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Thank You

Your registration has been received!
Pro Tip: Bookmark this page, you'll likely need to refer back to it more than once.

1

Download and/or
update all Apps and sign-up for the season's email list

Previous swimmers make sure to register for the new remind group & new email list every season, and new swimmers follow the directions below.

Text the number 81010 with the code: @vac2024f to join our remind group.

2

Add All Meetings, events & hosted swim meets to your calendar

Below you will find a list of mandatory events for this season. Check out mandatory, swim meet and other event dates in the events tab below or on our Team Calendar

3

Practice begins September 9th for returning swimmers

or the following Monday for new swimmers (after tryouts have ended). 

*Returning swimmers assigned to the blue group, please come at 6:30pm during tryouts week.

Ages 13+

All swimmers must take the SafeSport for Youth Athlete's Course

USA Swimming requires all swimmers aged 13 and older to complete a quick online SafeSport for Youth Athlete’s course. Why? Because we’re all about making sure our athletes swim in the safest, most positive environment possible—no exceptions (and it’s required of our club to maintain our USA Swimming registration). This needs to be done annually by any swimmer 13 or older.

Fall Season Info

Click the menu buttons (tabs) to display the corresponding information.

Overview

#1 Download the Remind App

All practice cancellations, announcements & updates are sent via the Remind app so please download it and add us by texting the number @81010 with the code: @vac2024f to join our remind group for the season.

*If you do not download this app you may show up on a day we have cancelled practice. We frequently cancel or start practice later during the Fall season due to the high schools swim team’s schedule, as their home meets are quite unpredictable and often run VERY late.

#2 Register for USA Swimming
  1. Register yourself for a parent account. LINK
  2. Link your account to our club. LINK
  3. Add your swimmer to your account.
  4. Finalize USA Swimming Registration and pay. 

*Returning swimmers please remember to renew.

#3 Get On The Email List

In addition to those handy Remind app pings, we send out a weekly email stuffed with extra info, reminders, and upcoming dates—it’s like your own personal VIP swim meet newsletter! 💌

But here’s the deal: we create a new list every season so we don’t pester parents who’s swimmers aren’t swimming with us.

That means you’ll need to sign up each season. I highly recommend jumping on board—because who doesn’t want the inside scoop before everyone else? 😉

 
#4 Watch Your Email for TeamUnify/ SportsEngine

Once your account has been setup, you’ll receive an email from TeamUnify and you’ll be able to setup the OnDeck App where you’ll get the oppurtunity to sign up for things like swim meets or check your child’s swim times. *Disclaimer: all accounts must be manually setup by a board member – so it may take us a few weeks to get you in there. If you do not receieve an email from SportsEngine/Team Unify after 1 month please shoot us a message. 

#5 Attend the Parents Meeting

Every fall we have a Team Suit followed by our mandatory parents meeting. You’ll find the latest schedule in the “Events” tab above with all of the upcoming dates, events and meets or in our website menu under “Calendar“.

#6 Read the Parents Handbook

The parents handbook will include a more detailed version of this page and all of it’s information, such as: Our Vision, Key People, USA Swimming Registration, our apps, billing & payments, Fundraising (AKA our hosted swim meets and other events), swim groups, practices, meets, volunteering, polices and FAQs. 

You will need to download 2 free apps to be part of our swim team (Remind & OnDeck)

Join our Remind App group by texting the code vac2024f

to the number 81010

Most communication happens in the RemindApp and a new remind group is created every year so make sure to add the new group for the current season.

Step 1: Download the Remind App

  1. For iPhone Users:

    • Open the App Store on your iPhone.
    • Tap on the search bar at the top and type in "Remind: School Communication".
    • Look for the app with a blue icon and tap Get or Install.
    • Once the download is complete, tap Open to launch the app.

  2. For Android Users:

    • Open the Google Play Store on your Android device.
    • Use the search bar to type in "Remind: School Communication".
    • Find the app with the blue icon and tap Install.
    • After the installation is finished, tap Open to start the app.

Step 2: Sign Up for Remind

  1. Create an Account:

    • Open the Remind app on your device.
    • Tap Sign Up to create a new account.
    • You can sign up using your email address, phone number, or by connecting with Google.
    • Follow the prompts to set up your account, including creating a password.

