Volunteer Expectations - Iowa City Eels Swim Club
Volunteering with ICE
We need and love our volunteers!
Like the majority of the member clubs of USA-Swimming, ICE follows the model of a parent-run volunteer club. With no administrative staff, the day-to-day business of running the club is done by a volunteer board of directors with the active help of the members of six standing committees. Since it is the active involvement of our families in these committees that ensures the ongoing success of our Club, it is our goal to have every family serve on at least one committee.
Volunteering within ICE is not only a rewarding experience; volunteering ensures that we are able to continue to provide a quality competitive swim program for area youth at prices that are reasonable and affordable. Thousands of hours of volunteer time are needed to put on our swim meets and to keep the club running smoothly. ICE does recognize that all families are very busy and that finding the time to volunteer can be challenging. In order to address the various needs of families, there are multiple ways to meet volunteer requirements before, after, and during a swim meet.
With the help of each family, the work is shared and we all become part of creating a positive athletic experience for our children. Whatever your interests, skills, or availability, opportunities exist to get involved. Volunteerism is both an essential and fun part of club membership! We truly value and appreciate everything families do for ICE. Thank you!
Swim Meet Volunteer Requirements
The support of the fantastic parents, family, and friends of ICE swimmers, as well as the swimmers themselves, is critical!
Meet Volunteer Requirements
Meet Volunteer Points per Season
First Season Families*
Returning Frost, Cubes, Waves, Moray, Seniors
What are "Meet Volunteer Points"?
- Working 1 meet session = 10 volunteer points = approximately 4 hours
- Roster family is determined by a family’s highest level (non-college) swimmer
- *First Season families are required to earn 30 volunteer points. The first season will either be the short course season or long course season (but not both).
- Once your first season with the club is complete, families are then referred to as “Returning” Frost, Cubes, Waves, Morays, Seniors families. These families are required to earn 50 volunteer points
- Point levels are established in order to meet our club’s logistical and financial needs
- Volunteer points are reset at the end of each of the two swim seasons.
How do I earn "Meet Volunteer Points"?
- There are many ways to meet volunteer requirements.
- Most opportunities occur during an ICE-hosted swim meet. These opportunities, ranging from running a stop watch to labeling awards, will be established for each meet by the volunteer coordinator. Each job is important and ensures a positive experience for swimmers, coaches, parents, and volunteers on the pool deck. These tasks can be found by following the "Job Signup" link in the Event Listing.
- In addition, swim officials may satisfy their volunteer requirements by officiating at home meets.
- Volunteer timing is required for certain non-home meets and can also be counted toward volunteer requirements.
- There are also many tasks that need to be accomplished well before the start of each meet and several that need to be done afterwards. If you anticipate that working sessions during the meet will be difficult or impossible due to work or family obligations, please contact the volunteer coordinator early in the season to make other arrangements to meet your obligations.
How many meets do we host?
- Currently scheduled to host 1 meet during short course:
Weber Meet - Held the first weekend in December
- Currently scheduled to host 3 during long course season:
Schany Invitational - first weekend of May
Splash Out Hunger - 2nd weekend in June 2018
Summer Silver Championships - 3rd weekend in July
- Please consult the event calendar for changes/updates..
Why do we host swim meets?
- Home meets give our swimmers a great chance to compete in their pool.
- Meets raise a significant amount of revenue for the each year.
- Without meet revenue, membership fees would quickly become out-of-reach.
What happens if I can't/don't volunteer?
- If you anticipate that working sessions during the meet will be difficult or impossible due to work or family obligations, please contact the volunteer coordinator early in the season to make other arrangements to meet your obligations.
- As is common with swim clubs throughout Iowa, ICE has established a financial penalty for missed work sessions. $50 per 10 points not completed will be billed on March 1st (fall/winter requirements) and August 1st (spring/summer requirements).
We recognize that, for some families, contributing financially to meet needs may be the only option, but physically volunteering is strongly encouraged. While the donation of Items to concessions and hospitality may not be counted in place of either volunteer hours or fundraising, as a 501(c)(3) organization, donations are usually tax deductible. Please consult with an accountant regarding your specific tax situation.
How do I keep track of my volunteer points?
- Volunteers must sign up prior to the event via "Job Sign-Up" in the “Events” tab. Sign-up will be available approximately one month prior to the meet.
- Volunteers must sign in at the volunteer check-in sheets located near concessions at the swim meet in order to receive their volunteer points.
- Volunteer Hours can be tracked by logging into your Eels account by following the "$My Invoices/Payments" link under "My Account" in the left hand column. Click the "Service Hours" tab to view your current obligations. Or, by visiting this link: https://www.teamunify.com/team/iaice/controller/cms/admin/index#/my-invoice-payment This obligation is reset each season.
- Please contact the volunteer coordinator if you ever have a question or concern about your volunteer points (email@example.com).
Who do I talk to if I have concerns or questions?
If families have challenges or unique circumstances that might justify pro-rating volunteer hours, these should be communicated to the volunteer coordinator. These will be addressed privately and confidentially on a case-by-case basis by the volunteer coordinator and board, particularly with regard to any potential financial penalty.
Please contact the ICE volunteer coordinator (firstname.lastname@example.org) with questions and concerns as early in the season as possible.
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