Parent Survival Guide

Parent Survival Guide

Swim Meet 101

Swim Meet 101

How to Read Heat Sheets

How to Read Heat Sheets

Marking Your Swimmer

Marking Your Swimmer

Organization

The Swim Team is run by 4 volunteer Parent Representatives (Parent Reps), each serving a minimum 2 year term, staggered so that there are always 2 senior Parent Reps and 2 new Parent Reps. Parent Reps are The Club Board of Directors members and are required to be at all The Club board meetings and MHSL parent representative meetings. Parent Rep duties include representing the Swim Team within the MHSL, working with other swim teams, hiring and supervising coaches, establishing team policies, scheduling and hosting social events, managing team finances, running meets and overseeing all administrative functions. Any questions, comments or concerns regarding such matters should be directed to the Parent Reps at [email protected]. 

The coaching staff is usually comprised of a Head Coach and three assistant coaches, all lifeguard certified. Traditionally, these are former Swim Team members who possess the knowledge and skill to adequately instruct in the sport, while passing along their team spirit and love for swimming. Any questions, comments or concerns regarding practice drills, event/relay entries, individual swimmer progress, absences, DQ or technique clarifications, etc. should be directed to the Head Coach (see “ Meet the Coaches"). Please be considerate, however, and refrain from talking to coaches during practices.

Membership

You do not have to belong to The Club to join the Swim Team, however, The Club members do receive a discount on Swim Team registration fees. The Swim Team is open to any swimmer age 18 and younger (as of June 1st of the current year) that can swim one length of the pool. However, children need to not only feel comfortable swimming the length of the pool with the wall by their side, but also to swim the width of the pool with no assistance. During the first 2 weeks of practice, the coaches will evaluate each swimmer’s skill level. Based on this evaluation, League and team policies, and the rules outlined in USA Swimming, a determination is made as to whether the swimmer may remain on the Swim Team. A full refund of any fees will be issued to families of swimmers not deemed water safe to continue with the program.

Volunteer Commitment

MHSL is a volunteer-run league and must have parent support in order to be successful. On average, it takes between 50 and 60 volunteers to run a dual meet. Therefore, each family must provide a parent volunteer in some capacity, to fulfill 3/4 volunteer shifts during the swim season. Parents are also required to volunteer at Prelims, Championships, and All Stars if they have a child swimming in those meets. This is above and beyond the regular season volunteer shifts. To ensure that it has the volunteer force needed to function adequately within MHSL, the Swim Team also requires each family to provide a $400 conditional Volunteer Fee. If a swimmer's volunteer commitment is satisfied, your credit card will not be charged at the end of the season. If the volunteer commitment is not satisfied, the swimmer will forfeit the Volunteer Fee and the credit card on file will be charged.

All slots must be committed prior to 10am on the Tuesday prior to the meet. You must attempt to find your own replacement if you later find yourself unavailable to work the shift you selected. Everyone will agree to a conditional Volunteer Fee at registration and be expected to fulfill volunteer requirements who has a swimmer on the team including pool board members.

See Volunteer Descriptions and Volunteer Chairs for a complete list of positions available.

Registration

There are 3 parts to registration...

1. Register Online. Click “Registration” and login to your account, then follow the prompts. Swimmers will fill in their info and complete required team forms with electronic signatures.
2. Medial Information. Fill out medical information and assign emergency contacts.
3. Pay Registration and Volunteer Fees. Swimmers can pay registration fees by credit card and a hold will be placed on this card for the conditional Volunteer Fee during payment.

Registration Deadlines. Regular registration only remains open for a few weeks. Late registration will be allowed as space permits on the team at the age group. Should the swimmer be permitted to register late: a) will be charged a $25 late fee, All swimmers registering after the registration deadline…. b) WILL NOT receive a complimentary team cap and c) WILL NOT be able to order additional team gear. 

A deadline for all registrations is set just prior to the first meet. No swimmers will be allowed to join the team after that date (see " Meets & Events" for those dates). Refunds of registration fees are available up until the first meet, minus the Swimtopia processing charge and MHSL fee.

NOTE: Swimmers will not be allowed to practice or participate in a meet until Registration and Volunteer Fees are paid and all required forms are completed and received by the Parent Reps (insurance regulation and team policy), and volunteer commitments are met as discussed under the volunteer section.

Concessions

The concession stand at all home meets is the Swim Team’s largest and most effective fundraiser. The money raised by the concession stand is used to help pay coach salaries, purchase ribbons and awards, fund socials and defray the cost of meet supplies. To help keep costs down, the Swim Team asks each swimmer to sign up online to donate goods to Concessions for at least one of its home meets.