  2. Join Our Swim Club Group:

    • Text the number and code given to you after registration (you can check your email for the code) or contact us if you are unable to find it.
    • Once your account is set up, tap on Join a Class.
    • Enter the unique class code that you received as a reply from your text (or it may just automatically open the app and add the group)
    • Tap Join to be added to our swim club group.

  3. Set Up Notifications:

    • To ensure you receive all updates, make sure notifications are enabled.
    • Go to the settings in the Remind app and customize how you want to receive notifications (via push notifications, text messages, or email).

Step 3: Stay Informed

Now that you’re all set up, you’ll receive real-time updates and important announcements directly from the swim club. You can also message the coaches or administrators through the app if you have any questions or need further assistance.

If you have any trouble signing up or need further assistance, feel free to reach out to us, and we’ll be happy to help you get connected.

*You will not be able to setup the onDeck app until you receive an email from TeamUnify that your account has been setup (or that payments have been posted as we manually need to enter your payments and balances into the system - which can take us a few weeks). And a reminder although your balances show in the OnDeck App/Team Unify we do not allow payments through the app at this time.

Step 1: Download the OnDeck App

Team Alias: mrvac

  1. Wait for an email from Team Unify to alert you when your account has been setup in the system.
  2. For iPhone Users:

    • Open the App Store on your iPhone.
    • Tap the search bar and type "OnDeck".
    • Look for the app by SportsEngine with a red icon and tap Get or Install.
    • Once the download completes, tap Open to launch the app.

  3. For Android Users:

    • Open the Google Play Store on your Android device.
    • In the search bar, type "OnDeck".
    • Find the app by SportsEngine with a red icon and tap Install.
    • After installation, tap Open to start the app.

Step 2: Sign Up for OnDeck

  1. Log In with TeamUnify Account:

    • Open the OnDeck app.
    • On the login screen, you’ll be prompted to enter your TeamUnify username and password. (This is the same login information you use on the TeamUnify website - where the login button on the website directs you.)
    • If you don’t have a TeamUnify account yet, please wait till you receive an email from Team Unify to notify you that your account has been setup.

  2. Set Up Your Account:

    • Once logged in, OnDeck will prompt you to sync your account with the team database.
    • Follow the on-screen instructions to complete the setup and ensure all your swimmer's information is correctly synced.

Step 3: Set Up Notifications and Explore the App

  1. Enable Notifications:

    • To stay updated on swim meets, events, and team communications, go to the app's settings and enable notifications.
    • Choose how you want to be notified, whether through push notifications, email, or text messages.

  2. Explore Features:

    • Meet Schedules: View upcoming meets, see event schedules, and sign up for events directly within the app.
    • Track Times: Easily track your swimmer's times and personal bests.
    • Team Communication: Stay in touch with coaches and team members, receive announcements, and check practice schedules.

Note: As of right now we cannot take payment through the app, we will invoice you separately for any account balances.

Step 4: Stay Connected

Once your account is set up, you’ll have access to all the tools needed to stay informed and organized throughout the swim season. Whether it’s viewing upcoming meets, checking times, or getting updates on last-minute schedule changes, OnDeck makes it easy to manage everything from your phone.

If you run into any issues with setup or have questions, feel free to reach out for help, and we’ll be happy to assist you!

OnDeck Tutorials

Swim meets are exciting events where our swimmers showcase their hard work and compete against other teams. Whether it’s your first meet or you’re a seasoned swim parent, here’s what you can expect:

Signing Up for the Meet

For all meets  sign-up is handled through our website (TeamUnify software and or the ONDECK app for your smartphone).  Training for this will be held separately after the orientation meeting if you need help. Live meet results can be found on Meet Mobile (subscription is about $10 a year for the phone app)

You must log into our website and declare if your child is attending or not.  Even if they are not attending, it is extremely helpful to the coaches to declare your intent so they can properly plan coverage for the meet.  If you decline the meet for your child you must also state the reason why as well as speak to your child’s coach.   This declaration also assists you in calculating what additional fees you must submit to the treasurer for the US meets. Warmup arrival times are sent out by the coach using the Remind App.

