer.
• Promoting family and community support and involvement in competitive swimming.
• Offering opportunities for swimmers at all levels to participate in competitions and other club-oriented activities.
• Through training excellence, focus, and directions provided by its coaching professionals, NOVA is committed to excellence in competition, both individually and as a team, at the highest level: regionally, nationally, and internationally.
• Creating a positive environment where excellence is inevitable.

The NOVA coaching staff and club administrators feel very strongly about the philosophy and objectives of the program. We expect each parent and swimmer to understand and adhere to these principles and objectives and encourage every member to strive toward building the strongest team possible, through individual and team work.

ORGANIZATION:

NOVA is a non-profit organization. We derive our funds from membership dues, fundraising events, and sponsorship. We spend these funds primarily on coaching costs, equipment, incentives, and social functions for the swimmers. We sponsor social events to provide a social atmosphere outside the pool environment. We elect a Board of Directors, primarily to administer the Club, in the fall of each year. The Board of Directors then elects a President, Vice President, Secretary, Treasurer, and other officers to operate NOVA. The Head Coach also serves as the Chief Executive Officer of the organization and is assisted by a General Manager. You may refer to the NOVA website for a current list of our Board of Directors and Coaching Staff. Board meetings are held at least once a month and are open to all members. The time and location of the meeting is determined by the President. The Board may also call additional periodic meetings.

STRUCTURE:

NOVA is a member of the Orange Committee within Southern California Swimming (SCS), a subdivision of USA Swimming. USA Swimming is the National Governing Body (NGB) for amateur competitive swimming in the USA. USA Swimming is responsible for the selection of USA National Teams, which compete at the Olympic and World Championships as well as other international competitions. Southern California Swimming (SCS) is divided into four committees: Coastal, Eastern, Orange, and Olympic. Competitions are held within the Orange Committee at all levels, beginner to advanced. NOVA competes in meets at all levels of the USA Swimming program, both regionally and nationally. Part of the commitment of NOVA is to develop national and international level swimmers. NOVA has a strong tradition of competing at the USA National Championships, assembling teams that compete for the team championship consistently.

TEAM CONTACTS:

Head Coaches - Adam Crossen, Ken Lamont, Nathan Wilcox

General Manager - Kim Hoesterey - kim@novaquatics.com

NOVA  Facility & Equipment Manager - Sean Lin - seanlin69@gmail.com

Hospitality Manager - Jeannie Tong

Volunteer Coordinator - Kaysie Holeman - volunteers@novaquatics.com

COACHES:

Owen Chau - chau.owen@yahoo.com

Michael Collins - mike@novamasters.com

Adam Crossen -  adam_crossen@yahoo.com

Andrew Crowell - coachdrewcrowell@yahoo.com

Geza Futo Tendai - geza.futotendai@novaquatics.com

Rod Hansen - rod.hansen@gmail.com

Christopher Hong - chong224@outlook.com

Andi Kawamoto-Klatt - andi.kawamoto-klatt@novaquatics.com

Andrew Koustik - akoustik12@gmail.com

Allyson Kusuma - ally.kusuma@gmail.com

Ken Lamont -  lamo12@aol.com

Kevin Little - kevin.little@novaquatics.com

Ryan Martines - ryanmartiness@gmail.com

Gavin Moore -  gavin.moore@novaquatics.com

Joanna Mykkanen - joanna.mykkanen@novaquatics.com

John Mykkanen -  johnmykk@yahoo.com

Alicia Ruiz -  aliciajoruiz@hotmail.com Alicia.ruiz@novaquatics.com 

Alyssa Schrader -  alyssa.schrader@novaquatics.com

Stephanie Strom - steph.strom6@gmail.com

Alyssa Tong - alyssa.tong@novaquatics.com

Amy Visarutanun - amy.visarutanun@novaquatics.com

Nathan Wilcox - coachnathanwilcox@yahoo.com

PRACTICE LOCATIONS:

Woollett Aquatics Center - 4601 Walnut Ave. Irvine, CA 92604

Northwood High School - 4515 Portola Pkwy. Irvine, CA 92620

Fountain Valley High School - 17816 Bushard St. Fountain Valley, CA 92708

Soka University - 1 University Dr. Aliso Viejo, CA 92656

2026 NOVAQUATICS TENTATIVE MEET SCHEDULE

ARE AGE GROUP MOTIVATIONAL TIME STANDARDS?

Time standards are used as a tool to motivate swimmers.  Swimmers can use these times to set goals for a season and give them a way to compare themselves to other swimmers of the same age and sex. The time standards are also used to limit the number of entries in a swim meet and to allow swimmers to compete against swimmers of the same abilities.

Current time standards can be found here on the Southern California Swimming website.

USA SWIMMING TIME STANDARDS DEFINED:

• ​AAAA – This standard means your swimmer is ranked in the top 2% of swimmers in their age group, their same sex, in that stroke and distance.
• AAA - This standard means your swimmer is ranked in the top 6% of swimmers in their age group, their same sex, in that stroke and distance.
• AA - This standard means your swimmer is ranked in the top 8% of swimmers in their age group, their same sex, in that stroke and distance.
• A - This standard means your swimmer is ranked in the top 15% of swimmers in their age group, their same sex, in that stroke and distance.
• BB - This standard means your swimmer is ranked in the top 35% of swimmers in their age group, their same sex, in that stroke and distance
• B - This standard means your swimmer is ranked in the top 55% of swimmers in their age group, their same sex, in that stroke and distance.
• C - This standard is for all swimmers with times below the "B" standard. Everything from 0.00 up to the "B" standard is a "C" time.

HOW ARE THE TIME STANDARDS DETERMINED?

Age Group motivational standards are set on a four-year (quad) basis.  The current time standards are for the 2021 to 2024 time period.  The motivational times are based on the historical fastest 16th place seed time of the Top 16 swimmers in that age group for each year in the previous cycle. For exact details on how they are calculated please see this Swim Swam article.

HOW DO MOTIVATIONAL TIMES FACTOR INTO                 SWIM MEETS?

All swim meets have some form of time standards.  Those standards are published in the meet form that accompanies each meet and can typically be found on the registration page for that particular meet under details.  You may also see an indicator of what the time standards are for each meet by looking at the name.

CHAMPIONSHIP MEETS

In Age Group Swimming there are also some championship meets that have their own qualifying time standards that fall somewhere in the "A" or better time standards.  You can find those standards here.  These are the meets that the swimmers want to go to.

• Short Course Yards

• Spring Age Group Championships - Spring AG Champs - Early Mach (14 years old and under)
• Far Westerns Meet - Travel meet in Northern California early April
• Winter Age Group Championships - WAG - Early December

• Long Course Meters

• Speedo Grand Challenge - Woollett - Late May
• June Age Group Championships - JAG - Woollett - Mid-June
• Summer Age Group Championships - Summer AG Champs - Late July
• Elite Age Group Championships - Late July or Early August

NOVA EQUIPMENT LIST

X = yes, N/A = not applicable, REC = recommended

PROGRAM FEES

USA SWIMMING ANNUAL REGISTRATION FEES

USA Swimming registration is required for all practices and in order to enter any swim meet; in addition, it provides liability insurance for NOVA. Without this registration, a swimmer is not allowed to practice or compete in the pool. For 2024, the cost is $86 per calendar year. The annual membership will automatically be billed to your NOVA account at the end of each calendar year, no action is required by the member.

NOVA ANNUAL REGISTRATION FEE

NOVA charges an annual membership fee to help support the various activities and administrative tasks required for maintaining the organization and providing services to its members. The $100 fee per family is automatically renewed and charged to your January 1st invoice.

MONTHLY BILLING POLICY

Monthly Fees are billed on the 1st of each month.

MULTIPLE SWIMMER DISCOUNTS

The first swimmer in each family will pay the full monthly dues. The second and third swimmers within the same immediate family receive a $25 discount per month. The fourth and additional swimmers within the same immediate family swim at no additional charge.

PAYMENT POLICY

NOVA uses TeamUnify as our online billing system, which enables members to pay by credit or debit card (VISA/MC/Discover). Monthly membership fees and any other accrued fees are automatically charged to the credit/debit cards on the first of every month. Cash or checks are not accepted for membership fees and/or expenses.

LATE PAYMENT POLICY

Monthly fees received after the 15th will be charged a fee of $25 per month until the account has been paid in full. Accounts that are delinquent for more than 45 days will not be permitted onto the pool deck, and all meet entries will be suspended until the account has been paid in full.

DECLINED CREDIT CARD POLICY

If the automated billing on the first of the month results in a credit card decline, the member is expected to make immediate arrangements to make full payment on the outstanding balance. If the full payment is not made by the 15th day of the month, a late fee of $25 will be charged to the member’s account.

USMS REGISTRATION FEE (MASTERS SWIMMERS ONLY)

This provides a membership in USA Masters Swimming (USMS) and is mandatory for participation in NOVA workouts. Masters swimmers register and submit their payments to USMS directly online at www.USMS.org. Renewal is required annually.

MEET FEES

There are fees associated with all USA Swimming swim meets, as detailed on each Meet Form. When you commit to entering a meet through the NOVA website, you are agreeing to pay the meet fees for the events that the Coach enters your swimmer into. The meet fees will automatically be charged to your account. Once the registration deadline has passed, the meet entries are submitted, and the fees are non-refundable.

TERMINATION/SUSPENSION OF CLUB MEMBERSHIP POLICY

Membership and automatic monthly billing of membership fees continue from month-to-month on an ongoing basis until you submit an emailed Termination/Suspension Notice. A Termination/Suspension Notice must be received by the 20th of the month to be effective at the end of that month. Terminations are effective on the last day of the month. Monthly fees are not prorated if a swimmer stops attending practice mid-month. NOVA does not terminate membership retroactively and does not refund membership dues already paid. Please send your Termination/Suspension Notice by email to info@novaquatics.com. Members will receive a confirmation that the notice has been received and processed.

ACCESSING YOUR NOVA TEAMUNIFY ACCOUNT

Members can access their account and declare for swim meets through the NOVA website.  By logging in to the account, members can view the current balance due, manage their profile (credit card on file, address, phone number, etc.), check meet results, and more.  Below are instructions for accessing your account:

TO SIGN IN AND ACCESS YOUR ACCOUNT:

1. Go to www.novaquatics.com and click “Sign In” at the top right corner of the page.
2. Sign in: Use your account email address and password to sign in. If you do not know your password you can reset it by clicking “Forgot Password?”

1. If you are still having problems signing in, or do not know the primary email address associated with your login, please email us at info@novaquatics.com for assistance.

3. View your account: After signing in, click on “Hello, Your Name” at the top right of the page and when the drop-down menu appears, click on “My Account.” This will take you to your Back Office and will populate your account page.

In this box, you will see several tabs at the top. Below are details of each tab:

Account: This is where all of your personal information is stored. Your name, address, phone numbers, emails, emergency contacts, insurance, and medical provider.  This tab is where you will verify your phone and email for communications, as outlined in the communications section of the handbook.

Members: In this tab, you will see all of your registered NOVA swimmers. By clicking on one, their individual information will be displayed. Here you may add a picture, as well as view their current club status, age, and date of birth.

        In the Details tab is all of the relevant information about your swimmer, including suit and clothing sizes. The ID # listed on this page is their USA Swimming ID #. Here you can also see what group/level this swimmer is in.

        The Best Times tab will show your swimmer’s best times in each event since they have joined NOVA.

        The Meet Results tab will show your swimmer’s times from each meet that they have participated in since they have joined NOVA.

Using the arrow at the top right to scroll to other tabs, you’ll find the USA Swimming Membership tab. In this tab will be your swimmer’s USAS membership ID #.

You can navigate to your other swimmers using the drop down arrow next to your swimmer’s name at the top left of this page.

Billing Summary:By default, this page shows you the charges to your account over the last 30 days. By using the drop down menu on the left of the page you can view farther back or search a specific time period. The blue underlined individual line items can be clicked on for details.

Historical Billing Information: This tab will allow you to download all invoices and charges before October 2023, when TeamUnify updated their system.

