Spotsylvania YMCA Dragons��

 Spotsy Y Dragons SwimTopia Website

2026 Season

Spotsy Dragons

• Spotsylvania YMCA Staff:
• Angie Williams - Rosner YMCA Site Director
• Christine Matthews - Aquatics Director
• Leslie Downs- Swim Lessons and admin
• Jessica - Pool Liaison
• Spotsy Dragons Board
• Megan Platenik - President
• Ron Dahart - Vice President
• Teagan Collins - RSL Representative
• Kelsey Dix - Treasurer and concessions
• Mike Arnold - Volunteer Coordinator
• Liz Haro - Social Events Coordinator
• Mike Maldonado - Fundraising Coordinator
• Hope Smith- Member at large
• Amanda Lyman- Member at Large
• Spotsy Dragons Coaching Staff
• Zach Short- Assistant Coach
• Assistant Coach: TBD
• Dragon Trainers

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Coaches’ Notes

To help our new swimmers and their families feel confident and prepared; here are some essential tips to ensure a smooth season, both on deck and in the water:

Safety FIRST!

If your swimmer sustains an injury before practice or a meet, please notify your coach immediately. If anything occurs at the pool, the Lifeguards are on duty and will provide first aid as needed. Our top priority is swimmer safety and clear communication!

• Daily Bag Checklist:�Cap, backup goggles, labeled water bottle, mesh bag with gear; PLEASE-label everything! Initials on straps prevent mystery gear piles and mixups. �
• Drop-off / Pick-up Procedures:�If a swimmer is not to be at practice for a given time (vacation, etc.) leaving early or arriving late, please communicate through our channels. Either to our Board or Coaches, so we can have a good sense of swimmer numbers per practice/Meets.�
• Inclement Weather & Cancellation Alerts:�Alerts go out via the SWIMTOPIA email/app- be sure to have notifications (ON) for your mobile device.�

Here’s to a fun, fast, and fantastic season with the Dragons!�

SwimTopia

• Dragons SwimTopia site:  https://spotsydragons.swimtopia.com/ 
• Mobile App on Android and Apple 

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• What is SwimTopia? 
• We communicate, sign up, and find all information on SwimTopia
• The Rappahannock Swim League (RSL) and all Teams use SwimTopia
• Dragons Team administration, communications, scheduling and information
• Contains Dragons communications, notifications, and information
• All signups for our swim meets and volunteer sign ups 

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Access the Dragons SwimTopia website via computer or mobile phone: 

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HOME PAGE:  Login credentials here: 

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HOME PAGE:  Navigate tabs across top of page to access Dragons Team Information 

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HOME PAGE:  information updates found here: 

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ABOUT PAGE:  Latest News updates/Coaches/Our Location/Contact Us

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MEETS & EVENTS PAGE:  Signup Calendar for swimmer and volunteer signups for each meet/Swim Meet 101 (how a typical meet is run)/Volunteer instructions (for sign up, access training, job descriptions and other volunteer information)

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SIGNUP CALENDAR:  Signup Calendar for swimmer and volunteer signups for each meet

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SIGNUP CALENDAR:  Example 

1. Our schedule is found here.  Spotsy Y is visiting Spotswood and the meet starts at 6PM, note address of Spotswood.
2. You will access this meet to sign up your Swimmer and pick your  Volunteer  job from here
3. Click on the green "Job Signup" button to sign up for a volunteer position. 
4. Click the gray "Sign up for Jobs" button. 
5. Check the job assignment, and click the "Save Assignments" button.

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SIGNUP CALENDAR:  Example 

1. Note the Green sign up boxes will be activated when the meet is active
2. Enter "Meet Entry" for entering your swimmer(s)
3. Enter "Job Signup" for entering a volunteer assignment

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SIGNUP CALENDAR:  Instructions to sign up your Swimmer(s) 

From our "Swim Meet 101” tab:

Meet Sign Ups:

• Select "Signup Calendar" to sign up for a swim meet.
• Click on the green "Meet Entry" button to sign up your swimmer.
• Select the gray "Edit" button.
• Select "Not attending this meet" or "Attending meet" from the dropdown.
• You can send a note to the coach, if you wish.
• Click the gray "Save" button.

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1. In this example, Meet Entry (#1)  is selected to  edit (#2) and "declare" (#3) my swimmer...meaning that the swimmer "will be attending" in the drop down menu for this meet or "will not be attending this meet"  Select "SAVE"

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YOU MUST SELECT "will be "attending" if the swimmer(s) is/are going to be entered into our swim meet as an official entry (we have swim meet software that pulls swimmer information to build "Heat Sheets")

Note:  there is a cutoff date for entering, usually NLT than two calendar days prior to the meet 

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SIGNUP CALENDAR:  Instructions to sign up for Volunteer Assignment 

From our "Volunteers" tab: 

Volunteer Sign Up

• Select "Signup Calendar" to sign up for a swim meet. 
• Click on the green "Job Signup" button to sign up for a volunteer position. 
• Click the gray "Sign up for Jobs" button. 
• Check the job assignment, and click the "Save Assignments" button.