When signing up please include your preferred meets day(s), so the coach may choose events on days that work best with your schedule.

Before the Meet:

  • Swimmers:

    • Swimmers should arrive 20 minutes early for warm-ups and enter the pool area through the side door if the event is at our pool. This entrance is reserved for athletes to ensure they can get settled and ready for their events without distractions. Warm up times will be sent on the Remind App.
    • Upon arrival find a place to put your belongings.  The team usually sits together, so look for some familiar faces and our banner.
    • Check in with your coach!

      • If your child wakes up ill – Please message Jen Hand on remind (or for a US meet the coach that will be there for your child’s session) as soon as you know they will not be making it.

    • If you need to put your swimsuit on, go to the locker room and change.
    • When events become available (usually from the coach) swimmers or coaches will write their event numbers on the back of their hand in ink.  This helps them remember what events they are swimming and what event numbers to listen for when they are called out.  There will always be a coach or parent volunteer to help the swimmers with this. (Your parent is not responsible for this)
    • Swimmers now gather their cap, goggles, and flip-flops and report to the pool for warm-up instructions.
    • After warm-ups swimmers will return to the area where their team is sitting and wait for their events to be called.  The meet usually starts about 10-15 minutes after warm-ups have concluded.

  • Parents:

    • Parents and spectators should enter through the main entrance. If you are not volunteering, there will be an entrance fee that can be paid at the door. Please note that volunteers do not need to pay this fee and should check in at the front entrance to receive their assignments.
    • According to US Swimming regulations (insurance purposes) parents ARE NOT allowed on deck unless they are serving in an official capacity.  Similarly, all questions concerning meet results, an officiating call, or the conduct of a meet should be referred to a coach.  The coach will then pursue the matter through the proper channels.
    • A program (or heat sheet) is usually available for sale in the lobby/concession stand at US meets.  It lists all the swimmers in each event in order of seed time.  Seed time is the fastest time the swimmer has obtained in the past for that particular event.  This time determines who the swimmer competes against, which heat they will compete in, and which lane the officials assign them to.  If the swimmer is swimming the event for the first time they will be entered as “NT” or “no time”.

What to Bring:

For a successful and comfortable swim meet experience, swimmers should bring the following items:

  • Swim Gear:

    • Swimsuit: Wear your swim team competition suit.
    • Swim Cap: Essential for racing and team identification.
    • Sandles: Flip flops or slides
    • Goggles: Bring two sets, just in case one gets lost or breaks.
    • Towels: Bring at least two towels—one for drying off between events and one for after the meet.
    • Change of Clothes: Team warm-up suits, sweat suits, long sleeve shirt, pajama pants, or equivalent to put on after you swim to keep you warm.  Most swimmers bring one to wear and a spare just in case something gets wet.
    • Warm Clothing: Items like swim parkas, hoodies, or towel pants to keep warm when not in the water.
    • Comfortable Seating: Something comfortable for your swimmer (and you) to sit on, such as a cushion or blanket, since meets can run long. Example: a sleeping bag, an old blanket/comforter, or anything that will be comfy to sit on for the day.

  • Entertainment:

    • Books, Games, or Activities: Meets can involve long waits between events, so swimmers should bring non-electronic activities to keep themselves occupied. We do not recommend bringing electronics, as we are not responsible for lost or stolen items, but if you do send any, please label them.

  • Snacks and Water:

    • Healthy snacks and plenty of water are important to keep energy levels up throughout the day.

During the Meet:

Swim meets are typically divided into several sessions, and each session may include various events such as freestyle, backstroke, breaststroke, and butterfly races. Swim meets can vary in length, but they often run for several hours. Larger meets can span an entire day or even multiple days, typically from Friday to Sunday.

Please remember to wear something on your feet when walking around the building (i.e. going to the restroom, locker room, or spectator area).  NOTE – Most, if not all facilities will NOT allow the children to walk around without shoes on for insurance reasons. Flip-flops or slides work best as they can be worn all over and can tolerate getting wet.

