SWIM TEAM

PARENT

HANDBOOK

By The

SHERWOOD SWIMMING ASSOCIATION

P.O. Box 1545

Sherwood, Oregon 97140

WWW.SHERWOODSWIM.ORG

Original Document 1999

(Amended 10/05)

Our Mission Statement
The family based Sherwood Swimming Association is a non-discriminatory organization which supports the promotion of character growth and personal excellence through the discipline of competitive swimming.

Welcome to the world of swimming. This handbook is designed to answer questions and to provide information concerning swimming and the Sherwood Swimming Association (SSA). The SSA is a non-profit volunteer group dedicated to supporting swimming in the Sherwood and surrounding communities.

There is a lot to learn about swimming, and all of us have felt "lost" at one point or another. We hope, with this handbook and the help of the SSA members, we can answer all your questions and make your transition into swimming an enjoyable one.

Sherwood Swimming Association

The Sherwood Swimming Association is composed of swim team parents, volunteers, and sponsors of swimming in our community. Membership is free and only requires signing up. By joining the SSA you will be added to the email list and will be kept informed of social and recognition events which the SSA holds periodically. (See the application form for SSA membership at the end of this handbook).

It is our mission to support competitive swimming. These are mostly programs that train at the Sherwood Regional Family YMCA. The SSA relies on the participation of its members in a variety of tasks, including, but not limited to: helping at SSA sponsored swim meets, fund raising, participating at board meetings, filling Board of Directors positions, learning to be an official for swim meets, and helping with team functions. The SSA is a United States Swimming registered incorporated organization, as well as holding 501-C non-profit status. It operates according to adopted by-laws and policies, has annual elections, and monthly board meetings, which are open to all members.

The elected positions of the SSA Board of Director's are the President, First Vice-President (Meet director in charge of SSA sponsored swim meets), Second Vice- President (in charge of fund raising), Secretary, Treasurer and the Public Relations person. Positions on the board are filled for a term of two years with half of the board positions voted in on even years and the rest voted in on odd years. This allows for continuity in the SSA's framework.

The expense budget for the money spent supporting swim team functions (pizza feeds, dessert nights, recognition nights), subsidized clothing, financial scholarships, equipment and travel not covered in the coach�s YMCA budget etc. must come from fund raising. Our primary funds come from sources such as cookie dough sales, hosting swim meets and donations. These funds are crucial to ensure the swimmers are given the opportunities to compete and receive recognition for their achievements over the season. Several of these fundraisers require volunteers to help run them. Because of this, all families are encouraged to participate. The fundraisers are a lot of fun, and a great way to meet other members of the club. They also provide a sense of pride and ownership to the families who involve themselves.

The largest part of the SSA fundraising effort is to sponsor and run swim meets held at Linfield College in McMinnville in October and May. Prior to each meet, the First Vice-President or Meet Director of the SSA will ask for volunteers for such jobs as announcer, maintaining a hospitality room for coaches and officials, concessions, awards and head timer. For those who like to run a stopwatch, lane timers are always needed at the meet and require no previous experience nor advance sign up. Volunteers are needed in order to run a smooth, efficient meet and we encourage anyone interested to become involved.

The SSA budget is available for viewing at any time by any member of Sherwood Swimming Association by attending a board meeting or requesting a copy from a board member.

SWIMMER ORGANIZATION

YAWAMA Dragons

The Sherwood Regional Family YMCA YAWAMA Dragons Swim Club, or YAWAMA Dragons for short, is a YMCA run program. Currently, swimmers are organized into three primary practice groups based on developmental levels, abilities and age, as determined by the coaching staff. The groups are:

Novice Group: This is the level where most swimmers will begin. They practice three days a week for 45 minutes per practice. They will work extensively on stroke and turn technique in freestyle and backstroke, and will begin to learn the other two competitive strokes, breaststroke and butterfly. There are competitive meets available and encouraged for novice swimmers. Meet information will be found in your folder at the pool, emails from the Head Coach and posted on the bulletin boards.

Age Group: This group is for the more seasoned swimmer, with the emphasis on building endurance in each of the strokes. There continues to be a strong connection to stroke technique as the swimmers become stronger and more capable. These swimmers practice for one hour or more/day five days a week. Competitions are available once or twice a month in various locations so the swimmers can use the skills they have achieved in training.

Senior Group: This group has the most experienced and competition oriented swimmers. Practice is five days/week for 1 1/2 hours or more, plus opportunities for additional morning and Saturday practices. Swimmers at this level spend more time with the coach defining personal goals and levels of commitment. Again, competitions are available once or twice a month in various locations.

Movement from one group to another is by invitation from the coach. Practice times may vary per group according to skill level and the amount of allotted time given to the club by the pool management.

Relationship with High School Swimming

Although the YAWAMA Dragons Swim Club and any of the surrounding high school swim teams are distinctly separate teams, it is in the best interest of the athletes to have compatible relationships. To that end, any swimmer who would like to continue competition beyond their high school season is welcome to join the YAWAMA Dragons, no matter what high school they attend.

