💖 Support AHI Swim Team Through Benevity (participating corporations)

Turn your volunteer hours or personal donations into corporate dollars for AHI Swim Team—at no cost to you!

How It Works

• Check if your employer participates (Apple, Genentech, Levi’s, Microsoft, Oracle, PayPal, Ross, UPS, Yahoo, and more).
• Login via your company portal or the Benevity App.
• Select “AHI Swim Team” as your cause.
• Log your volunteer hours or donate—your employer will convert hours to dollars or match donations automatically.

💡 Example: 4 hours volunteering = $100 for AHI (Apple rate). Matching varies by company.

🌟 Make an Impact Today!
➡ Donate or Log Hours via Benevity
Every hour and donation helps fund programs, events, and operations that keep our swimmers thriving!

🐟 Being a Meet Volunteer 💙

At AHI Swim Team, our swimmers shine because of YOU! Without parent volunteers, there’s no one to time races, cheer on the team, and help kids achieve their personal bests. Volunteering is a fun way to support your swimmer, meet other families, and be part of the excitement that makes each swim meet unforgettable.

During our season (April–July), all families are asked to complete 40 volunteer units—and there are plenty of ways to jump in:

• Swim Meet Volunteers – Take part in the action! Help at home and away meets in roles that keep races running smoothly.
• Core Volunteers – Take on one major role for the season and fulfill most of your units at once.

Every job matters, every role counts, and together we make our swim season a success! Dive in, have fun, and help make a difference in our swimmers’ summer memories.

🎥 Check out our Volunteer Position Videos to see what each role looks like!

How To Be a Timer

How to Be a Shepherd

1)  How many volunteers does it take to put on a Home Meet?

• It takes at least 60 people to put on a Home Meet.

2)  Do we need volunteers for Away Meets?

• Yes! We need at least 30 volunteers for Away Meets.

3)  Where and when do I sign up to be a volunteer?

• Sign-up begins after Fun Friday. You can sign up on line through our website!

4)  How many units do I need to complete as a volunteer?

• Each family needs to complete 40 units.
• Each position is assigned a number of units.

5)  What kinds of volunteer opportunities are there?

• There are AHI Board positions, core positions, swim meet assignments, and fundraiser volunteers.

6)  What if there are not enough units for me to get 40 units?

• There are always units available. Please contact your Volunteer Coordinator for possible ideas.

7)  May I get someone else to work for me?

• Yes. If the person is at least 16 years old they can fill your spot. The teen/other family member would need to sign in/out with the volunteer coordinator at the event.
• Your family will get credits for the units worked by the teen or the other family member.

8)  There is no way I can help and I cannot find another person to work for me, what do I do?

• You may “Buy-Out” by submitting a check for $500 to AHI Swim Team. You will still be responsible to volunteer at league finals. Typical league final shifts are no more than 3 hour shifts. If you “Buy-Out” you will not be required to volunteer for regular season swim meets. While “Buy-Out” is available we strongly encourage your volunteer participation. If during the previous swim season your family did not attempt to volunteer, and the deposit was cashed, a “buy-out” will be required at time of new swim season registration. For families required to participate in the “buy-out” arrangements can be made to return this amount if volunteer units are completed during new swim season.

9)  Is it possible to earn all 40 units in one job?

• Yes, fill a Core Activity Planning position that is right for you! Please contact the Volunteer Coordinator to sign up or for more information. There are a few positions that are 15 units which you can also add on!

**Work Deposit and Buyout Policy: The yearly work deposit is $500 and can be rolled over to the next year. If a family opts not to work, they may pay $500 to buy out for the season. The $500 work deposit is a commitment of 40 work credit units made by the swim family. If the family makes this commitment and fails to fulfill their work credits for that season, not only do they forfeit the $500, but they will also be charged $500 to be reinstated as a member in good standing for the following season. At that time, they will also be required to pay $500 as their new work deposit for that season.

NOTE: Buyout Policy does not include League Finals.  All families should provide at least one member to volunteer to help run League Finals.

Click here to download detailed swim meet job descriptions

Volunteers are needed for both Home and Away Meets.
*Job units range from 1-7 units.  Most positions are 5 to 7 units.  

Starter/Announcer

• Announce all events
• Start all races
• Fun job! Watch the entire meet!

Set-Up/Clean-up

• Arrive at one hour before home meets
• Set up awnings, tables, chairs, computer, sound system and more
• Help set up and then enjoy the meet!
• Take down awnings, tables, chairs, and sound system
• Return items to pool storage shed
• Clean up pool deck (sweep, empty garbage, collect lost & found items)

Head Timer

• Start and stop 2 stopwatches for each event
• For any Timer who needs a replacement, give one of the 2 you have
• Collect stopwatches at the end of the meet and turn into the Volunteer Coordinator

Timer

• Start and stop stopwatch for each event
• Show time to the Lane Recorder
• Be prepared to be Recorder in addition to Timer if the Recorder is a “no show”

Relief Timer

• Start and stopwatch for each event
• Show time to the Lane Recorder
• Provide rotating relief for AHI timers/recorders/runners in assigned (15 breaks)

Lane Recorder

• Record times for each swimmer from the Timers
• Record accurate time from stopwatch (no rounding off); circle median time
• Hand paper to Lane Runner

Lane/DQ Slip Runner

• Collect time sheets after each event from the Lane Recorders and put into lane order
• Give time sheets to Data Entry at computer desk
• Collect “DQ” slips from the Stroke and Turn Judges and place with time record sheets
• Not a sitting job! If you like to be “on the go” this is the job for you!