*Note regarding current invoices: The current invoice reflects any accrued charges from the past month (swim meet fees, travel fees, etc) that will be charged to your card on file on the first of the month. It does not show the next month’s dues. You will be charged items from that month’s invoice plus dues for the following month, as those are charged in advance.

Payment Setup: This tab allows you to update or change your payment information.

Service Hours: This tab will show all of the service hours credited to your account. From the top left of the information box you can view your service hour requirement for the current year. If you were a member in January this will display as February of the current year. The next column to the right says Obligation & Adjustments and shows the number of service hours that you owe for the current calendar year. The next column is Worked and will list out the dates, amount of time, and a short description of the job that you worked. The last column is your Balance. This shows the number of service hours that you still need to work to fulfill your annual requirement. If this number is negative it means that you have worked more than the required hours - thank you!!

Dues Schedule tab shows your swimmers and their recurring charges.

SWIM MEET ENTRY PROCEDURE/DECLARING FOR A MEET

All of the upcoming meets that NOVA participates in are listed on the NOVA website under the “Meets & Events” tab on the home page. Clicking on an event provides details including eligible groups, and the registration deadline. The Meet Form file provides all of the information for the meet - who can participate, where it will be held, which events are offered, entry fees, etc. If you have any questions about the Meet Form or a specific meet, please contact your swimmer’s Coach.

The Meet Form File is uploaded into the event here:

The Registration Deadline on each event page will tell you the deadline to declare your swimmer as participating or not. Once this date passes, a swimmer cannot be entered into an event.

Once you’ve determined if a particular event applies to your swimmer, you must declare using the following process:

IF YOUR SWIMMER WILL NOT BE ATTENDING

1. Sign into your TeamUnify account and click on the tab on the home page “Meets & Events.”
2. The drop down menu will appear. Click on “Declare for a Meet.”
3. This will bring up the team’s events page.
4. Scroll down until you see the event that you want to declare for. Click on that event title to bring up that specific event.
5. Make sure to pay attention to the Registration Deadline. This is the last date that you can declare your swimmer as attending or not attending.
6. At the top you will find several tabs, click on “Edit Commitment.”
7. This will bring up the registration box.
8. Scroll down to where your swimmers are listed. You will have to declare individually for each swimmer in your account.
9. Click on the first swimmer and use the declaration drop down menu to select “No thanks, my swimmer will NOT attend this event.”
10. Scroll to the bottom of the page and click on the box that says “Save Changes.”
11. Repeat the process for additional swimmers.

IF YOUR SWIMMER WILL BE ATTENDING

1. Sign into your TeamUnify account and click on the tab on the home page “Meets & Events.”
2. The drop down menu will appear. Click on “Declare for a Meet.”
3. This will bring up the team’s events page.
4. Scroll down until you see the event that you want to declare for. Click on that event title to bring up that specific event.
5. Make sure to pay attention to the Registration Deadline. This is the last date that you can declare your swimmer as attending or not attending.
6. At the top you will find several tabs, click on “Edit Commitment.”
7. This will bring up the registration box.
8. Scroll down to where your swimmers are listed. You will have to declare individually for each swimmer in your account.
9. Click on the first swimmer and use the declaration drop down menu to select, “Yes, please sign my swimmer up for this event.”
10. Directly below the drop down menu you will see a Notes box. You can enter any information pertaining to this event that you would like the Coach to know.
11. Scroll to the bottom of the page and click on the box that says “Save Changes.”
12. Repeat the process for additional swimmers.

CHECKING MEET ENTRY APPROVAL & EVENTS

Your Coach will review your declaration and enter your swimmer into their events after the registration deadline.

To check your approved events:

1. Sign into your TeamUnify account and click on the tab on the home page “Meets & Events.”
2. The drop down menu will appear. Click on “Declare for a Meet.”
3. This will bring up the team’s events page.
4. Scroll down until you see the event that you have declared to attend. Click on that event title to bring up that specific event.
5. At the top you will find several tabs, click on “Edit Commitment.”

This will bring up the registration box and you will see the events that your coach has approved for your swimmers next to their names. The event will be listed by event number, age group, event, name, their best time in that event and then say “Approved” in red.

WHEN MULTIPLE AGE GROUP OPTIONS ARE AVAILABLE

Please read the Meet Forms thoroughly before declaring for a meet. Most swimmers that are 7-8 years old may enter in either 5-8 age group or 7-10 age group in a single meet but they cannot enter a combination of these age groups. The same applies to 11-12 year olds that can swim in the 11-12 age group or the 11 & over age group, but not both at the same meet.

HOW TO HANDLE A CHANGE IN SWIMMER STATUS FOR A MEET

If your swimmer can no longer attend a meet that they have declared for there are two options.

• If the registration deadline for meet entry has not yet passed, you can go back into the event and change your swimmer’s status to “No thanks, my swimmer will NOT attend this event.” If you are able to change this before the registration deadline, you will not be charged for the event.
• If the registration deadline for meet entry has already passed you’ll need to contact your Coach to let them know that your swimmer will not be in attendance.

Once the registration deadline has passed, you will be charged for the events regardless of if your swimmer attends the event.

POLICIES

INACTIVE SWIMMERS/MONTHS

Swimmers who are inactive for over 90 consecutive days will receive a service hour credit of 4 hours per month. To declare inactivity, an email must be sent to info@novaquatics.com notifying the intent to be inactive for 90 days or more and specifying the beginning and ending dates of the inactive period.

MEDICAL LEAVE

A medical leave is defined as an absence from swimming due to serious health concerns documented by a physician and lasting at least thirty (30) consecutive days. Monthly fees will be waived with a $15 hold fee. Swimmers requesting a medical leave must be under a physician’s care at the time and email a medical leave request to info@novaquatics.com with the estimated leave time and a doctor’s note stating the reason he/she cannot swim. Members must provide a monthly status update to invo@novaquatics.com by the 20th of each month.

AUGUST MODIFIED SCHEDULE

The team may have a modified schedule in August. There is no reduction in the membership fee for the month of August.

TEAM APPAREL

All swimmers are required to wear NOVA swimsuits and NOVA caps at all swim meets. Team apparel may be ordered online from Competitive Aquatic Supply (CAS) at www.casswimshop.com or directly at CAS Swim Shop 15661 Container Lane, Huntington Beach, CA 92649. NOVA Swimmers receive a 10% discount at CAS. For online shopping, find the “Team Stores” tab on their website and enter the code: NOVA.

PARKING AT WOOLLETT AQUATIC FACILITY

Woollett has an upper lot and a lower lot for parking which is located in the front of the facility. The upper lot is for athletes and spectators and open for parking at all intrasquad events and practices. The upper lot is not accessible during regional or national competitions.

The drive-thru drop off lane at the front of the facility is open for drop-off and pick-up during practices, intrasquad meets, regional meets, and national competitions. There is no parking permitted in the drive-thru lane.

The lower parking lot, directly in front of the facility front door is reserved for Coaches, Officials, and Administrators during intrasquad, regional, and national competitions. The parking spots will be coned off with names attached to each one. Please do not move the cones or park in these spaces.

If the upper lot is full, overflow parking can be found at the Heritage Park Community Center at 14301 Yale Ave. Irvine, CA 92604 or in the back parking lot of the High School, which is located down Escolar, just to the west of Irvine High School.

ON DECK POLICIES

PARENTS

• Members are encouraged to ask questions and talk to your child’s Coach, but please do so before or immediately following their workout.
• Please refrain from talking to your child during practice.
• Parents are not allowed on the pool deck during practice for insurance reasons.
• Any children not swimming must sit with their parents or supervising adults outside the pool area.
• No one other than a registered swimmer may be in the water at any time.
• No pets are allowed on campus, per Woollett Aquatic Center rules.

SWIMMERS

• Please arrive 15 minutes early for your practice and be prepared to enter the facility and pool.
• Bring your swim gear and water bottle to your lane for every practice. See required equipment list.
• Go to your lane a few minutes before your practice time with your suit, cap, and goggles on.
• Please tell your Coach before practice if you have to leave early.
• Swimmers should not enter the water until instructed to do so by their Coach.
• Place your backpacks and shoes near the bleachers and out of the walkways.
• Be considerate of other people’s belongings.
• No horseplay/running/flipping, etc on the deck.

SPECTATORS

• Spectators are not permitted onto the pool deck during practices or meets.
• Spectators will be let into the facility 15 minutes before the start of a meet session.
• All spectators must sit in the grandstands during meet sessions.
• Spectators are not allowed into the locker rooms per USA Swimming and Safe Sport rules.
• Spectators will be permitted to use the lobby restroom facilities during intrasquad meets. Regional and national level meets will be determined by the administration.
• If you are volunteering during a meet session, please exit the facility through the gate you entered and use the park pathway to walk to the volunteer check-in gate.

COMMUNICATIONS

Emails will be sent out to all members for announcements such as meet declaration, estimated meet timelines, volunteer job signups, and social events. Many emails will refer you to the team website. All needed forms can be found at: www.novaquatics.com. Events, schedules, and announcements will be updated regularly on the website. Please make sure to update your email and SMS information for any emergency or last minute notifications. See instructions below.

NOVA uses the On Deck App to supplement the TeamUnify website. Download it to have quick access to your swimmer’s events and job signups.

NOVA uses the Meet Mobile App to display meet events, athletes, and unofficial times during the team events. Download it to have access to real time events, unofficial results, nearby meets, and to search swimmers.

NOVA has a Youtube channel that plays the live feed of each meet session at Woollett. That can be accessed here.

NOVA EMAIL VERIFICATION

.All members must review and verify their email addresses annually for team communication purposes in your account at www.novaquatics.com . NOVA may send reminder emails or quick, last-minute announcements via email.

In order to verify your email address, you will have to sign into your www.novaquatics.com TeamUnify account and do the following:

1. Find your name at the top right of the page where it says, “Hello, Your Name.”
2. Click on your name, and when the drop down menu appears, click on “My Account.”
3. When your account pages populates, you will see the blue “Account Information” heading at the top left of the box. Find the smaller box that says “Account Login Email.” It will have a red star next to it.
4. Enter your preferred email contact information.
5. Then scroll down to the blue “Account Contact Information” heading and use the smaller “Alternate Email” boxes to add additional emails. You can add up to three alternate emails.
6. Click SAVE at the bottom right of the account page. You’ll have to scroll down a bit.
7. Scroll back up and click the yellow “Unverified” button above each email address that you have added. A validation code will be sent to that email address.
8. Check your email and click on the provided link.
9. Please verify all other emails in the same manner.  
10. Once verified, a green “Verified” box will appear above the email addresses.

NOVA SMS CELL PHONE/TEXTING VERIFICATION

All members must review and verify their phone numbers annually for texting purposes at www.novaquatics.com. NOVA may send reminder texts or quick, last-minute announcements via text. You might receive notices such as last minute changes to a schedule, pool closures, or member meeting reminders.

In order to verify your number, you will have to sign into your www.novaquatics.com TeamUnify account and do the following:

1. Find your name at the top right of the page where it says, “Hello, Your Name.”
2. Click on your name, and when the drop down menu appears, click on “My Account.”
3. When your account pages populates, scroll down to the blue “Account Contact Information” heading until you see the smaller box that says “Mobile/SMS.”
4. Enter your preferred contact number and choose your Mobile/SMS and Carrier information.
5. You can add a second phone/carrier as well.
6. Click SAVE at the bottom right of the account page. You’ll have to scroll down a bit.
7. Scroll back up and click the yellow “Unverified” button above each phone number that you have added. A validation code will be texted to your phone.
8. Type this code into the window on your computer and click the agree “Verify” button.
9. Please verify all other phone numbers in the same manner.  
10.  Once verified, a green “Verified” box will appear above the phone numbers.

ELECTRONIC COMMUNICATION POLICY

PURPOSE

NOVA acknowledges the significance of Electronic Communication and social media in contemporary society, recognizing that many swimmers rely on these platforms for communication. While NOVA acknowledges the benefits of these methods, it also emphasizes the importance of considering associated risks when adults communicate with minors through electronic means.