For existing members of the swim team of high school age, it is mandatory, at this time, to keep the swimmer�s YMCA membership current while competing on the Sherwood High School team. (This does not apply to swimmers attending other high schools UNLESS they continue to practice with YAWAMA during their high school season.) As the YAWAMA Dragons and Sherwood High School share pool time and practice at the same time, you should notify the YMCA that you will not be paying swim team dues during this time, as your Sherwood High School sporting fees cover the training costs.

Masters

The YMCA offers a Masters swim team program. Currently they have two morning and two evening practice times with a coach. Many come to stay in shape. Others are cross training. There are Masters level competitions in the area.

GENERAL SWIMMING INFORMATION

Communication

There are many sources for information regarding the swim club, meets and SSA. Although these are available, they are a mute point if parents and swimmers don�t look at them!

As noted on the cover of this document, the SSA has a well-maintained website at www.sherwoodswim.org. It is continually being updated. The organization also holds board meetings on the third Tuesday of each month at the YMCA at 7:00. Each family has a file folder in the pool lobby where the coaching staff places hard copies of information. The board and coaches also have files. These files are located in the box just outside the door to the pool. Two large bulletin boards in the pool lobby hold a variety of information about swimming, which includes information on how to contact the head coach, season schedules and team accomplishments. Occasionally, the coach will send e-mails. Newsletters are published every 6 weeks or so. Coaches are happy to talk to parents AFTER practice.

Swimsuits and Accessories

Once per year the swimmers have an opportunity to purchase team suits at a fitting organized by the Coach through a local supplier. Swimmers are encouraged to wear the team suit at all swim meets for uniformity and team building. Currently, team suits may also be ordered, at any time, for the team price from JD Pence Aquatic Supply in Forest Grove, Oregon.

Swimmers should also have practice suits for daily workouts to save their competitive suits. (Suits will last longer if the swimmers rinse them out after each workout and hang them to dry!) Practice suits can be of any color or style.

Many swimmers wear goggles at practices and meets. Pool chemicals can sometimes cause the eyes to hurt. There are numerous styles and colors.

Every swimmer will receive their first team swim cap free of charge. After that, team caps cost $3.00 and are available from the head coach. These create uniformity at a meet. Some swimmers wear caps during practice. Again, there are a variety of colors and sayings on caps beyond our team cap.

JD Pence Aquatic Supply is one of a handful of suppliers that travel to many swim meets and have suits, caps and goggles available for purchase on hand.

Periodically, caps are given to championship qualifiers and team t-shirts are provided for all swimmers as part of the support provided from the SSA or the YMCA. Occasionally, team bags, sweatshirts, t-shirts, polo shirts and so on, are available for order.

Finances

All swimmers must be members of the Sherwood Regional Family YMCA. The YMCA handles membership dues, monthly program fees for swim team, meet entry fees and US Swim registration fees and it is each families� responsibility to organize this with the YMCA.

The YMCA provides a scholarship program for membership costs and program fees. The SSA also has a scholarship program to supplement. Contact the head coach for further information.

Competitive Swimming

All registered swim teams in Oregon belong to both Oregon Swimming (OSI) and its governing body, US Swimming (USS). The YAWAMA Dragons also belong to YMCA Swimming. This allows the swimmers to compete in meets sanctioned by OSI/USS and the YMCA organization providing many different levels of competition. Competitors, ages 18 and under, are divided into competitive groups, at all meets, on the basis of sex, age, ability within age groups, racing stroke and length of race.

There are four competition strokes: freestyle, backstroke, breastroke, and butterfly. When an individual swims all four strokes in one race, it is called the individual medley or IM for short. Besides individual events, there are relay races in each age group. A freestyle relay consists of four swimmers, each swimming freestyle for one fourth of the race. In a medley relay each swimmer swims a different stroke in the following order: backstroke, breaststroke, butterfly and freestyle. The coaches determine who swims in each relay.

The annual swim year is divided into two seasons. The "short course" season runs from mid-September through March. Most competitions are held in pools that are 25 yards in length, like the YMCA�s pool, and 6 to 10 lanes. The "long course" season begins in April and runs through August. Many competitions during this season are held in �long� 50 meter pools. There are different sets of time standards for short and long course championship races and each season has its own championship meets.

A swimmer's long hours of practice are tested when they enter a meet. In competition, the swimmer has the chance to improve their own "best times", to swim on relays with teammates, and to earn points for their team. The head coach makes the decision on which meets the team will participate. There are meets suited for beginning swimmers, all the way through to State, Regional and National team participants, where the swimmers must swim a predefined qualifying time before being eligible to enter these higher level meets.

How to Enter Meets

Information concerning each meet will be available to each swimmer one to three weeks prior to the actual meet date. These can be found in all family files and posted on the team bulletin board. All meet information will have a deadline written on it, which is prior to the meet date. Entries must be turned in by the deadline. All meets require that the swimmer sign up on a YAWAMA entry form, found where the family files are kept. These are then taken, compiled and sent to the host team. Unlike some other team sports, your child will not be �selected� for the team, but you are welcome to enter them in as many swim meets as you wish and/or as soon as you and the coach(es) feel they are ready.