Meets

Foxridge strives to have the best sportsmanship in MHSL. To achieve that, the Swim Team expects its coaches, swimmers, their parents and family members to adhere to and surpass the MHSL Code of Conduct that is signed during Registration.

Dual Meets are held 5 times each season, and swimmers are coached to swim strokes according to MHSL guidelines. For Away Meets, see “Pool Locations” tab on website for pool locations and directions.

1. Meet Themes – The coaches decide on a theme for each meet (e.g., Hawaiian, Safari, Pirate, Alien Invasion, Tie Dye, etc.) and swimmers dress-up, decorate their tents, and encourage their Swim Family members according to the theme. This is a way of showing team spirit and parents are welcome to dress up, too.
2. Event Sign-ups - Each dual meet is comprised of 90 events (see Table of Meet Events.) Swimmers have the opportunity to sign up for the events they would like to swim on the "SignUp Calendar" by Tuesday at 5pm of the meet week. Each swimmer may swim in up to 3 individual events, and 2 relays in a meet. The coaches will review the meet line-up and do their best to accommodate swimmer preferences but may make changes based on the team’s overall needs (there are no guarantees.) Each event can have several heats so it is important to check the pool sandwich board sign or the meet program posted online on Fridays prior to each meet to determine what events your child will be swimming in. Make a note of your swimmer's event numbers, heats and lanes and bring it to the meet. If you want to print your own copy of the events program, it is available online on Friday nights.
3. Pep Rallies - The coaches hold a pep rally each Friday evening (Time TBD) to prepare for the Saturday meet. Swimmers enjoy popsicles, learn cheers, receive important information regarding the upcoming swim meet and get fired up for the meet. Pep Rallies are a key team building activity so it is important for all swimmers to attend.
4. Absences - The coaches require that swimmers declared "no" for the meet no later than 5pm on Tuesday prior to the meet if your child willnot be swimming in the meet. Race schedules are made out mid-week and entered into the computer. Last minute changes are hard on the coaches and the parent volunteers who are running the meet. This is especially true where swimmers leave a meet early. Because relays occur in the last events of the day, the coaches rely on your swimmer to be there until the end of the meet. If you must leave early, please let the coach know as soon as possible so a substitute can be selected. 
5. Warm-Up – The entire team warms up before each meet. The visiting team warm-up starts at 6:50 am and the home team warm-up starts at 7:20 am.
6. National Anthem – The Home team provides a National Anthem performer. Anyone interested in performing should contact a Parent Rep early in the season. All swimmers are expected to show due respect for this patriotic tradition.
7. Heating – Swimmers should watch the “First Call/Last Call” sign and listen for their events to be called over the loud speaker. Event cards are no longer utilized.
8. Note: At meets, tents, chairs, ropes, benches, swimmers, parents, coaches, officials, volunteers, the score table, and concessions utilize every inch of available space around a pool. This can be intimidating for first-time swimmers. Once your child becomes familiar with meet days, all the chaos will seem much more manageable. Help ease the stress for your child by knowing their events and writing the event numbers down. Remind your child to approach the heating area when their events are being called (usually up to six events ahead.) The coaches especially appreciate your assistance in helping to round up younger swimmers for relay events.
9. DQ's - Only swimmers 7 and older are subject to disqualification by stroke and turn judges, although 6 & under can be disqualified if they fail to demonstrate a continuous effort to perform the designated stroke or need physical assistance from a coach. Stroke Judges are trained and experienced and should explain to the swimmer why they were DQ'd. Remember, they are not “out to get” anyone, rather they are there to provide valuable feedback to help swimmers develop a proper stroke according to the guidelines. If there isn't enough time to explain a DQ, the DQ notification will go to the Head Coach and the Head Coach can discuss it with your child. DO NOT APPROACH STROKE & TURN JUDGES WITH ANY QUESTIONS/PROTESTS because they need to keep focused on what's happening in the pool. Swimmers should direct all questions/comments to the Head Coach. DQ's are important learning opportunities for swimmers to learn the correct stroke before they get to the final meets where judging tends to be a little stricter. 
10. Results – meet results are posted poolside throughout the meet and are usually available on the website within 24 hours of the end of the meet. To determine the winning team, team points are awarded for the top placements. Individual events are awarded 6 pts. for first place, 3 pts. for second place, 2 pts. for third place and 1 pt. for fourth place. Relay teams are awarded 8 pts. for first and 4 pts. for second plac
    1. Some pools are 25 meter and some are 25 yards. To convert times...
       1. Yards Time (in seconds) x 1.11 = Meters Time (in seconds)
       2. Meters Time (in seconds) / 1.11 = Yards Time in seconds)
11. After the Meet - Please make sure your group cleans up after themselves!! This is especially important at away meets. A team that leaves a mess is deemed unsportsmanlike and has in the past been fined, or in extreme cases, MHSL league points are deducted. Swimmers are expected to help clean up trash after each meet. Cleanup needs to be done quickly to get the pools ready for open swim.