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1. In this example, Job signup (#1)  is selected to  "sign up for jobs" (#2) and select  "stroke and turn 1st session"  (#3) ...meaning that Amy signed up as a stroke and turn (S&T) official for the 1st half of the meet  Select "Save Assignments"

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YOU MUST SELECT  a job and a session (not both sessions...unless you really want to!!) 

Note:  there is a cutoff date for entering, usually NLT than two calendar days prior to the meet 

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SAFE SPORT AND TRAINING FOR JOBS

Every volunteer is required to train for a job. There may be volunteers jobs that do not require training, however, everyone must have one specific job that they train for. Mike Arnold is the volunteer coordinator. He will assist you if you need help. https://rsl.swimtopia.com/training

The Dragons’ Board requests that every adult and every “dragon trainer” coach become SAFE SPORT certified. Directions are found here: SAFE SPORT DIRECTIONS

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Meets and Events:  Swim Meet 101

1. Meets are run basically the same whether at home/away.
2. Heat Sheets will be available electronically via SwimTopia providing your swimmer(s) Event #, Heat #, Lane #.
3. See the “2023 Swim Meet Basics” link at the bottom of this page for more detail
4. Weather. It is summer and T’storms happen. We will do our best to continue a meet if it is interrupted. Otherwise, meets may need to be rescheduled, we communicate updates through SwimTopia
5. When in doubt, please ask the Coaches questions!

Meets and Events:  Heat Sheet

1. Note the sample Heat Sheet section to the left: Event #34 pertains to Boys 13-14 50 yrd Butterfly. There are two heats (Heat 1 of 2, and Heat 2 of 2). There are two swimmers in Heat 1 assigned to Lane 2 and Lane 3. Heat 2 of 2 has 3 swimmers, Lanes 1, 2, and 3.
2. The times are “seed times”, based on previous meet(s) recorded times. In many cases, it may state “NT” indicating that a time has yet to be recorded (i.e., first time swimming that event).
3. We encourage parents write the swimmers’ heat information on the swimmer’s forearm to assist in remembering their events
4. When in doubt, please ask the Coaches questions!

Team Store:  Link  

1. Team Swimwear may be purchased from the Team Store page
2. Link to the Team Store found here
3. NOTE:  Purchasing Dragons Team Swimwear is NOT Mandatory

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Swim Outlet is offering 25% discount on suits for Dragons Members through the Team Store !!!

Team Store:  Link  

1. Note that you have the option to select Girls Youth or Womens and Boys Youth or Mens sizes
2. In this example, Girls suit is selected (#1), then chose size (note: see “Size Chart” for selection of youth-womens sizes)(#2)
3. Purchase as you would any online purchase. 
4. Note:  RSL Rules don't not allow Girls Swim Suits to have a "tie back" restraint (i.e., no suits with a strap that must be tied in order to secure the suit) whether it be on the back or front  

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Spirit Wear Store

Coming soon!

Fundraising

• Fundraising is crucial for ensuring the team's financial stability and success.
• Some of the expenses for the team are:
• Coaches salary
• Lifeguards
• Equipment
• The YMCA has created a donation link for us. Individuals or businesses wishing to support the team can donate at this link. Donors prior to June 1st will be put on the back of the team T-shirt
• All donations are tax deductibles.
• Concessions at home meets are a fundraiser for the team. Donations and support for concessions and social events is greatly appreciated!

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2025 Sponsors

Gold

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Silver

Bronze

Let’s get Social!

Liz Haro is our social coordinator. She has planned some fun team activities for this summer. Please see the social swimmers section of the website for details. All swimmers (and usually non swimming siblings too!) are welcome to participate- regardless of attendance at practice or a meet that week.

Let’s be Safe and Enjoy the 2025 Season!

SafeSport Training Requirements

�Conduct

• Behavior and conduct of swimmers/volunteers/spectators is expected to be courteous and respectful. Summer swim is intended to be fun and educational. ENJOY!

Injuries

• Please notify your coach if a swimmer sustains an injury during practice and/or meets. Lifeguards will provide first aid

Expectations of swimmers

• Be Coachable: Listen and follow Coaches instructions
• Just try YOUR best, the Coaches are experienced in technique and form
• Make friends, challenge yourself, make it FUN and show good sportsmanship

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