It is the responsibility of the swimmer, with parental help, to register accurately for the meet before the deadline date. The following steps are necessary to register a swimmer for a meet:

1. Check the meet information for deadline date, date(s) and start time of the meet, events for swimming and in how many events each swimmer may participate.

2. Check eligibility requirements. Some meets are open to all levels and some are restricted to those with qualifying times. (If you are not sure if your swimmer qualifies to enter a meet, check with your coach).

3. Fill out the entry form completely and accurately using your meet information for event numbers, meet name and date of meet, along with the swimmer�s information. Feel free to ask advice of the coaches or other parents about events and meets.

4. Deposit the meet entry into the meet entry box on top of the cart with the family files, or hand it to your coach.

5. Do not enter relays, but do indicate on the form whether your swimmer will be available to swim the relays. Sometimes relays participants are decided at the meet, so it is important the coach knows who will be available prior to the meet. Relays can often be the last event of the day, so ALWAYS make sure to ask the coach(es) if your child will be on a relay, once at the meet, before going home!!

SURVIVAL TIPS FOR PARENTS AT SWIM MEETS

As you will soon learn, swim meets are a world unto themselves, and at first you�ll wonder just what kind of crazy world it is and what sort of strange folk inhabit it. However, you�ll soon come to realize that everyone there is just like you, just a little more accustomed to that lovely aroma of chlorine in the air and heavy humidity. Except for the coaches, all the adults who �work� the meet are volunteers like you and most have had no formal training. In fact, you too may be volunteering to do some of these tasks such as timing, organizing, working in concession, etc., and then the whole process will seem much more familiar and friendly.

Some things to remember

1. Don�t be late. Swimmers are given warm-up time beginning about an hour to ninety minutes before the meet to stretch muscle. Coaches can also see who is actually there for relays and how everyone looks in the water.

2. Label everything with name and swim team initials.

3. Bring a sleeping bag or old blanket for your swimmer to sit on the deck.

4. Dress lightly. It can become very warm in a pool building. Swimmers, on the other hand, should always have whatever is needed to stay warm between swims.

5. Bring activities for swimmers to be occupied between swims. Many parents also bring activities for themselves. One way to �Beat the Meet� is to acquaint yourself with other families; you�ll then have folks to talk with and look after one another�s swimmers. Another way is to volunteer to be a timer (See #11).

6. Bring (or send) lots of food (and/or money). Swimmers spend time between events playing, talking and eating. Food can usually be bought at concession stands like water, Gatorade, muffins, veggie sticks, and sometimes hot foods like hotdogs, hamburgers or nachos. Buying from the concessions is optional. Good choices to bring are fruit, soup, sandwiches, bagels, sports drinks, water and juice. Avoid heavy, hard-to-digest, greasy foods like chips, meats, and dairy products during a meet.

7. Swimmers 8 years of age and under have a �bull pen� where they gather to wait for events and are escorted to their lanes by volunteers. Older swimmers are responsible to see that they are in the right lane at the right time, but new swimmers may need the assistance of their coaches and parents.

8. Many meets have �heat sheets� for you to purchase. These booklets will tell who is swimming in each heat of every event. It is an optional purchase and most often a copy is posted on a wall.

9. You�ll notice some people dressed in white and blue walking up and down the side of the pool scrutinizing the swimmers. These are the OSI certified stroke and turn judges, whose job is to make sure that swimmers are doing the strokes, turns, and final touching correctly and legally. If an infraction occurs, the judge will raise his/her hand, signaling a disqualification, and that swimmer�s time will not count. Without such quality control, the times swum at the meet could not count as official times through OSI. The judges are parents and volunteers who have attended a short clinic and gone through a training period supervised by Oregon Swimming. Help your swimmer understand that DQ�s are part of the learning experience.

10. Congratulate/encourage all the swimmers. Be free with your support and encouraging words. Cheer on the swimmers and always try to focus on the positive aspects of any race. Praise your swimmer. Let the coaches do the coaching.

11. Volunteer to be a timer. Many parents feel intimidated about timing. Don�t be! You can learn everything there is to know about timing in one minute or less! Often teams are assigned lanes to cover with two timers at one time. Less experienced timers can be partnered with more experienced ones. Ideally, no parent should have to time for more than two hours. There are many advantages to timing! You get a close up view of the action and the meet passes much more quickly.

12. Leave your area clean and make sure your swimmer does the same. We need to be gracious guests at all pools.

13. If you can�t personally attend a meet and must send your child with another family, please be sure to send your swimmer well equipped and well provisioned. It is only fair to the coaches, other parents and to your swimmer. Also, should your swimmer wish to participate in a swim meet, but you are unable to attend, please notify the coach(es) and he/she can help arrange with another parent to give your swimmer a ride to the meet.

14. Enjoy!

Scroll down for the free SSA Membership Application.