Be prepared for long sessions by bringing comfortable seating, snacks, and activities to keep swimmers and parents occupied. Here’s a general flow of what happens during a swim meet:

  1. Check-In:

    • Upon arrival, swimmers check in with their coach and begin warming up. Volunteers should check in at the front entrance to receive their assignments and instructions.

  2. Warm-Ups:

    • Warm-up sessions are held before the start of the meet. Swimmers will have time to stretch, practice starts, and get comfortable in the water. Please check the remind app for specific times.

  3. Group Areas:

    • Swimmers will be assigned to a designated group area, which could be in the main pool area, hallways, gym, or other classrooms. This is where they will stay between events.

  4. Events:

    • Swimmers compete in their assigned events, grouped by age and gender. Races are called by event number & heat number, so swimmers must pay attention to announcements and be ready at the staging area when their event is called.
    • Swimmer’s events will be called out by coaches and/or parent volunteers in the area where the swimmers are being held.
    • After each race, swimmers should check in with their coach for feedback and prepare for their next event.
    • When your swimmer’s events have been called, they report to the line-up area with their goggles, swim cap, and flip flops.  Parent volunteers usually help to line up all swimmers and take them to the pool area in the order in which they will swim.
    • You can expect 4-8 heats for each event.  Some “big” US meets have been known to have 10+ heats per event.  
    • Swimmers line up behind the diving blocks.  They will be told by the officials when to step up on the block or enter the water to begin their race.  Again, Coaches and Parent Volunteers are there to help.
    • The swimmer swims their race.
    • After each swim event, your swimmer can ask the timer for their time, if they wish.  If they know what lane they are swimming in, they can also look up at the scoreboard to see their time.
    • Depending on the coach's instructions, swimmers may be told to do some recovery swimming in a “warm-down” pool or lanes, if they are available.
    • When time allows, coaches will speak to swimmers following their race to congratulate them on a “great swim”.  In addition, coaches will also offer advice and discuss technique with our older competitive swimmers.
    • After their event is over, swimmers report back to the team area, relax, drink fluids (water) and maybe have a small healthy snack.

  5. Breaks:

    • There may be short breaks between sessions or events. This is a good time for swimmers to rest, hydrate, and refuel with snacks. Parents can use this time to stretch, grab refreshments, or check in with their swimmer.

  6. Volunteering:

    • Volunteers should report to their designated area as instructed during check-in. Roles such as timing, concessions, and other tasks are essential to keeping the meet running smoothly.

  7. Results:

    • Results for the events are usually posted somewhere in the pool facility.  Awards are often gathered for a team and given to the coach at the conclusion of the meet.  These awards can be retrieved in your swimmers VAC folder located in the file cabinet at Valley Central.

  8. Awards:

    • Some meets may have award ceremonies after the events, where medals or ribbons are presented to top finishers but most of the time you can find any awards in the file cabinet in your family folder.

End of the Meet:

VAC is NOT responsible for lost or stolen items.

When a swimmer has completed all of their events, for US meets - they should check with the coach before leaving for the day to see if they are swimming in a relay.  Relays are usually the last events of the session.

Once you have attended one or two meets this will all become very routine.  Do not hesitate to ask a board member, parent volunteer, another swim parent, coach, or even an older swimmer for help or information at a swim meet.

Attending a swim meet is not just about competition—it’s a chance to build team spirit, meet other swim families, and support your swimmer in their athletic journey. We look forward to seeing you at the pool and appreciate your support in making our meets successful!

Meet Fees

Signing Up

For all meets, swimmer sign-up is handled through our website (TeamUnify software, ONDECK app or invoiced online).  Training for this will be held separately after the orientation meeting if you need help. Live meet results can be found on Meet Mobile (subscription is about $10 a year for the phone app)

You must log into our website and declare if your child is attending or not.  Even if they are not attending, it is extremely helpful to the coaches to declare your intent so they can properly plan coverage for the meet.  If you decline the meet for your child you must also state the reason why as well as speak to your child’s coach.  Warmup arrival times are sent out by the coach using the Remind App.

All meet fees are invoiced every 1-3 months.