Prelims are held at the end of the season and include all teams within the Division, divided by age group. Prelims are held during 2 week day mornings and are a deciding factor of which swimmers will swim in the Championship meet. The top 12-16 qualifiers (depending upon pool size where Championships will be held) and 2 alternates in each event will compete at Championships. All swimmers are encouraged to participate at Prelims. Parents who have children swimming at Prelims must volunteer to help run these meets. This is above and beyond the 4 Volunteer Shifts (12 volunteer points) required during the regular season.

Championships is the sixth and final Division team meet. The 12-16 fastest swimmers in each event (as wellas 2 alternates) as determined at prelims, qualify for Championships. Additional swimmers may be invited by the coaches to swim in the relay events, even though they have not qualified for an individual event. Swimmers must swim in a minimum of two regular dual meets in order to be eligible to swim at Championships. ALL swimmers are encouraged to attend and cheer on their teammates. Parents who have children swimming at Championships must volunteer to help run the meet. This is above and beyond the 4 Volunteer Shifts (12 volunteer points) required during the regular season.

All-Stars is the last swim event of the MHSL season. Only swimmers who meet or beat a pre-set “All-Star” time during the regular season, prelims, or championships are eligible to swim in this meet. All-Stars is the “best of the best” competition from within all 24 teams in the MHSL. Parents who have children swimming at All-Stars must volunteer to help run the meet. This is above and beyond the 12 volunteer points required during the regular season. There is an additional swimmer cost for this event, which includes an All-Star t-shirt. All fees must be paid prior to competing. The team may budget to purchase the T-shirt, please contact a parent rep for details each season.

How to Read Heat Sheets (Meet Programs)

What is a Heat Sheet? What Does it say?

The Heat Sheet is a program that shows all the participating swimmers and what events they will participate in as well as the heat number and lane number. The announcer will say the event and heat number and there is usually a board with this information as well though it differs at each pool.

Changes and Combined Events:

Changes to the Heat Sheet will be made the morning of the meet based on swimmers who don't arrive on time or do not attend. We will also "combine" races to speed up the meet. For example, if we have 3 girls swimming Fly in the 15-17 age group and 3 boys -- we will combine them into one heat to save time.

The announcer will say if heats are combined. Please pay attention when it gets close to the time of your swimmer's event.

Event Number:

There are 90 events in each meet. You can find the order of events here.

Heat Number:

In each of the 90 events there are HEATS. Each heat has 5-8 swimmers depending on the size of the pool. (One per lane.)

Lane Number:

This will tell you which lane your swimmer is scheduled to be in.

Seed Time:

Once a swimmer participates legally in an event, they will have a "seed time" in that event for the next meet. Swimmers are placed in heats and relays according to their seed times*. The seed timeis the fastest time the swimmer obtained in the past for that particular event.

Example Meet Program (Heat Sheet)

Marking Your Swimmer

Foxridge Foxes use the CARDLESS meet system...no cards for individual events or relays! How we need your help:

1. In Sharpie, write your child’s LAST NAME on their arm above their event chart.
2. Make an “Event/Heat/Lane” chart on their arm detailing their events. This can be done at the meet, or once the program is available.
3. This chart should include any individual and/or relays your swimmer is in. Coaches, Parent Reps, Seasoned swimmers, and Team Captains can help.

Note: The order is: Event | Heat | Lane. This information can be found on the heat sheets that will be sent out Friday night and are posted around the pool, or in the meet program. The application of some spray sunscreens can affect Sharpie, so you may want to do this after you have put the sunscreen on.

Heating at the Meet

1. You (your swimmer) will have to listen to the first and last call for an event and also pay attention to the heating board with the first and last call for the events.
2. Swimmers MUST check in with the Clerk of Course PRIOR to their race. Swimmers CANNOT just go up to the blocks during their heat, dive in and swim. (OLDER SWIMMERS, THIS MEANS YOU!!!)
3. After checking in with the Clerk of Course, swimmers will be lined up according to heats and lanes.

The heating area will be run in the same way it was run with cards. The difference will be that there will be NO cards, except for relays. You still have to check in, you still have to line up.

Parent Survival Guide

“So how do I know if my child is ready for Swim Team?”

Q: My child can swim great when I am assisting them in the pool, but when I get out, they tend to become frightened and panic. Are they ready?