Shepherd/Clerk of the Course

• Get apron and age-group signs
• Gather age group swimmers 3 events prior to theirs and take to shepherd tent
• Help swimmers find correct lane for each event
• Turn in your Shepherd Materials to Volunteer Coordinator at the end of the meet

Ribbon Volunteer

• Attach event results on ribbons
• Away Meets: attach stickers and bring ribbons back to file in family folders

Snack Bar/BBQ

• Arrive 1/2 hour prior to home meet to set up concessions
• Sell Concessions
• Provide hospitality to timers/recorders/coaches/judges
• BBQ
• Clean-up concession area (wipe down counters, refill drinks etc and take trash bags to dumpster

Stroke and Turn Judge

• Weekend training class is required
• Disqualify swimmers if strokes not up to standards
• Disqualify swimmers if wall not touched

Data Entry

• Training necessary if new!
• Responsible for computer entry of EACH swimmer for each event
• Print out stickers for Ribbon Volunteers
• Print out official results of the meet for Head Coaches of both teams

Your family can earn a lot of units with one of the following:

• Core Volunteer Position
  
• Board Positions: President, Vice President, Secretary, Treasurer, Registrar, Volunteer Coordinator, League Rep, Fundraiser Coordinator. Talk to current board members if you are interested in a Board Position.
  NOTE: Board members are elected  at the end of the season in August and attend monthly meetings all year to run the team.

Core Volunteer Positions

Data Entry 40 units

• Load “Hi-Tek Manager” program onto home computer
• Receive information from both swim teams prior to home swim meet and enter information into computer program. Information entered would be events/heat each swimmer is swimming and their most recent time.
• Print out sheets prior to swim meet for coaches, shepherds and for posting at the meet.

Ribbon Coordinator 40 units

• Inventory and Purchase Ribbons confirm end-of-year inventory from prior swim season
• Order ribbons and have them sorted PRIOR May 15
• Perform end-of-year inventor and give to Treasurer
• Provide guidance to Ribbon Volunteers
• Home Meets: be sure to get ribbons to visiting team
• Away Meets: apply stickers and bring back BSR ribbons to Family Folders
• Away Meets: bring back ribbons is only duty
• Field all ribbon questions and concerns, sometimes swimmer gets the wrong ribbon or ribbon shows wrong time and sometimes there are questions about other teams ribbon policies.
• Maintain and update binder for this coordinator position
• Please direct questions & all budget requests (in advance) to your Board Advisor.

Fundraiser Event Staff 5-30 units

• Work with Fundraising Coordinator to plan annual fundraiser, up to 3 months prior
• Help solicit donations from the community including businesses, restaurants, wineries etc
• Decorate, set up, work during event, and/or clean up the fundraising event
• Positions can be 5-30 units depending on your commitment of time

Board Positions*
*Refer to Team Handbook for full details of positions

President 40 Units

Vice President 40 Units

Secretary 40 Units

Treasurer 40 Units

Meet Manager/Board Member 40 units

• Manage Meet through email, website, flyers in Family Folders
• Create and distribute swimmer sign-up sheets and collect fees. Give coach summary of sign-ups (coach will submit them.)
• Give Treasurer fees.
• League Rep will give you list of daily Meet volunteer positions; ensure members from all participating families have signed up to work at the meet.
• Provide guidance to volunteers during Meet.
• Please direct questions and all budget requests (in advance) to your Board Advisor: President

Volunteer Coordinator/Board Member 40 Units

• Be available at meets for “check-in/out” with volunteers
• Go over job responsibilities with parent volunteers prior to the first swim meet (or anyone new to the job)
• Provide sign-up sheets for swim meets (home and away)
• Remind families one week prior to the event of the job they have signed up for
• Assist families with volunteer sign-ups and any changes
• Provide guidance to volunteers
• Contact any family who has not shown up for their volunteer position
• Track status of volunteer units completed & communicate status to families and AHI Swim Board
• Coordinate Volunteers for League Finals
• It is ultimately the responsibility of the family to find a replacement for their job

Fundraiser Coordinator/Board Member 40 units

• Advisable to begin planning in April
• Promote fundraiser through flyers in family folders, posters around the pool, emails to families
• Work with coaches to provide information so they can communicate with the swimmers about event
• Recruit volunteers for the event
• Coordinate food planning with Board approval
• Supervise volunteers at event
• Track amount raised by each swimmer

Registration Coordinator (Registrar)/Board Member 40 units

• Secure the registration facility
• Place signage around American Canyon & collect
• Distribute flyers to schools last week of February, Second distribution third week of March
• Copy and put registration packets together
• Attend registration and be point of contact for questions
• Available at least twice a week at practice to take new registrations through June.
• Distribute flyers in recreation department and pool office
• Provide update to website administrator for registration

Tri County League Representative for AHI/Board Member 40 units

• Attend monthly meetings to represent AHI 
• Determine League Rules and By-Laws
• Fullfill a League Board Position (President, VP, etc)
• Attend additional meetings to plan league meet (during summer)
• Assist with setup & cleanup for league meet

Family Event Coordinator 40 units

• Plan social activities for AHI swim families ( 4th of July parade/ Day at the Water park etc.)
• Coordinate with Communications Coordinator for advertisement of upcoming events through emails and flyers to family folders
• Plan End of Season Awards (order food, drinks, medals, certificates, coach appreciation, etc)
• Communicate plans with AHI Swim Board
• Coordinate Election of New Board Members (begin this process in July & announce at awards)
• Recruit volunteers for event & coordinate dates with AHI Swim Board