US Meets

  • It is MANDATORY for Parents to sign up to work the required number of sessions for the VAC Classic; regardless if their child is swimming in this US meet. (please see Fundraising section for further info) 
  • Depending on the meet, can vary in size from 3-12+ clubs from all over
  • You may choose the swimmer’s events (if you are not sure please check with your coach to see if your child is ready to swim that event or distance)
  • Requires additional entry fees per race, per child  (individual events only – the club covers the fee for the relay races)  (Fees vary by meet)

    • The fee is on average $8 per individual event and a $10 swimmer surcharge/facility fee for the meet.  (the specific price is stated in the meet announcements which will be available on our events page for each meet we attend)
    • This is to be submitted to VAC the Wednesday BEFORE the meet
    • If your child does NOT show up to the meet (scratches), you are still required to pay the entry fee.  

Example

A few examples based on the above rate:

  • your child signs up for the 50 free, 100 IM, 50 back and 500 free

You owe $42. 

  • Your child signs up for 6 events at the VAC classic – however only shows up for 3; You owe $58

There is an entrance fee for any spectator which varies depending on which facility is hosting (ie: $10 per session or $15 for an all day pass)

You would put a check in Jen Thompson’s folder OR mail it to the PO Box for the fees required and make the check out to VAC with a note of what it is for (child(ren) and number of races).  Failure to pay the meet fees in a timely manner may impact your child's ability to attend future meets.

Useful Links

Motivation Times - These are the national standards which are set for all swimmers by age group

Find Times for USA Swimming Sanctioned Events - You can see how your swimmer compares to other swimmers by event or overall.

Register for USA Swimming - Each year you will need to renew your registration. If this is your first time registering, click the "Create a Login" button. Here are some directions

Other FAQs

1. What should my swimmer eat before a meet?

Answer: It's important for swimmers to have a balanced meal a few hours before the meet, focusing on easily digestible foods that are high in carbohydrates and moderate in protein. Examples include pasta, whole grains, fruits, and vegetables. Avoid heavy, greasy, or sugary foods. Hydration is also key, so make sure they drink plenty of water before and during the meet.

2. How long do swim meets usually last?

Answer: Swim meets can vary in length, but they often run for several hours. Larger meets can span an entire day or even multiple days, typically from Friday to Sunday. Be prepared for long sessions by bringing comfortable seating, snacks, and activities to keep swimmers and parents occupied.

3. What if my swimmer is late to practice or a meet?

Answer: If your swimmer is running late, it’s important to notify the coach as soon as possible. For practices, arriving late may mean missing warm-ups, which are crucial for preventing injuries. For meets, arriving late can result in missing an event, so punctuality is key. Always check the Remind app for any last-minute schedule changes.

4. Can parents talk to coaches during practice or meets?

Answer: We ask that parents refrain from talking to coaches during practice and meets so that they can focus on the swimmers and their training. If you need to discuss something with the coach, please wait until after practice or schedule a time to meet outside of practice hours.

5. What should I do if my swimmer is sick on the day of a meet?

Answer: If your swimmer is sick and unable to participate in a meet, please inform the coach as soon as possible. It’s important for the coach to know so they can make any necessary adjustments to the lineup. The health and well-being of our swimmers are our top priority, so make sure they rest and recover fully before returning to practice. Please utilize the Remind App for communication.

6. How will I know what events my swimmer is competing in?

Answer: Event assignments are usually posted on the team’s communication channels or emailed to parents before the meet. Swimmers will also be informed by their coach. It’s a good idea to write down the event numbers, heats, and lanes for your swimmer to keep track during the meet.

7. Do parents have to volunteer at every meet?

Answer: There is a MANDATORY number of volunteer sessions (minimum of 6 but we usually need as much extra help as possible) required to successfully host these fundraiser meets; if you don’t do these – you will forfeit your $250 work bond deposit.  

You may get other family members to help out – however they must be high school aged or older.  When signing up please state who is signing up in the comments.  Sign up will be done through Sign Up Genius. Please note, at least 5 of your 6 volunteer sessions need to be as timers.

Please visit our Volunteering Page for more information.