CONTENT

All Electronic Communication from Adult Participants to Minor Athletes must be professional in nature and for the purpose of communicating information about team activities. The content and intent of all Electronic Communications must adhere to the USA Swimming Code of Conduct regarding Athlete Protection.

OPEN AND TRANSPARENT

• If an Adult Participant communicates one-on-one with a Minor Athlete via Electronic Communications, the Minor Athlete’s parent/legal guardian must be copied or included. If a Minor Athlete communicates to the Adult Participant privately first, said Adult Participant must copy or include the Minor Athlete’s parent/legal guardian on any Electronic Communication response to the Minor Athlete. Adult Participants must only use Electronic Communication platforms that allow for Open and Transparent communication.
• The following exceptions apply to the above

• In emergency circumstances
• When a Dual Relationship exists; and/or
• When the Close-In-Age Exception applies.

• When an Adult Participant communicates electronically to the entire team or any number of Minor Athletes on the team, the said Adult Participant must copy another Adult Participant.

REQUESTS TO DISCONTINUE

Parents/legal guardians may request in writing that their Minor Athlete not be contacted through any form of Electronic Communication by USA Swimming or by an Adult Participant subject to this Policy. USA Swimming must abide by any such request that the Minor Athlete not be contacted via Electronic Communication, or included in any social media post, absent emergency circumstances.

HOURS

Electronic Communications must only be sent between the hours of 5:00 a.m. and 9:00 p.m. local time for the location of the Minor Athlete, unless emergency circumstances exist, or during competition travel.

PROHIBITED ELECTRONIC COMMUNICATION

• Adult Participants are not permitted to maintain private social media connections with Minor Athletes and such Adult Participants are not permitted to accept new personal page requests on social media platforms from Minor Athletes, unless the Adult Participant has a fan page, or the contact is deemed as celebrity contact as opposed to regular contact. Existing social media connections with Minor Athletes must be discontinued. Minor Athletes may “friend”, “like” or “follow” USA Swimming’s official page.
• Adult Participants must not send private, instant or direct messages to a Minor Athlete through social media platforms.
• The following exceptions apply to prohibited Electronic Communication:

• When a Dual Relationship exists; and/or
• When the Close-In-Age Exception applies.

PHOTOGRAPHY AND MEDIA RELEASE POLICY

NOVA reserves the right to use photos of members from team sponsored events to promote the club in print publications, online publications, presentations, websites, and social media. We make every effort to ensure all photographs and display of images from team events observe generally accepted standards of decency in particular:

• Action shots should be a celebration of the sporting activity and not a sexualized image in a sporting context.
• Action shots should not be taken or retained where the photograph reveals a torn or displaced swimsuit.
• Photographs should not be taken from behind swimming blocks at the start of a race or exhibit a child climbing out of the swimming pool.
• Photographs should not be taken in locker rooms or bathrooms.
• NOVA strictly follows and enforces USA Swimming’s requirement that photos are not allowed behind the blocks at any meet or event.

LOCKER ROOM AND CHANGING AREAS POLICY

PURPOSE

The following guidelines are designed to maintain personal privacy as well as to reduce the risk of misconduct in locker rooms and changing areas.

FACILITIES

The following is a description of NOVA practice and competition facilities that athletes and their families may use:

Woollett Aquatics Facility in Irvine. This location has a changing area that is shared with the general public. As such, there are likely to be people who are not associated with NOVA in the changing area around the time of practice. 

Fountain Valley High School in Fountain Valley. This location has a changing area that is shared with the general public. As such, there are likely to be people who are not associated with NOVA in the changing area around the time of practice. 

Northwood High School in Irvine. This location has a changing area that is shared with the general public. As such, there are likely to be people who are not associated with NOVA in the changing area around the time of practice. 

Soka University in Aliso Viejo. This location has a changing area that is shared with the general public. As such, there are likely to be people who are not associated with NOVA in the changing area around the time of practice. 

REQUIREMENT TO USE LOCKER ROOM OR CHANGING AREA

The designated locker room or changing area must be used when an Athlete or Adult Participant changes, in whole or in part, into or out of a swimsuit when wearing just one suit. Deck changing is prohibited.

OBSERVABLE AND INTERRUPTIBLE

All In-Program contact between Adult Participants and Minor Athletes in a locker room, changing area or similar space must be observable and interruptible, except:

• In emergency circumstances
• A Dual Relationship exists; and/or
• The Close-In-Age Exception applies.

PRIVATE OR SEMI-PRIVATE SPACE FOR MINOR ATHLETES

USA Swimming must provide a private or semi-private place for Minor Athletes that need to change clothes or undress at events or facilities under partial or full jurisdiction of USA Swimming.

USE OF RECORDING DEVICES

Use of any devices including a cell phone’s recording capabilities, including voice recording, still cameras and video cameras in locker rooms, changing areas, or similar spaces by a Minor Athlete or an Adult Participant is prohibited.

UNDRESS

Adult Participants must not change clothes or behave in a manner that intentionally or recklessly exposes his or her breasts, buttocks, groin, or genitals to a Minor Athlete under any circumstance. An Adult Participant must not request a Minor Athlete to expose the Minor Athlete’s breasts, buttocks, groin, or genitals to the Adult Participant under any circumstance. Nothing in this section shall be construed to apply to areas of the body exposed while wearing swimwear which conforms to the current concept of the appropriate for the individual’s competition category.

SHOWERS

• Adult Participants must not shower with Minor Athletes unless:

• The Adult Participant meets the Close-In-Age Exception; and/or
• The shower is part of a pre- or post- activity rinse while wearing swimwear.

• Parents/legal guardians may request in writing that their Minor Athletes not change or shower with Adult Participants during in-program contact. USA Swimming must abide by such a request.

MONITORING

USA Swimming must regularly and randomly monitor the use of the locker rooms and changing areas to ensure compliance with this policy. Locker rooms and changing areas may be monitored by use of the following methods:

• Conducting a sweep of the locker room or changing area before athletes arrive;
• Posting staff directly outside the locker room or changing area during periods of use;
• Leaving the doors open when adequate privacy is still possible; and/or
• Making occasional sweeps of the locker rooms or changing areas with women checking on female locker rooms and men checking on male locker rooms.

Every effort must be made to recognize when a Minor Athlete goes to the locker room or changing area during practice and competition, and, if the Minor Athlete does not return in a timely fashion to check on the Minor Athlete’s whereabouts.

PARENTS/LEGAL GUARDIANS IN LOCKER ROOMS OR CHANGING AREAS

If a parent/legal guardian enters a locker room or changing area, it must only be a parent/legal guardian of the same competition category and the parent/legal guardian should notify a coach or administrator in advance.

SERVICE HOUR REQUIREMENT POLICY

Hosting swim meets is NOVA’s primary means of fundraising. In order to run a successful meet for the athletes, Officials and spectators, the support of all families is needed to fill the important meet jobs. The revenue generated from our NOVA-hosted swim meets supplements the income from the monthly membership dues to pay all operating expenses including coach salaries, pool rental fees, and equipment purchases and maintenance. This keeps the monthly membership dues as low as possible for all members. The Service Hour Requirement is 48 hours, and is applied each calendar year from January through December. It applies to ALL families, even if your swimmer does not participate in any meets. Families that do not complete the Service Hour Requirement during the calendar year are automatically charged the Opt-Out Fee of $25 per hour not worked.

The average intrasquad meet needs 200 volunteers per day to run successfully. This includes meet setup and tear down, hospitality, admin, timers, meet marshals, and gate monitors. It takes nearly 500 volunteers per day to run a regional or national meet. It is imperative that all families help to make this program run smoothly and successfully for our athletes.

Please let the volunteer coordinator know if you are unable to work your shift, and it is too late to remove yourself from the job signup. Email volunteers@novaquatics.com or call/text 562-686-5190. No Call/No Show volunteers will be charged $25 for every hour missed.

NOVAQUATICS VOLUNTEER POLICY EFFECTIVE JANUARY 1ST, 2024

“Creating a positive environment where excellence is inevitable” is only possible with the dedicated efforts of all NOVA families. Your child is swimming with one of the best teams in the nation, and part of that success is due to our  parent volunteers. Parental support and involvement are vital to the success of the team. The minimal obligations of all NOVA families include the following:

Required Hours: All NOVA families with swimmers in the NOVAIntro, Developmental NOVA 1-4, and Competitive programs have a minimum volunteer hour requirement of 48 hours per year. Families joining the team during the year will have their hours prorated at 4 hours per month for each month your swimmer participates. Groups in the Intro, Developmental, and Competitive program are as follows:

Gold / Silver / Bronze / NOVA 1, 2, 3, 4 / NOVA Intro

Participating in any NOVA-hosted event, either on deck or off or fulfilling the Timing Coordinator and Timer positions at an Away Meet will be applied toward your required 48 hours.  

Nova Hosted Meets: All volunteer positions on the job sign ups for each meet will be applied to your annual service hour requirement. Each family is asked to volunteer a minimum of 12 of the 48 hours during the National meets in July and August. 

Timing Coordinator at Away meets: A timing coordinator will be responsible for coordinating all timing chairs at an Away Meet, ensuring that timer information is correct and transmitting this information to the Volunteer Coordinator. Timers at Away Meets: NOVA is assigned timing chairs at every Away Meet. Each family attending is required to time at least one session per swim meet.These shifts will count towards the 48 hour requirement.

Non-compliance: NOVA families with swimmers in the program will be subject to a Non Compliance Fee (NCF) of $1,200.00 per family if the 48 volunteer hour requirement is not met. For each hour worked, the NCF will  be reduced by $25. Families who volunteer at least 48 hours will not be assessed a NCF. Late fees will be assessed on any  unpaid balance due. Since volunteering is essential to the successful operation of our NOVA hosted meets and a  condition of NOVA membership, families who show a pattern of not volunteering, or who fail to pay the NCF, may have their membership application refused at renewal.

NON NOVA-HOSTED AWAY MEET TIMING REQUIREMENTS:

All families who have swimmers participating in an Away Meet (any meet not hosted by NOVA) are responsible for  timing at those meets, without exception. Each family is required to time at least one session per swim meet. Exceptions to  this rule may occur at Senior Meets or Championship Meets where a limited number of swimmers are in attendance and  additional timing sessions may be required. A session length will be defined by the length of the meet and predicated on the  number of chairs the NOVA team is assigned. In general, a session will last between 1 and 1.5 hours.

• If you sign up for or are assigned to an away meet timing assignment and do not show up for your shift or have not  made arrangements for a replacement to fulfill your shift, you will be assessed a penalty fee of $25 for each shift missed.

• For those families who have older swimmers that drive themselves to meets, you are still responsible for away meet  timing. It is your responsibility to fulfill your timing obligation either by your swimmer or another family member.

• Parents of swimmers in the long distance events (400 IM, 400/500 Freestyle, 800/1000 Freestyle or 1500/1650  Freestyle) are responsible for timing and lap counting for your swimmer during these events in addition to your regular away meet timing obligation.

• If your swimmer makes it back for a Finals Session, you are responsible for timing during that Finals Session.

• All families must check in with the Timing Coordinator before the start of their shift. The Timing Coordinator will be stationed behind the timing blocks to give you your lane assignment.

• If you do not check in, you will be charged $25 for your shift.

An ADULT other than a parent may satisfy your volunteer obligation, as long as the substitute can competently perform the  volunteer task.

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, they are still responsible for working that shift or providing a substitute. If a family does not show up for a shift or does not find a suitable substitute for that shift, they will be charged $25 per hour for every hour missed.

Please let the volunteer coordinator know if you are unable to work your shift. Email volunteers@novaquatics.com or call/text 562-686-5190.

From time to time, we post snack bar and hospitality donations for 1.5 hours for every $25.00 donated. If your family finds it  difficult to participate on deck, this is an alternative means to support the team.

Swimmers who are inactive for more than 90 consecutive days will be credited 4 service hours per month of inactivity. A letter or email must be sent to the NOVA Billing Officer, giving notification of intent to be inactive for 90 days or more, stating beginning  and ending dates.