A: For the safety of your child and those around him… no. Your child is not ready to be in a setting where there are other kids in the lane with him. Private lessons are a great way to build a child’s confidence and increase his swimming skills to the point where he feels comfortable in the water, and the coaches feel comfortable as well. The Club at Foxridge pool offers individual and group lessons and the coaches are also available for private coaching sessions.

Q: My child is comfortable swimming in the shallow end by herself, but is frightened of the deep end. Is she ready?

A: Yes, this is a common obstacle that children can overcome very quickly. Sometimes, this happens during practice, and other times it takes private lessons to help gain the confidence, but it is definitely possible. This child is ready to be on swim team.

Q: My child can swim the full 25 yards, but needs to stop and catch his breath on the wall a few times. Is he ready?

A: This is a very difficult question. For some children, they just need to build up strength and endurance to swim the full lap without holding onto the wall. For others, however, they become fearful and panic because they do not understand how to breathe while swimming. This obstacle can be overcome through practice and lessons, but sometimes it is only alleviated as the child matures and develops stronger water confidence over the long-term. If the child needs to be coached the entire length of the pool, he is not ready to be on swim team. If he can do it on his own but just need to catch his breath a few times, he is ready.

Your child’s safety is of the utmost concern, and if she is not ready, she is not only at risk herself, but she puts other kids in the pool at risk as well. If you have any questions about your child’s ability, progress, or readiness, please contact any one of the coaches.

“What should I bring to practices?”

1. Swim suit – it's best to have a racing practice suit and keep the team suit for meets.
2. Sunscreen – even in early morning the sun can do damage
3. Swim Cap
4. Goggles
5. Towel

Label EVERYTHING!

“What should I bring to meets?”

1. Map/Directions to pool – see “Pool Locations” tab on website or at MHSL website (mhsl.org)
2. Swimmer in team suit
3. Sweatshirt and sweatpants – to keep swimmers warm between warm-up and events
4. Sunscreen
5. Water Bottle
6. Swim cap
7. Goggles – bring a spare pair because they get lost and broken easily
8. Towels – 2 or 3 because they usually don't dry in between events
9. List of Events & Sharpie – write events, heats, lanes on swimmer
10. Volunteer assignment/shift
11. Snacks and Drinks and/or Money for Concessions
12. Sun Umbrella, Tent, or Canopy – the sun is brutal and there is often little shade to be found
13. Chairs or blanket to lie on (and tarps because ground is often wet from rain or sprinklers)

Label EVERYTHING!

“How long do meets last?”

Depending on the Meet start date and the warm-ups - there will be a recommendation as to when to arrive at the pool. In general plan on arriving at meets NO LATER THAN 6:45 am to find parking, get your seating set up and ready your swimmer for warm-ups. Meets usually run until 12pm-1pm.

“What do I do at meets?”

1. Be sure to check in with the coaches and Volunteer Coordinator when you arrive.
2. Find your Swim Team Family members, learn their events so you can cheer them on and wish them good luck.
3. Check the events board to make certain you know which events your swimmer is entered in.
4. Get swimmer to warm-ups (8 & under may not want to because it's cold – that's o.k.)
5. Have your swimmer join in end of warm-up cheer. “What's that Foxridge Battle Cry? V-I-C-T-O-R-Y!”
6. Take swimmers to bathroom – the lines can get long!
7. Respectfully observe the National Anthem which officially starts the meet.
8. Be sure to show up for you Volunteer shift as instructed.
9. Get swimmers to heating when you see their event on the “First Call” board or when announced over the loud speaker. Swimmers who are entered in Medley Relays need to be in heating before meet starts. Swimmers should have cap & goggles but nothing else in heating because they will go directly to the blocks from heating.
10. Check in with Clerk of Course in heating area to have swimmer line up properly. Heating cards are no longer utilized.
11. Once in heating, swimmers sit on benches (starting furthest back) in event, heat and lane order. Volunteers will guide them forward and eventually to the blocks. Parents should not hang out in heating because it gets quite crowded and should not be behind the blocks because there needs to be room for 3 timers, a runner and other officials at each lane.
12. Cheer on your swimmer (and all the other swimmers, as well!)
13. Keep your swimmer warm, hydrated and fed between events.
14. Have fun!

“What do I do if my child gets disqualified?”

The Stroke & Turn Judges should explain the disqualification to your child immediately but they may not have time before the next race is in the water. If you are unsure why your child was disqualified, contact one of the coaches and they will explain it to you. Remind your child that swimmers of all ability levels sometimes make mistakes and get disqualified. It's just part of learning the sport and it gives you something concrete to focus on before the next meet. It shouldn't detract from all the positives of good effort shown, good sportsmanship, other skills exhibited, and the fun of the meet.