8. What should I do if my swimmer loses something at the pool?

Answer: If an item is lost at the pool, check with the lost and found area, which is usually located near the entrance or in the locker room. It's a good idea to label your swimmer's belongings with their name to increase the chances of lost items being returned. Remember, we are not responsible for lost or stolen items, so please encourage your swimmer to keep track of their belongings.

VAC is NOT responsible for lost or stolen items.

9. How do I stay informed about last-minute changes or updates?

Answer: The best way to stay informed about last-minute changes or updates is through the Remind app and the team’s email communications. Make sure you have notifications enabled on the Remind app so you don’t miss any important announcements.

10. Can siblings attend swim meets?

Answer: Yes, siblings are welcome to attend swim meets. However, please ensure they remain in the designated viewing areas and are supervised at all times. It’s important that the swim meet environment remains focused and safe for all participants.

Swim Vocabulary

Swim Vocabulary

USS

United States Swimming.  Governing body of the swimming league.

ESSL

Empire State Swim League

LSC

Local Swim Committee of the USS.  VAC belongs to the Metropolitan Swimming LSC.

Stroke

There are 4 competitive strokes: 

Butterfly (“fly”)

Butterfly (nicknamed FLY) is swam as the third stroke in the Medley Relay and first stroke in the I.M. Racing distances are 50 yards/meter, 100 yards/meter, and 200 yards/meter (LSCs with 8-under divisions offer the 25 yard fly).

Backstroke (“back”)

Backstroke is swum as the first stroke in the Medley Relay and second stroke in the I.M. Racing distances are 50 yards/meter, 100 yards/meter, and 200 yards/meter (LSCs with 8-under divisions offer the 25 yd back).

Breaststroke (“breast”) -

Breaststroke is swam as the second stroke in the Medley Relayand the third stroke in the I.M. Racing distances are 50 yards/meter, 100 yards/meter, and 200 yards/meter. (LSCs with 8-under divisions offer the 25 yd breast)

Freestyle (“free”)

Freestyle (nicknamed Free) is swum as the fourth stroke in the Medley Relay and fourth stroke in the I.M. Racing distances are 50 yards/meter, 100 yards/meter, 200 yards/meter, 400 meter/500, yd 800 mtr/1000 yds, 1500 mtr/1650 yds (LSCs with 8under divisions offer the 25 yd free).

IM - Individual Medley

A swimming event using all four of the competitive strokes on consecutive lengths of the race. The order must be: Butterfly, Backstroke, Breaststroke, Freestyle. Equal distances must be swam of each stroke. Distances offered: 100 yards, 200 yards/meters, 400 yards/meter.

Medley – a swimming event using all 4 strokes

Relay – A swimming event in which 4 swimmers participate as a team, each swimming an equal distance of the race.

Age Group

Division of swimmers according to age. The National Age Group divisions are: 10-under, 11-12, 13-14, 15-16, 17-18. Some LSCs have divided the swimmers into more convenient divisions specific to their situations: (i.e.) 8-under, 13-Over, 15-Over, Junior, Senior.

Alternate

In a Prelims/Finals meet, after the finalists are decided, the next two fastest swimmers other than the finalists are designated as alternates. The faster of the two being the first alternate and the next being second alternate. If a finalist cannot participate, the alternates are called to take their place.

Anchor

The final swimmer in a relay. Also a term coaches use for the beginning of all four strokes indicating the “high elbow”, “catch,” or “early vertical forearm.”

Approved Meet

A meet conducted with sufficient USA Swimming officials to certify conformance to USA Swimming rules. The meet may include competitors who are not USA Swimming members. The meet may be a competition sanctioned at the LSC level with the added approval of USA Swimming because both member and nonmember athletes will be competing.

Deck

The area around the swimming pool reserved for swimmers, officials, and coaches. No one but an "authorized" USA Swimming member may be on the deck during a swim competition.

Distance

How far a swimmer swims. Distances for short course are: 25 yards (1 length), 50 yards (2 lengths), 100 yards (4 lengths), 200 yards (8 lengths), 400 yards (16 lengths), 500 yards (20 lengths), 1000 yards (40 lengths), 1650 yards (66 lengths). 

Distances for long course are: 50 meters (1 length), 100 meters (2 lengths), 200 meters (4 lengths), 400 meters (8 lengths), 800 meters (16 lengths), 1500 meters (30 lengths).