New members who join NOVA will have their volunteer hours prorated at 4 hours for each remaining month in 2024. Families  joining in late November or December will not be responsible for volunteer hours for the remaining months of 2024, but are encouraged to sign up to volunteer to become comfortable with the process and on deck jobs.

Community Service certificates are available for anyone who volunteers and needs to earn community service hours.  

The intent of this policy is not to raise money, but to emphasize how very important it is that we all work together to  maintain the high standards NOVA exemplifies and to help more evenly share the volunteer effort required to provide  well run meets and activities for our children. NOVA cannot run a meet without adequate parental support. This policy  is intended to provide flexibility for families throughout the year to fulfill the minimum 48 hour obligation. Many of our  families volunteer in excess of 100 hours to NOVA during the year. Those families not doing their fair share during  NOVA-hosted events, critically jeopardize the smooth management and operation of these events and also subject the  club to increased membership fees.

VOLUNTEER TRAINING

We ask that each on deck volunteer complete two USA Swimming trainings. Both trainings can be found in your USA Swimming Parent account.

The first is the “Parents Guide to Misconduct in Sport.”

The second is the “Meet Marshal Exam.”

To access these trainings, please follow the instructions below:

Log into your USA Swimming Parent Account. You created a parent account when you registered your swimmer. You can log in either through the app or online.

If using the app:

1. Log into your account.
2. Use the 3 lines at the top right and scroll down to click on Safe Sport.
3. Scroll down until the boxes alternate red and blue in color and click on the red box that says “Free Training for Parents.” Clicking on this looks like it takes you back to your account home page, but now there will be two sets of the 3 line menus at the top right of your screen.
4. Click on the bottom 3 sets of lines and then click on Education.
5. Click on Course Catalog.
6. This will populate your USA Swimming University account page.
7. Click on all and scroll down to “Parents Guide to Misconduct in Sport”, or “Meet Marshal Exam.”
8. Once completed, you'll go back to the University account page. At the top of your account there are two rectangle red boxes. “View Transcripts” and “View Certifications.” The transcripts box will have all of your completed courses and certifications. You can just screenshot the Meet Marshal Exam completion and send it to: volunteers@novaquatics.com. The “Parents Guide to Misconduct in Sport” completion certificate needs to be downloaded and sent to andi.kawamoto-klatt@novaquatics.com.

If you're using a pc:

1. Login to your account at usaswimming.org
2. Click on the Education tab at the top right, then Course Catalog.
3. Then follow the steps above from #3 to find your courses.

VOLUNTEER POSITIONS & DESCRIPTIONS

Intrasquad volunteers will check in at the volunteer table located at the Northeast corner of the pool, using the outside park gate. This entrance is near the tennis courts. Please do not come down onto the pool deck to find the volunteer table. If you are sitting in the spectator area, you will need to exit the facility, using the park sidewalk to walk to the next entrance.

Regional and National Meet volunteers will check in at the garage. The garage is located at the Southwest corner of the Aquatics Center, and can be accessed by following the sidewalk past the snack bar and continuing towards the high school. When the sidewalk ends you will be met with an asphalt path that leads back to the building. Follow that path to find the volunteer check-in table located just inside the garage.

ANNOUNCERS - Announcers go through a training with the Meet Official, and announce the events, heats, swimmers, unofficial heat winners, and other pertinent meet and session information.

FRONT DOOR MONITOR - The front door monitor will sit outside the front door of the lobby to make sure that swimmers and spectators are using the correct entrances. During our intrasquad meets both swimmers and spectators need to use the park-side gate nearest the scoreboard. Spectators are allowed to use the lobby restrooms during these meets. For Regional and National Meets, swimmers must enter through the garage and spectators must enter through the park-side gate nearest the scoreboard. There is no lobby restroom access during these meets.

GATE MONITORS - Gate Monitors are staged at various entry and exit points throughout the facility, depending on the needs of the meet. Gate Monitors check credentials and ensure that only people with permission are allowed onto the pool deck. We run a closed pool deck, meaning that parents are not allowed to spectate on deck.

HEAD TIMERS - Each meet session needs two Head Timers. The Head Timers sit at either end of the pool and run two stopwatches each. They act as backup timers for the timing lanes in case of stopwatch malfunctions.

HOSPITALITY - Hospitality Team works in our snack bar/kitchen area. Meals are prepared and served to Coaches, Officials, and Admins at Intrasquad Meets. The snack bar is open to the public during meet sessions. Hospitality also prepares and serves Coaches, Officials and Admins at Regional and National Meets as well as our NOVA social events.

MEET MARSHAL - The certified Meet Marshals have taken the Meet Marshal Exam via their USA Swimming Parent Account and have submitted the results to volunteers@novaquatics.com. Once this training has been completed, Meet Marshals have the knowledge to handle on deck responsibilities such as monitoring warm-up/warm-down lanes, the pool deck and swimmer safety, spectators, and locker rooms.

PARKING LOT MONITOR - Parking Lot Monitors help to enforce parking and the drop off/pick up zone.

POSTER/RUNNER - The Poster/Runner will post heat sheets, result sheets, and any other changes that need to be communicated via the results boards. The Poster/Runner will sit behind the admin computers at the meet and assist them with any timing results needs that may arise during the meet.

SET UP/TEAR DOWN CREW - The Setup and Tear-down Crew work as a team both before and after meets to ensure all equipment is up and running for the sessions. At the end of the meet, all equipment is taken down and carefully stored.

TIMERS - Timers will arrive to the volunteer check in table and be assigned a lane and timing chair for their shift. Each lane will be assigned two Timers. One Timer will run the stopwatch, starting it for each heat when they see the light flash on the starting box. The other Timer will run the clipboard for that lane. Before each heat the writer will confirm the name of the swimmer for that heat. At the end of each heat the writer will record the swimmer’s time from their partner’s stopwatch. There are three lines on the clipboard’s heat sheet. One for minutes, one for seconds, and one for hundredths. If a swimmer soft touches, meaning that when they finish their race the scoreboard timer does not stop, the writer will mark the check box that indicates to admin that it was a soft touch. At the end of the race, both Timers will stand up, walk towards the edge of the pool, each pick up a pickle (part of the on-deck timing system), and press the button when they see their lane’s swimmer touch the wall.

TIMING COORDINATOR - The Timing Coordinator will arrive to the volunteer check in table and pick up a clipboard with the timing lane and chair assignments. The lanes are pre-assigned by Admin. The Timing Coordinator will sit at the volunteer check in table to greet and assign the lane Timers. Once all Timers have checked in for the shift, the Timing Coordinator will periodically check on the Timers to offer quick restroom breaks. If a Timer is a no-show, or late for their shift, it is the Timing Coordinator’s job to sit in that chair until a replacement can be found.

WHEN TO SIGN UP FOR VOLUNTEER JOBS

After the registration has closed for an event an estimated timeline is created based on the number of swimmers that have declared for that meet. That timeline is sent to the Volunteer Coordinator, who creates the volunteer jobs and shifts for the meet. An email will come from TeamUnify and volunteers@novaquatics.com to let you know the date and the time that job signups will open. It will also tell you how many shifts that you can sign up for per day, or per meet. The signup takes place a few days before the start of the meet. The jobs are created based on the estimated timeline of the meet. Oftentimes, we run fast and finish early. But occasionally there are circumstances beyond our control and we run slightly behind. If this happens and you are asked and able to stay late, you will receive credit for any additional time that you work.

There are two ways that job signups are created, and it will be specified in the email from the Volunteer Coordinator. If the meet is large, and a large number of volunteers will be required, an event is created just for the job signups and it is named “Job Signup for XYZ Meet.” In this case, you can click on the title of this “Job Signup” event and proceed to sign up following the directions below.

If the meet is smaller, or shorter, the job signup will be added to the Swim Meet Event as an extra tab within that event. You’ll click on the specific event, just like you do when declaring, and then find the green Job Signup tab and follow the directions below.

HOW TO SIGN UP FOR VOLUNTEER JOBS

On the date and time that job signups will open:

1. Sign into your TeamUnify account at www.novaquatics.com with your password.
2. Go to the “Volunteer” tab on the home page.
3. When the drop down menu appears click on “Sign Up for Jobs.”
4. This will take you to the events page.
5. Scroll down to find the name of the specific event you are volunteering at and click on it. You will be told ahead of time if the job signup will be part of the original event or if a separate event has been created just for job signups.
6. After you’ve clicked on the event, the event details box will pop up. At the top of the box you will see several smaller tabs, click on “Job Signup.”
7. The Event Job Signup will come up. This page will list out all of the available jobs for that specific day/meet. In the left column will be the title of the volunteer job and short description or information that you may need to know about the position. The right column will show the dates and times of shifts that are available.

8. Check the boxes next to the jobs that you’d like to sign up for.
9. Scroll down to the very bottom or very top of the event signup and find the button marked “Signup” at the bottom left/top left of the box. Click on it.

10. A smaller registration box will pop up where you can enter the name and phone number of the volunteer that will be working your shift.

11. Then click on “Sign Up.” Your shift is not guaranteed until you have finished this step.
12. To see the shifts that you have signed up for, go back to the Event Job Signup page. Scroll down the job list. Your name will be in bold next to the shifts that you are signed up for.

HOW TO REMOVE YOURSELF FROM VOLUNTEER JOBS

1. Sign into your TeamUnify account at www.novaquatics.com with your password.
2. Go to the “Volunteer” tab on the home page.
3. When the drop down menu appears click on “Sign Up for Jobs.” This will take you to the events page.
4. Scroll down to find the name of the specific event you are volunteering at and click on it.
5. After you’ve clicked on the event, the event details box will pop up. At the top of the box you will see several smaller tabs, click on “Job Signup.”
6. The Event Job Signup will come up.
7. Scroll down to find the shifts that you would like to remove yourself from. Click on the checkboxes next to your bold name for those shifts.

8. Scroll down to the very bottom or very top of the event signup and find the button marked “Remove Signup” at the bottom left/top left of the box. Click on it.
9. The system will ask you to confirm your choice. Click “Ok.”

10. Check to make sure that your bold name has been removed from the list and the job sign up for that shift is now blank.

HOW TO CHECK YOUR UPCOMING VOLUNTEER SHIFTS

1. Sign into your TeamUnify account at www.novaquatics.com with your password.
2. Use the “Hello, Your Name” at the top right of the home page to click on “My Account.”
   This will take you to your back office.
3. Use the menu on the left side of the page to scroll and find the tab “Events & Competitions.” It has a small flag icon next to it. Hover on that tab and when the menu pops up click on “Event & Job Reports.”

4. This will bring up a page with several choices underlined in blue.

The Job Signup Report will show all of the upcoming volunteer jobs that you have scheduled.

The Service Hours Forecast will keep track of the jobs that you have signed up for and worked to show you how many hours that you need to fulfill your requirement.

HOW TO CHECK YOUR COMPLETED SERVICE HOURS & BALANCE

1. Sign into your TeamUnify account at www.novaquatics.com with your password.
2. Use the “Hello, Your Name” at the top right of the home page to click on “My Account.” This will take you to your back office.
3. Your account page will be showing. You will see several tabs at the top of the box. Click on “Service Hours.”
4. This tab will show you all of the service hours that you have been credited for since you have joined NOVA. From the top left of the information box it will show you when your service hour requirement was created. If you were members in January this should show as February of the current year. The next column to the right says Obligation & Adjustments and shows the number of service hours that you owe for the entire current year. The next column is  Worked and will list out the dates, amount of time, and a quick description of the job that you worked. The last column is your Balance. This shows the number of service hours that you still need to work to fulfill your annual requirement. If this number is negative it means that you have worked more than the required hours - thank you!!

ATHLETE CODE OF CONDUCT

Athletes and families agree to abide by this code of conduct at all NOVA associated events and agree to review and abide by the additional USA Swimming Code of Conduct (found in the USA Swimming Rulebook and available online here) while participating on the team.

BASIC RESPONSIBILITIES

• Swim for the fun of it, not just to please your parents or Coach.
• Be punctual for all practices and meets. Pool time is very valuable.
• Plan on attending all meets unless you have made special arrangements with your Coach.
• Wear NOVA-approved swimsuits and team caps at meets. This displays team pride and also makes it easier to identify you on the blocks and in the water.
• Be an active participant in all team practices, competitions, fundraising events and other team activities.
• Focus on every drill and every set. Be committed to putting forth your best effort everyday. An honest effort does not include cutting laps, pulling on lane lines or missing send off/sets.
• Pay attention and follow all of the Coach’s instructions completely and exactly. The Coach is there to help you; if any clarification is needed, ask politely.
• The Coaches must adapt this philosophy to an infinite number of situations. Swimmers are asked to respect the Coach’s directions and give their full cooperation. Cooperation with teammates and staff will produce a productive practice and competitive environment for all.

SWIMMERS MUST:

• Respect and show courtesy to their Teammates and Coaches at all times.
• Demonstrate good sportsmanship at all practices and meets.
• Set a good example of behavior and work ethic for my younger Teammates.
• Be respectful of their Teammates’ feelings and personal space. Swimmers who exhibit sexist, racist, homophobic, or otherwise inappropriate behavior will be faced with consequences.
• Attend all team meetings and training sessions, unless excused by their Coach.
• Show respect for all facilities and other property, including locker rooms, used during practices, competitions, and team activities.
• Refrain from foul language, violence, behavior deemed dishonest, offensive, or illegal.
• If they disagree with an Official’s call, they will talk with their Coach and not approach the Official directly.
• Will obey all of USA Swimming’s rules and Codes of Conduct.
• Avoid any association with such activities as those listed above or association with individuals engaged in them.

CONSEQUENCES:

The Coaches have the power to impose the following penalties for any action or inaction they determine to be a violation of the Code of Conduct. The penalties include, but are not limited to the following: The swimmer may be given a verbal warning. The swimmer may be sent home with a warning and request for a Coach-Parent conference. For repeated or severe violations the swimmer may be suspended for one (1) week. There will be NO prorated fee for monthly dues. Repeated or severe violations may result in the swimmer and parent being required to meet with the Coach and Board to determine appropriate disciplinary action.

PARENT CODE OF CONDUCT

Athletes and families agree to abide by this Code of Conduct at all NOVA associated events and agree to review and abide by the additional USA Swimming Code of Conduct (found in the USA Swimming Rulebook and available online here) while participating on the team.

BASIC RESPONSIBILITIES

• Practice teamwork with all parents, swimmers, and Coaches by supporting the values of Discipline, Loyalty, Commitment, and Hard Work.
• See that your swimmer is on time for practice and arrives on time for meet warm-ups.
• Maintain self-control at all times.
• Know your role. Swimmers Swim/Coaches Coach/Officials Officiate/Parents Parent.
• Call or meet with Coaches during normal business hours before or after practice/meets to discuss issues.
• Do not coach your child at practice or during meets, that is the Coach’s job.
• Do not interrupt or confront the Coaching Staff on the pool deck during practice or meets.
• Trust and support your swimmer’s and Coach’s decisions around goal-setting, training, commitments, swim event entries, and meet schedules. Do not impose your ambitions on your child.
• Any questions about disqualifications, judging, etc should be directed to your swimmer’s Coach.
• Get involved. Volunteer, be an Official, help plan a group social. Find something you enjoy!
• Fulfill your service hour requirements.
• Pay your dues on time.

PARENTS MUST:

• Set the right example for our children by demonstrating sportsmanship and showing respect and common courtesy at all times to the Team Members, Coaches, Competitors, Officials, Parents, and all facilities.
• Get involved by volunteering, observing practices, cheering at meets, and talking with their child and their Coach about their progress.
• Refrain from coaching your child from the stands during practices or meets.
• Understand that criticizing, name-calling, use of abusive language or gestures directed toward Coaches, Officials, Volunteers, and/or any participating swimmer will not be tolerated.
• Respect the integrity of the officials.
• Direct my concerns first to my swimmer’s Coach; then, if not satisfied, to the appropriate supervisor.
• Understand that the above expectations and that my failure to adhere to them may result in disciplinary action.

USAS MINOR ATHLETE ABUSE PREVENTION POLICY

NOVA adheres to all policies outlined by USA Swimming’s Minor Athlete Abuse Prevention Policy. As a member of our team, all adults and athletes associated with the team must read and sign this policy. This policy is included in our online registration and can be signed electronically.

For athletes that are 18 or over (does not apply to Masters swimmers), you must also have completed the Athlete Protection Course offered by USA Swimming at: www.usaswimming.org/learn. You must complete this online training in order to validate your USA Swimming membership and compete.

MAAPP

This Policy Applies To:

In-Program Contact: Any contact (including communications, interactions or activities) between an Adult Participant and any Minor Athlete(s) related to participation in sport. Examples include, but are not limited to: competition, practices, camps/clinics, training/instructional sessions, pre/post event meals or outings, team travel, video review, team- or sport-related team building activities, celebrations, award ceremonies, banquets, team- or sport-related fundraising or community services, sport education, competition site visits, conventions and/or summits.

 Adult Participants: Any adult 18 years of age or older who is a:

• USA Swimming member, either athlete or non-athlete;
• Participating non-member (e.g., meet marshals, meet computer operators, timers, etc.);
• Authorized, approved or appointed by USA Swimming, Zones, Local Swimming Committees (“LSCs”) or member clubs to have regular contact with (e.g., ongoing interactions during a 12- month period wherein the individual is in a role of active engagement) or authority over Minor Athletes; and/or
• Within the governance or disciplinary jurisdiction of USA Swimming, Zones, LSCs or member clubs.

GENERAL REQUIREMENT:

USA Swimming, Zones, LSCs and Member Clubs are required to implement this Minor Athlete Abuse Prevention Policy in full. The Minor Athlete Abuse Prevention Policy must be reviewed and agreed to in writing by all Athletes, Parents/Legal Guardians, Coaches and other non-athlete members of Member Clubs on an annual basis with such written agreement to be retained by the Club or LSC, as applicable.

DEFINITIONS:

Athlete: A USA Swimming athlete member.

Authority: When one person’s position over another person is such that, based on the totality of the circumstances, they have the power or right to direct, control, give orders to, or make decisions for that person (e.g., when a power imbalance exists).

Dual Relationship: When an Adult Participant has a relationship with a Minor Athlete that is outside of the sport program. Examples of Dual Relationships include, but are not limited to, family members, mental health professionals, teachers, medical professionals and family friends.

Emergency Circumstances: A serious, unexpected and possibly dangerous situation that requires quick action and cannot be avoided. Emergency circumstances include, but are not limited to: a physical, mental or emotional medical emergency involving the Minor Athlete, relative of the Minor Athlete or relative of an Adult Participant; a Minor Athlete’s suicidal ideations/behavior; a report of abuse; a severe weather event; and last-minute practice changes.

Electronic Communication: Includes, but not limited to, phone calls, emails, videoconferencing, video coaching, text-messaging and social media.

Event or Facility Under Partial or Full Jurisdiction: Includes any USA Swimming sanctioned event (including all travel and lodging in connection with participation in the event) or any facility that USA Swimming, Zones, LSCs or member clubs owns, leases or rents for practice, training or competition.

In-Program: Activities related to participation in sport. Examples include, but are not limited to: competition, practices, meetings, camps/clinics, training/instructional sessions, pre/post event meals or outings, team travel, video review, team- or sport-related team building activities, celebrations, award ceremonies, banquets, team- or sport-related fundraising or community services, sport education, competition site visits, conventions, conferences, summits and/or workshops.

In-Program Contact: Any contact (including communications, interactions or activities) between an Adult Participant and any Minor Athlete(s) related to participation in sport. Examples include, but are not limited to contact occurring at or related to: competition, practices, meetings, camps/clinics, training/instructional sessions, pre/post event meals or outings, team travel, video review, team- or sport-related team building activities, celebrations, award ceremonies, banquets, team- or sport-related fundraising or community services, sport education, competition site visits, conventions, conferences, summits and/or workshops.

In-Program Massage: Any Massage involving an Adult Participant and any Minor Athlete(s) related to participation in sport. Examples include, but are not limited to Massage occurring at or related to: competition, practices, meetings, camps/clinics, training/instructional sessions, pre/post event meals or outings, team travel, video review, team- or sport-related team building activities, celebrations, award ceremonies, banquets, team- or sport-related fundraising or community services, sport education, competition site visits, conventions, conferences, summits and/or workshops.

In-Program Travel: Any transportation or travel involving an Adult Participant and any Minor Athlete(s) related to participation in sport authorized or funded by USA Swimming. Examples include, but are not limited to transportation or travel to or related to: competition, practices, meetings, camps/clinics, training/instructional sessions, pre/post event meals or outings, team travel, video review, team- or sport- related team building activities, celebrations, award ceremonies, banquets, team- or sport-related fundraising or community services, sport education, competition site visits, conventions, conferences, summits and/or workshops.

Massage: Any massage, rubdown, athletic training modality including physical modalities (e.g., stretching, physical manipulation, injury rehabilitation, etc.) and electronic or instrument assisted modalities (e.g., stim treatment, dry needling, cupping, etc.).

Minor Athlete: An athlete under 18 years of age who is a USA Swimming member or was a USA Swimming member within the previous 12 months.

EXCEPTIONS

(NOTE: EXCEPTIONS APPLY ONLY WHERE SPECIFIED)

Close-In-Age Exception: In-program contact between an Adult Participant and a Minor Athlete is permitted if:

1. The Adult Participant has no authority over the Minor Athlete; and
2. The Adult Participant is not more than four years older than the Minor Athlete.

Dual Relationship Exception: An Adult Participant has a dual role or relationship with a Minor Athlete. This exception requires written consent of the Minor Athlete’s parent/legal guardian at least annually.

1. Observable and Interruptible

All one-on-one In-program Contact interactions between a Minor Athlete and an Adult Participant must occur at an observable and interruptible distance from another adult, except:

1. In emergency circumstances
2. When a Dual Relationship exists; and/or
3. When the Close-In-Age Exception applies.

MEETINGS AND INDIVIDUAL TRAINING SESSIONS

1. Meetings

1. Meetings between a Minor Athlete and an Adult Participant may only occur if another adult is present and where interactions can be easily observed and at an interruptible distance from another adult.
2. If a one-on-one meeting takes place, the door to the room must remain unlocked and open. If available, it must occur in a room that has windows, with the windows, blinds, and/or curtains remaining open during the meeting.
3. Meetings must not be conducted in an Adult Participant or Athlete’s hotel room or other overnight lodging location during In-Program Travel.

II. Meetings with Licensed Mental Health Care Professionals and/or Health Care Providers

        If a licensed mental health care professional and/or health care provider meets one-on-one with a Minor Athlete at an Event or Facility Under Partial or Full Jurisdiction of USA Swimming in conjunction with participation, the meeting must be observable and interruptible by another adult, except if:

1. The door remains unlocked
2. Another adult is present at the facility
3. The other adult is advised that a closed-door meeting is occurring although the Minor Athlete’s identity does not need to be disclosed;
4. USA Swimming is notified that the licensed mental health care professional and or health care provider will be meeting with a Minor Athlete; and
5. The licensed mental health care professional and/or health care provider obtains consent consistent with applicable laws and ethical standards, which can be withdrawn at any time.

III. Individual Training Sessions

1. In-Program one-on-one individual training sessions outside of the regular course of training and practice between Adult Participants and Minor Athletes must be observable and interruptible by and another adult, except:

1. When a Dual Relationship exists; and/or
2. When the Close-In-Age Exception applies.

2. The Adult Participant providing the individual training session must receive advance, written consent from the Minor Athlete’s parent/legal guardian at least annually, with a copy provided to USA Swimming, which can be withdrawn at any time.
3. Parents/legal guardians must be allowed to observe the individual training session.

ELECTRONIC COMMUNICATIONS

1. Content

All Electronic Communication from Adult Participants to Minor Athletes must be professional in nature.

2. Open and Transparent

1. If an Adult Participant communicates one-on-one with a Minor Athlete via Electronic Communications, the Minor Athlete's parent/legal guardian must be copied or included. If a Minor Athlete communicates to the Adult Participant privately first, said Adult Participant must copy or include the Minor Athlete’s parent/legal guardian on any Electronic Communication response to the Minor Athlete. Adult Participants must only use Electronic Communication platforms that allow for Open and Transparent communication.
2. The following exceptions apply to Section II (a):

1. In emergency circumstances
2. When a Dual Relationship exists; and/or
3. When the Close-In-Age Exception applies.

3. When an Adult Participant communicates electronically to the entire team or any number of Minor Athletes on the team, said Adult Participant must copy another Adult Participant.

III. Requests to Discontinue

Parents/legal guardians may request in writing that their Minor Athlete not be contacted through any form of Electronic Communication by USA Swimming or by an Adult Participant subject to this Policy. USA Swimming must abide by any such request that the Minor Athlete not be contacted via Electronic Communication, or included in any social media post, absent emergency circumstances.

IV. Hours

Electronic Communications must only be sent between the hours of 5:00 a.m. and 9:00 p.m. local time for the location of the Minor Athlete, unless emergency circumstances exist, or during competition travel.

V. Prohibited Electronic Communication

1. Adult Participants are not permitted to maintain private social media connections with Minor Athletes and such Adult Participants are not permitted to accept new personal page requests on social media platforms from Minor Athletes, unless the Adult Participant has a fan page, or the contact is deemed as celebrity contact as opposed to regular contact. Existing social media connections with Minor Athletes must be discontinued. Minor Athletes may “friend,” “like” or “follow” USA Swimming’s official page.
2. Adult Participants must not send private, instant or direct messages to a Minor Athlete through social media platforms.
3. The following exceptions apply to Section V:

1. When a Dual Relationship exists; and/or
2. When the Close-In-Age Exception applies.

IN-PROGRAM TRAVEL AND LODGING

1. Transportation

1. During In-Program Travel, observable and interruptible environments must be maintained.
2. An Adult Participant must not transport a Minor Athlete one-on-one during In-Program Travel and must always transport at least two Minor Athletes or another Adult Participant except:

1. In emergency circumstances;
2. When a Dual Relationship exists;
3. When the Close-In-Age Exception applies: and/or
4. The Minor Athlete’s parent/legal guardian has provided, at least annually, written consent for the Adult Participant to transport the Minor Athlete one-on-one, which can be withdrawn at any time.

3. Adult Participants, including team managers and chaperones, who travel with USA Swimming must be USA Swimming non-athlete members of USA Swimming.

Adult Participants who are parents/legal guardians of Minor Athletes must pick up their Minor Athlete first and drop off their Minor Athlete last in any shared or carpool travel arrangement.

II. Lodging

1. An Adult Participant must not share a hotel room, sleeping arrangement or overnight lodging location with an Athlete.
2. During In-Program Travel, all In-Program Contact in a hotel room, sleeping arrangement or overnight lodging location between an Adult Participant and a Minor Athlete must be observable and interruptible.
3. During In-Program Travel, when doing room checks, two-deep leadership two Adult Participants should be present) and observable and interruptible environments must be maintained.
4. The following exceptions apply to II(a), (b), and ©:

1. When a Dual Relationship exists, the Adult Participant is not a coach, and the Minor Athlete’s parent/legal guardian has provided advance, written consent for the lodging arrangement; and/or
2. When the Close-In-Age Exception applies and the Minor Athlete’s parent/legal guardian has provided advance written consent for the lodging arrangement.

5. Minor Athletes should be paired to share a hotel room, sleeping arrangement or overnight lodging location with other Minor Athletes of the same competition category and of similar age.

III. Written Consent

A Minor Athlete’s parent/legal guardian must provide written consent, at least annually, for all In-Program Travel and lodging during In-Program Travel, which can be withdrawn at any time.

IV. Meetings

1. Meetings during In-Program Travel must be conducted consistent with the One-on-One Interactions section of the Policy (e.g. any such meeting must be observable and interruptible).
2. Meetings must not be conducted in an Adult Participant or athlete’s hotel room or other overnight lodging location during In-Program Travel.

LOCKER ROOMS AND CHANGING AREAS

1. Requirement to Use Locker Room or Changing Area

The designated locker room or changing area must be used when an athlete or Adult Participant changes, in whole or in part, onto or out of a swimsuit when wearing just one suit (e.g. deck changing is prohibited).

2. Observable and Interruptible

All In-Program Contact between Adult Participants and Minor Athletes in a locker room, changing area or similar space must be observable and interruptible, except:

1. In emergency circumstances;
2. A Dual Relationship exists; and/or
3. The Close-In-Age exception applies

III. Private or Semi-Private Space for Minor Athletes

USA Swimming must provide a private or semi-private place for Minor Athletes that need to change clothes or undress at Events or Facilities Under Partial or Full Jurisdiction of USA Swimming.

IV. Use of Recording Devices

Use of any devices (including a cell phone’s recording capabilities, including voice recording, still cameras and video cameras in locker rooms, changing areas, or similar spaces by a Minor Athlete or an Adult Participant is prohibited.

V. Undress

Adult Participants must not change clothes or behave in a manner that intentionally or recklessly exposes his or her breasts, buttocks, groin or genitals to a Minor Athlete under any circumstance. An Adult Participant must not request a Minor Athlete to expose the Minor Athlete’s breasts, buttocks, groin, or genitals to the Adult Participant under any circumstance. Nothing in the section shall be construed to apply to areas of the body exposed while wearing swimwear which conforms to the current concept of the appropriate for the individual's competition category.

VI. Showers

1. Adult Participants must not shower with Minor Athletes unless:

1. The Adult Participant meets the Close-In-Age Exception; and/or
2. The shower is part of a pre- or post-activity rinse while wearing swimwear.

2. Parents/legal guardians may request in writing that their Minor Athletes not change or shower with Adult Participants during In-Program Contact USA Swimming must abide by such a request.

VII. Monitoring

USA Swimming must regularly and randomly monitor the use of locker rooms and changing areas to ensure compliance with this Policy. Locker rooms and changing areas may be monitored by use of the following methods:

1. Conducting a sweep of the locker room or changing area before athletes arrive;
2. Posting staff directly outside the locker room or changing area during periods of use;
3. Leaving the doors open when adequate privacy is still possible; and/or
4. Making occasional sweeps of the locker rooms or changing areas with women checking on female locker rooms and men checking on male locker rooms.

Every effort must be made to recognize when a Minor Athlete goes to the locker room changing area during practice and competition, and, if the Minor Athlete does not return in a timely fashion, to check on the Minor Athlete’s whereabouts.

VIII. Parents/legal guardians in Locker Rooms or Changing Areas

If a parent/legal guardian enters a locker room or changing area, it must only be a parent/legal guardian of the same competition category and the parent/legal guardian should notify a coach or administrator in advance.

MASSAGES, RUBDOWNS AND ATHLETIC TRAINING MODALITIES

1. General Requirement

Any In-Program Massage performed on an athlete must be conducted in an observable and interruptible location and must be performed by a licensed massage therapist, the Coach must not perform a rubdown or massage of an athlete under any circumstances.

2. Additional Minor Athlete Requirements

1. Written consent by a Parent/legal guardian must be obtained in advance at least annually by the licensed massage therapist or other certified professional which can be withdrawn at any time.
2. Parent/legal guardians must be allowed to observe the Massage, except for competition or training venues that limit credentialing.
3. Any Massage of a Minor athlete must be done with at least one other Adult Participant physically present and must never be done with only the Minor Athlete and the person performing the Massage in the room.
4. Any Massage of a Minor Athlete must be performed with the Minor Athlete fully or partially clothed, ensuring that the breasts, buttocks, groin or genitals are always covered. Nothing in this section shall be construed to apply to areas of the body exposed while wearing swimwear which conforms to the current concept of the appropriate for the individual’s competition category.
5. Any Massage of a Minor Athlete must only occur after a proper diagnosis from a treating physician and be done in the course of care according to thephysician’s treatment plan.

ACTION PLAN TO ADDRESS BULLYING

PURPOSE

Bullying of any kind is unacceptable at NOVA and will not be tolerated. Bullying is counterproductive to team spirit and can be devastating to a victim. NOVA is committed to providing a safe, caring and friendly environment for all of our members. If bullying does occur, all athletes and parents should know that incidents will be dealt with promptly and effectively. Anyone who knows that bullying is happening is expected to tell a Coach, Board Member or Athlete/mentor.

Objectives of the Club’s Bullying Policy and Action Plan:

1. To make it clear that the Club will not tolerate bullying in any form.
2. To define bullying and give all Board Members, Coaches, Parents and swimmers a good understanding of what bullying is.
3. To make it known to all parents, swimmers and coaching staff that there is a policy and protocol should any bullying issues arise.
4. To make how to report bullying clear and understandable.
5. To spread the word that NOVA takes bullying seriously and that all swimmers and parents can be assured that they will be supported when bullying is reported.

WHAT IS BULLYING?

The USA Swimming Code of Conduct prohibits bullying. Generally, bullying is the use of aggression, whether intentional or not, which hurts another person. Bullying results in pain and distress.

The USA Swimming Code of Conduct defines bullying in 304.3.7. Bullying is the severe or repeated use by one or more USA Swimming members of oral, written, electronic or other technological expression, image, sound, data or intelligence of any nature (regardless of the method of transmission), or a physical act or gesture, or any combination thereof, directed at any other member that to a reasonably objective person has the effect of:

i. causing physical or emotional harm to the other member or damage to the other member’s property;

ii. placing the other member in reasonable fear of harm to himself/herself or of damage to his/her property;

iii. creating a hostile environment for the other member at any USA Swimming activity;

iv. infringing on the rights of the other member at any USA Swimming activity; or

v. materially and substantially disrupting the training process or the orderly operation of any USA Swimming activity (which for the purposes of this section shall include, without limitation, practices, workouts and other events of a member club or LSC).

REPORTING PROCEDURE:

An athlete who feels that he or she has been bullied is asked to do one or more of the following things:

• Talk to your parents;
• Talk to a Club Coach, Board Member, or other designated individual;
• Write a letter or email to the Club Coach, Board Member, or other designated individual;
• Make a report to the USA Swimming Safe Sport staff.

There is no express time limit for initiating a complaint under this procedure, but every effort should be made to bring the complaint to the attention of the appropriate club leadership as soon as possible to make sure that memories are fresh and behavior can be accurately recalled and the bullying behavior can be stopped as soon as possible.

HOW NOVA HANDLES BULLYING:

If bullying is occurring during team-related activities, NOVA STOPS BULLYING ON THE SPOT using the following steps:

1.        Intervene immediately. It is ok to get another adult to help.

2.        Separate the kids involved.

3.        Make sure everyone is safe.

4.        Meet any immediate medical or mental health needs.

5.        Stay calm. Reassure the kids involved, including bystanders.

6.        Model respectful behavior when you intervene.

If bullying is occurring at our club or it is reported to be occurring at our club, we address the bullying by FINDING OUT WHAT HAPPENED and SUPPORTING THE KIDS INVOLVED using the following approach:

FINDING OUT WHAT HAPPENED:

1. First, NOVA identifies the facts.

a.Keep all the involved children separate.

b.Get the story from several sources, both adults and kids.

c. Listen without blaming.

d.Don’t call the act “bullying” while you are trying to understand what happened.

e.It may be difficult to get the whole story, especially if multiple athletes are involved or the bullying involves social bullying or cyberbullying. Collect all available information.

2. Then, it's determined if it's bullying. There are many behaviors that look like bullying but require different approaches. It is important to determine whether the situation is bullying or something else.

a. Review the USA Swimming definition of bullying;

b. To determine if the behavior is bullying or something else, consider the following questions:

        What is the history between the kids involved?

        Have there been past conflicts?

Is there a power imbalance? Remember that a power imbalance is not limited to physical strength. It is sometimes not easily recognized. If the targeted child feels like there is a power imbalance, there probably is.

        Has this happened before? Is the child worried it will happen again?

c. Remember that it may not matter “who started it.” Some kids who are bullied may be seen as annoying or provoking, but this does not excuse the bullying behavior.

d. Once you have determined if the situation is bullying, support all of the kids involved.

SUPPORTING THE KIDS INVOLVED:

3.Support the kids who are being bullied.

a.Listen and focus on the child. Learn what’s been going on and show you want to help. Assure the child that bullying is not their fault.

b.Work together to resolve the situation and protect the bullied child. The child, parents, and fellow team members and coaches may all have valuable input. It may help to:

 i.Ask the child being bullied what can be done to make him or her feel safe. Remember that changes to routine should be minimized. He or She is not at fault and should not be singled out. For example, consider rearranging lane assignments for everyone. If bigger moves are necessary, such as switching practice groups, the child who is bullied should not be forced to change.

ii.Develop a game plan. Maintain open communication between the Club and parents. Discuss the steps that will be taken and how bullying will be addressed going forward.

c.Be persistent. Bullying may not end overnight. Commit to making it stop and consistently support the bullied child.

4.Address bullying behavior

a.Make sure the child knows what the problem behavior is. Young people who bully must learn their behavior is wrong and harms others.

b.Show kids that bullying is taken seriously. Calmly tell the child that bullying will not be tolerated. Model respectful behavior when addressing the problem.

c.Work with the child to understand some of the reasons he or she is bullied. For example:

i.Sometimes children bully to fit in or just to make fun of someone is a little different from them. In other words, there may be some insecurity involved.

ii.Other times kids act out because something else—issues at home, abuse, stress—is going on in their lives. They also may have been bullied. These kids may be in need of additional support.

d.Involve the kid who bullied in making amends or repairing the situation. The goal is to help them see how their actions affect others. For example, the child can:

i.Write a letter apologizing to the athlete who was bullied.

ii.Do a good deed for the person who was bullied, for the Club, or for others in your community.

iii.Clean up, repair, or pay for any property they damaged.

e.Avoid strategies that don’t work or have negative consequences:

i.Zero tolerance or “three strikes, you’re out” strategies don’t work. Suspending or removing from the team swimmers who bully does not reduce bullying behavior. Swimmers may be less likely to report and address bullying if suspension or getting kicked off the team is the consequence.

ii.Conflict resolution and peer mediation don’t work for bullying. Bullying is not a conflict between people of equal power who share equal blame. Facing those who have bullied may further upset kids who have been bullied.

 f.Follow-up. After the bullying issue is resolved, continue finding ways to help the child who bullied to understand how what they do affects other people. For example, praise acts of kindness or talk about what it means to be a good teammate.

5.        Support bystanders who witness bullying. Every day, kids witness bullying. They want to help, but don’t know how. Fortunately, there are a few simple, safe ways that athletes can help stop bullying when they see it happening.

a.Be a friend to the person being bullied;

b.Tell a trusted adult – your Parent, Coach, or Club Board Member;

c.Help the kid being bullied get away from the situation. Create a distraction, focus the attention on something else, or offer a way for the target to get out of the situation. “Let’s go, practice is about to start.”

d.Set a good example by not bullying others.

Don’t give the bully an audience. Bullies are encouraged by the attention they get from bystanders. If you do nothing  else, just walk away.

CONCUSSION INFORMATION POLICY

This information sheet is provided to assist you and your child in recognizing the signs and symptoms of a concussion. Every athlete is different and responds to a brain injury differently, so seek medical attention if you suspect your child has a concussion. Once a concussion occurs, it is very important your athlete returns to normal activities slowly, so he/she does not do more damage to his/her brain.

WHAT IS A CONCUSSION?

A concussion is an injury to the brain that may be caused by a blow, bump, or jolt to the head. Concussions may also happen after a fall or hit that jars the brain. A blow elsewhere on the body can cause a concussion even if an athlete does not hit his/her head directly. Concussions can range from mild to severe.

SIGNS AND SYMPTOMS OF A CONCUSSION

Athletes do not have to be “knocked out” to have a concussion. In fact, less than 1 out of 10 concussions result in loss of consciousness. Concussion symptoms can develop right away or up to 48 hours after the injury. Ignoring any signs or symptoms of a concussion puts your child’s health at risk!

SIGNS OBSERVED BY COACHES,OFFICIALS,PARENTS, OR GUARDIANS

• Appears dazed, stunned or confused
• Unsure about event, location of name of meet
• Moves clumsily
• Answers questions slowly
• Loses consciousness (even briefly)
• Shows behavior or personality changes – irritability, sadness, nervousness, emotional
• Can’t recall events before or after incident

SYMPTOMS REPORTED BY ATHLETE

• Any headache or “pressure” in head - how badly it hurts does not matter
• Nausea or vomiting
• Balance problems or dizziness
• Double or blurry vision
• Sensitivity to light and/or noise
• Feeling sluggish, hazy, foggy or groggy
• Concentration or memory problems
• Confusion
• Does not “feel right”
• Trouble falling asleep
• Sleeping more or less than usual

BE HONEST

Encourage your athlete to be honest with you, his/her Coach and your health care provider about his/her symptoms. Many young athletes get caught up in the moment and/or feel pressured to return to sports before they are ready. It is better to miss practice or meets than the entire season… or risk permanent damage!

SEEK MEDICAL ATTENTION RIGHT AWAY 

Seeking medical attention on the day of the event is an important first step if you suspect or are told your swimmer has a concussion. A qualified health care professional will be able to determine how serious the concussion is and when it is safe for your child to return to sports and other daily activities:

• No athlete should return to activity on the same day he/she gets a concussion
• No athlete may return to training, regardless of sport, until he/she is cleared by a healthcare professional with a note specifying clearance. Athletes should NEVER return to the pool if they still have ANYsymptoms…in case an athlete returns with a note and then during the practice complains of a headache or other symptoms
• Parents and coaches should never pressure any athlete to return to play

THE DANGERS OF RETURNING TOO SOON

Returning to the pool too early may cause Second Impact Syndrome (SIS) or Post-Concussion Syndrome (PCS). SIS occurs when a second blow to the head happens before an athlete has completely recovered from a concussion. This second impact causes the brain to swell, possibly resulting in brain damage, paralysis, and even death. PCS can occur after a second impact. PCS can result in permanent, long-term concussion symptoms. The risk of SIS and PCS is the reason why no athlete should be allowed to participate in any physical activity before they are cleared by a qualified healthcare professional.

RECOVERY 

A concussion can affect school, work, and sports. Along with coaches and teachers, the school nurse, athletic trainer, employer, and other school administrators should be aware of the athlete’s injury and their roles in helping the child recover. During the recovery time after a concussion, physical and mental rest is required. A concussion upsets the way the brain normally works and causes it to work longer and harder to complete even simple tasks. Activities that require concentration and focus may make symptoms worse and cause the brain to heal slower. Studies show that children’s brains take several weeks to heal following a concussion.

RETURNING TO DAILY ACTIVITIES

1. Be sure your child gets plenty of rest and enough sleep at night – no late nights. Keep the same bedtime weekdays and weekends.

2. Encourage daytime naps or rest breaks when your child feels tired or worn-out.

3. Limit your child’s activities that require a lot of thinking or concentration (including

social activities, homework, video games, texting, computer, driving, job-related

activities, movies, parties). These activities can slow the brain’s recovery.

4. Limit your child’s physical activity, especially those activities where another injury or

a blow to the head may occur.

5. Have your qualified health care professional check your child’s symptoms at different

times to help guide recovery.

RETURNING TO SCHOOL 

1. Your athlete may need to initially return to school on a limited basis, for example for only half days, at first. This should be done under the supervision of a qualified health care professional.

2. Inform teacher(s), school counselor or administrator(s) about the injury and symptoms.

School personnel should be instructed to watch for:

a. Increased problems paying attention.

b. Increased problems remembering or learning new information.

c. Longer time needed to complete tasks or assignments.

d. Greater irritability and decreased ability to cope with stress.

e. Symptoms worsen (headache, tiredness) when doing schoolwork.

3. Be sure your child takes multiple breaks during study time and watch for worsening of

symptoms.

4. If your child is still having concussion symptoms, he/she may need extra help with school related activities. As the symptoms decrease during recovery, the extra help can be removed gradually.

RETURNING TO THE POOL 

1. Returning to the pool is specific for each person. As an example, California law requires written permission from a health care provider before an athlete can return to play. Follow instructions and guidance provided by a health care professional. It is important that you, your child and your child’s coach follow these instructions carefully.

2. Your child should NEVER be on deck, practice, or participate in competition if he/she

still has ANY symptoms. (Be sure that your child does not have any symptoms at rest and while doing any physical activity and/or activities that require a lot of thinking or

concentration).

3. Be sure that the athletic trainer, coach and physical education teacher are aware of your child’s injury and symptoms.

4. Your athlete should complete a step-by-step exercise-based progression, under the

direction of a qualified healthcare professional.

RESOURCES:

Insurance - USA Swimming provides an excess accident medical insurance policy for USA

Swimming members while participating or volunteering in a USA Swimming sponsored or

sanctioned event. Details of the insurance coverage are on the USA Swimming website under

Insurance and Risk Management.

Centers for Disease Control and Prevention - www.cdc.gov/Concussion

Zurich Concussion Conference (2012) - Consensus statement on concussion in sport: the 4th

International Conference on Concussion in Sport held in Zurich, November 2012. http://

bjsm.bmj.com/content/47/5/250.full

ODH Violence and Injury Prevention Program - www.healthyohioprogram.org/concusion

National Federation of State High School Associations - www.nfhs.org – Index concussions and

see “A parent’s guide to concussion in sports”

GENERAL RESOURCES:

• USASwimming: www.usaswimming.org. Excellent resource for parents and swimmers passionate about the sport
• Southern California Swimming: www.socalswim.org. All Southern California Swimming news, upcoming meets, results, rules and forms are available on this site. This link provides the time standards for National B,BB,A,AA,AAA,AAAA times, Invite Times, Age Group Championship Times, Elite Championship times, and other times.
• CAS Swim Shop: www.casswimshop.com All team apparel and equipment are available for purchase. Some items may need to be ordered. 15661 Container Lane, Huntington Beach, CA 92649 (800) 421- 5192 9-5 M-F, 10-2 SAT
• OnDeck App: Login with your TeamUnify (NOVA) email and password. Features: track attendance, sign up for meets, volunteer sign up, look up meet results and best times, etc. It’s free.
• Meet Mobile App: Look up psych sheets, heat sheets, live meet results, etc. It’s a paid subscription

FREQUENTLY ASKED QUESTIONS

My swimmer doesn’t plan to compete in meets; or, they only plan to be here for a few months. Do they still have to register with USA Swimming (Age Group & Senior swimmers) or USMS (Masters swimmers)? Yes. This is mandatory for all swimmers, in all groups, even if you don’t participate in meets. This provides liability insurance for the club and the members.

I think it’s unfair that I must work at NOVA-hosted swim meets if my swimmer doesn't participate in that meet or any meets. Can I be excused without being charged the “Opt-out Fee” of $25 per hour? No. Hosting meets is the NOVA’s primary means of fundraising, which keeps the monthly fees as low as possible for all members. It takes many workers to run a successful swim meet, and we need the support of all families to make this happen. Responsible and mature family members aged 13 and older are eligible to work for the family’s hours, and we can provide a letter to students for school service credit. Families who do not complete their Service Hours Requirement will automatically be charged the “opt-out” fee of $25 per hour.

It’s the middle of the month and I just joined. Will my fees be prorated? Only if you join after the 15th of the month. If you join during the first 15 days of the month, you are charged the entire fee for your first month. If you join after the 15th of the month, your first month’s fees are prorated to half the monthly fee. This is the only time that monthly fees are prorated.

Can I stay and watch the practice sessions? Parents are not allowed on the pool deck during swim practice. If you need to speak with your child’s Coach, please do so before or after workout. **Woollett Aquatic Center allows parents to watch practice on Mondays**

Do we need special team apparel or equipment? A racing-style suit and a NOVA cap are required for swim practice. *Speedo-branded caps are also allowed at Woollett Aquatic Center practices.* All groups use kickboards, buoys and fins, and the higher-level groups will also use paddles and a snorkel. All swimmers are expected to compete in the NOVA team suit and team cap. All equipment, as well as team caps, suits, t-shirts, warm-ups and parkas can be purchased at CAS, located at 15661 Container Lane, Huntington Beach; 714-898-2655; www.casswimshop.com.

Is practice still held when it is raining? Practice is held in the rain unless there is lightning. At the Coach’s discretion, practice may be canceled due to safety concerns. Time permitting, you may be notified by email if practice is canceled.

How will I get ongoing information and announcements? You will receive information and announcements from NOVA by email. Please keep your email address(es) current and verified on your website account and review your email regularly as announcements are sometimes made with little notice. Swimming-related questions should be directed to the swimmer’s Coach.

Club registration and membership questions can be directed to info@novaquatics.com.

SWIM MEET TIPS FOR PARENTS

Learning to navigate through a swim meet for the first time is a little like navigating through a foreign land when you don’t speak the language. Give yourself time to transition, and please lean on the families that have been walking these swim meet decks for years, we will get you where you need to be.

BEFORE THE SWIM MEET STARTS 

When should my swimmer arrive at the meet? Your Coach will tell you when to arrive for your swimmer’s warm up. Prior to the meet you will receive an email with the meet’s timeline, listing estimated start times for events and what time the meet will finish. A good best practice is to arrive 15 minutes before the required start time to find parking and walk to the line up or meeting location.

What is Check In? NOVA intrasquad meets are preseeded, meaning that your swimmer’s heats and lanes have been assigned before they get to the meet. Your swimmer should check in with their Coach when they arrive for warm-up, but no official meet check in is needed when we swim at home.

Other clubs don’t always run their meets this same way. When you arrive at their meet the first thing you need to do is check in at the check in desk. If you do not check in you cannot race. Look around for swimmers in a line by tables; ask parents or swimmers where to check in if you are not sure.

Where should we sit at a meet and what should we bring? At home meets, spectators and athletes sit in separate stands. This may make you panic at first, but it’s so great for teaching kids the autonomy necessary to recognize events, learn how to get to the blocks on their own, and to be  responsible for their own races. It’s great practice for the championship meets when they are forced to do it on their own.

Athletes are let into the facility at the designated time for warmups, and spectators are let in 15 minutes before the start of the session. The bleachers are concrete and face the east. There really isn’t room for full sized chairs but stadium chairs are utilized quite a bit. Personal umbrellas are okay, as long as you’re mindful of others. EZ Ups and other tents are not permitted on the bleachers. The rotunda is another option for setting up full size chairs or blankets. It’s shaded, and a great place to return to while you wait for your swimmer’s next event. Some families choose to sit in the park just outside the entrance gate in between their swimmer’s events. During summer events, parents will sit in the temporary grandstands and not be permitted down onto the deck or into the rotunda area.

At away meets, you’ll want to find the NOVA tents. This information is usually sent out with the meet information a few days before the meet. Bring your own ez up or tent, chairs, and a blanket. The kids all like to sit together and play games while waiting for their events.

No matter where the meet is, you'll want to pack sunscreen, drinks, snacks, your cap, goggles, towel, and parka.

When does my swimmer warm-Up? Once you have checked in and are situated with your teammates grab your cap, goggles, and a towel and report to your Coach for warm-up. Your Coach will guide you through the warm-up process. When warm-up is over, head back to the team area and relax. The meet should start shortly, they usually start on time.

At away meets only, parents should look for the result board to check on heat and lane assignments.

What is a Three Point Entry? Swimmers warming up or down before, during, or after this swim meet must be under the direct supervision of an USA Swimming Member Coach. There will be NO DIVING into the pool during these times except into the designated sprint lane(s). WARM-UP RULES WILL BE ANNOUNCED AND POSTED.All swimmers must use 3-point, slide in entries into the pool for warm up, no jumping or diving in. “Sit and Slide” is another name for the 3-point entry.

Where can I take photos of my child at a swim meet? The use of audio-visual recording devices, including cell phones, is not permitted in locker rooms, changing areas or restrooms. Recording devices are not permitted behind the starting blocks during the starting sequence throughout the meet. The meet may be covered by the media, including photographs, video, Youtube and other forms of obtaining images of athletes participating in the meet. Entry into the meet is acknowledgement and consent to this fact.

Where can my swimmer change before and after the meet? Deck changes are not permitted. Deck changing is prohibited at practice and at swim meets. Please use the restroom or locker room facilities to change into or out of swimwear.

What and when should swimmers eat? Parents are encouraged to plan ahead and bring healthy snacks for their children. Having all that you need on hand makes for a relaxing day. It is a good idea for kids to snack after each race because they don’t always have time to digest a big meal. Some suggestions include: chocolate milk, crackers with cheese or peanut butter, applesauce, fruit fresh or yogurt, veggies and dip. At home meets, we always have a snack bar with a variety of healthy items for the athletes and spectators.

DURING THE SWIM MEET 

Why do people have numbers written on their arms in sharpie? Swimmers need to know their event numbers, heat and lane assignments so they can be behind the blocks in time for their race. The scoreboard always shows the event number and heat and the announcer will be broadcasting what events are in the water racing. It is the swimmer’s responsibility to make it to the blocks in time for their event.

Why does my swimmer need to check the heat sheets before my swimmer races? This only applies to away meets - Heat sheets are posted by girl’s events and by boy’s events in a central area at the meet. The heat sheets are listed by event number. They show the heat and lane number for all swimmers participating in an event. You will need to know what lane to report to and which heat you race in ahead of time. Ask a parent or swimmer if you are unsure where the postings are. Check the postings at least 2 to 3 events prior to yours. If you are in the first events of the meet the heat sheet will be posted prior to the start of the meet. You will see crowds of swimmers and parents hovering over the heat sheets, don’t be shy, step up and look for your name printed on the heat sheet.

Does my swimmer talk to their Coach now? At home meets, your swimmer will want to check in with their Coach both before and after your races. At away meets, once they have their heat and lane they should check in with their Coach. They will give you racing instructions and strategies.

When does my swimmer race? It is very important for them not to miss their race. If they miss their race they will not be able to swim the next race. They should grab their cap and goggles and report behind the starting blocks early before their event starts. They should check with their timer that they are in the correct lane and heat. The timers have a list of swimmers for their lane. Make sure to put on your cap and goggles while you are waiting for your heat, concentrate on your race, as you approach the blocks check that your goggles are on tight and secure.

On the starting blocks what is the difference between the short whistle and the long whistle? When the heat is ready to swim the Official Starter will call the swimmers to the blocks with two different whistles. He first blows a series of short whistles that tells the swimmers to approach the blocks. He then blows a second long whistle that tells the swimmers to get on the blocks (or into the water for backstroke) and place feet in racing start position (backstroke grab the bar and place feet on the wall). The Official Starter then says, “Take your mark.” The swimmers take the start position; swimmers do not move until you hear the beep or tone that starts the race. Then GO SWIMMERS GO!

What do I do after my race is done and I’ve touched the wall? Most of the time the Officials want you to stay in the water on the wall until the next race has started. This is called a “fly over start.” Once the next race has started, quickly exit the water and ask your timer for your time. Then go talk to your coach and do your warm down.

Do I talk to my Coach after my race? Yes. Your Coach will have feedback to give you from your race. Our coaches are insightful, encouraging, and caring; the swimmer will always find it worthwhile to talk about the race with their Coach.

My races are over, do I just leave? Check in with your Coach to make sure you are not in any relays and to say goodbye. The final times will be posted where the heat sheets were if you want to write them down, or you can check the Meet Mobile App. Official results will be posted in your account on the team website in a few days.

HANDBOOK ACKNOWLEDGEMENT

We acknowledge that we have received a copy of the Novaquatics Swim Policy Handbook dated January 2024. We have read and understand the contents of this Policy Handbook and will act in accordance with these policies and procedures.

Included in the Policy Handbook is the Code of Conduct for the swimmer and parents.

We have read the Code of Conduct and understand that as a member of the Novaquatics Swim Club that we will be required to abide by the Code of Conduct defined therein. We acknowledge that any violation of the Code of Conduct will result in disciplinary action as defined in the policy. We acknowledge that the Policy Handbook is available online and will be updated throughout the year and that it is our responsibility to be aware of and to adhere to the changes in policy as they occur.

We authorize Irvine Novaquatics Swim Club to bill us through TeamUnify any charges incurred including the monthly fees, USA membership dues, and missed Service Hour fees.

By signing and initialing below, we acknowledge that we have read and will uphold the entire Team Policy Handbook.

Swimmer Agreement:

Name: ________________________________ Signature: ___________________________

Date: ____________________   Email: ____________________________________________

Please also initial to indicate you have read each of the following sections:

_____ Action Plan to Address Bullying

_____ Athlete Code of Conduct

_____ Concussion Information Policy

_____ Electronic Communication Policy

_____ Equipment List

_____ Group Progression Chart

_____ Locker Room Policy

_____ On Deck Policy for Swimmers

_____ Photography/Media Release Policy

Parent Agreement:

Print Primary Name On NOVA Account: _______________________________            

Signature: ______________________________

Date: ____________________   Email: ____________________________________________

Please also initial to indicate that you have read each of the following sections:

_____ Action Plan to Address Bullying                _____ Monthly Billing Policy

_____ Concussion Information Policy                _____ On Deck Parent Policy

_____ Electronic Communication Policy                _____ Parent Code of Conduct

_____ Equipment List                                        _____ Photography/Media Release Policy

_____ Group Progression Chart                        _____ Service Hour Requirement

_____ Locker Room Policy                                _____ Termination Policy

_____ USAS MAAPP

MEDIA RELEASE FORM

I, the undersigned, hereby authorize Irvine Novaquatics Swim Team (NOVA), its agents and employees the irrevocable and unrestricted right to photograph me, take motion pictures of me, take video footage of me, and/or make electronic sound recordings of me (herein referred to as photographic or electronic reproductions).

1. I authorize the use of any such photographic or electronic reproductions of me for any purpose, including but not limited to publication, promotion, illustration, advertising, or trade, in any manner or in any medium deemed appropriate by Irvine Novaquatics Swim Team (NOVA) for educational and other public media ( I understand that I may be identifiable from such photographic or electronic reproduction).
2. I hereby consent and agree that such photographic or electronic reproductions shall be the sole property of Irvine Novaquatics Swim Team (NOVA) and that NOVA has the right to duplicate and reproduce the images as it may desire, free and clear of any claim on my part.
3. I hereby release Irvine Novaquatics Swim Team (NOVA) and its legal representatives for all claims and liability relating to said photographic or electronic reproductions. Furthermore, I grant permission to use my statements that were given during an interview with or without my name, for the purpose of advertising and publicity without restriction. I waive my right to any compensation.

This authorization shall remain in effect until revoked by me in writing.

Agreed and accepted by:

Print Name: ________________________________________________________________

Address: __________________________________________________________________

City, State, Zip: _____________________________________________________________

Phone Number: _____________________________________________________________

Signature & Date: ___________________________________________________________

PARENTAL CONSENT

It is NOVA’s policy not to identify minors by full name or address in any photographs, videos, or publications used.

By signing below, I (i) certify that I am the legal parent/guardian of the individual above, a minor under the age of eighteen years (Minor Athlete); (ii) grant Irvine Novaquatics Swim Team (NOVA) permission to use Minor Athlete’s image in photographic or electronic reproductions; (iii) consent that such photographic or electronic reproductions may be used by Irvine Novaquatics Swim Team (NOVA) in whatever way it desires for future promotional appearances; and (iv) hereby agree to assume legal responsibility for authorizations made in this Media Release.

_______________________________________                ______________________

Signature of Parent/Guardian                                        Date                                        

_______________________________________                ______________________

Address of Parent/Guardian                                        Phone Number

_______________________________________                

City, State, Zip Code