DQ/Disqualified

A swimmer's performance is not counted because of a rules infraction. A disqualification is  shown by an official raising one arm with an open hand above their head.  Swimmer’s time is not counted for that event.

Entry Fees

The amount per event a swimmer is charged.  This varies depending on the LSC and type of meet.

Dual Meet

Only two (2) teams compete against each other.

Invitational Meet

Multiple teams are invited to participate in a meet.

Tri Meet

Three (3) teams compete against each other.

USS Invitational

VAC hosted USS meets and other major team fundraisers.

Silvers

An age group championship meet with time qualifiers.  (Swimmers whose times exceed the upper limit may qualify for JOs.)

JOs

Junior Olympics.  An age group championship meet with time qualifiers.

Short Course

A 25 yard/meter pool.  Valley Central is a short course pool.

Long Course

A 50 meter pool.

Seeding

Swimming order based on each swimmer’s time; slowest times are in the first heat to fastest times in the last heat.

Heat

a group of 6-8 swimmers with similar times.  Winning a heat does not mean you win the event.

The Block/Starting Block

The platform at the deep end of the pool used for diving at the start of a race.

Exhibition

Swimming an event that does not contribute to team points.  The purpose is for personal achievement.

Officials/Judges

Volunteers that help to run the meet and ensure fair competition.  (multiple roles:  Stroke & Turn, Starter, Referee)

Kick Board

A flotation device used by swimmers during practice.

Lane

The specific area in which a swimmer is assigned to swim. (ie) Lane 1 or Lane 2.

Lane Lines

Continuous floating markers attached to a cable stretched from the starting end to the turning end for the purpose of separating each lane and quieting the waves caused by racing swimmers.

Timer

The volunteers sitting behind the starting blocks/finish end of pool, who are responsible for getting each swimmers time.

There is a MANDATORY number of volunteer sessions (minimum of 6 but we usually need as much extra help as possible) required to successfully host these fundraiser meets; if you don’t do these – you will forfeit your $250 work bond deposit.  

You may get other family members to help out – however they must be high school aged or older.  When signing up please state who is signing up in the comments.  Sign up will be done through Sign Up Genius. Please note, at least 5 of your 6 volunteer sessions need to be as timers.

Why Do We Need Parent Volunteers?

Running a swim meet involves many moving parts, and having parent volunteers allows us to efficiently manage the event without the need to hire external staff. This keeps our costs down and allows us to allocate more resources directly to our swimmers and programs. Without your help, we would need to raise enrollment fees to cover these additional costs, which is something we want to avoid.

What Does Volunteering Involve?

Volunteering at a swim meet is a fantastic way to get involved in the swim community, meet other parents, and directly contribute to the success of our events. We offer a variety of roles, so there’s something for everyone, regardless of experience or comfort level.

Available Roles:

Duty Description
Admissions Greets all patrons during our home meets and collects the entry fees/sells programs.  Must be able to handle money.  (Dress in layers as you are by the door and exposed to the cold coming in) 
Announcer Announces each event; prior event winners; natatorium rules, etc.  Must have a strong clear voice.
Awards Sort, Peel and place labels on ribbons and medals for top award winners in each event.
Gym Caller and Gym Line up four different volunteers that organize swimmers from where they are resting to pool deck in the order of their events/heats/lanes to keep meet moving efficiently.  Must be very organized and patient.
Timers What it is: Timers are crucial for recording the swimmers’ official times during races. Timers are assigned a lane where you will time all swimmers.  Your time is a backup in the event of a discrepancy.  Minimal training required, parents are Required to time 3 times during the year. 
Training: Training will be provided at the start of the year and for each meet you sign up for. You are required to attend the VAC Timer training at the beginning of the year. You are required to attend the Timer’s meeting at the meet you are timing for per session you are working.
Why it’s fun: It’s an up-close-and-personal view of the action, and we provide training, so you’ll feel confident in the role.
Concession Stand Helpers What it is: Help setup and manage the concession stand, serving food and drinks to participants and spectators. Must be able to handle money and serve with a smile!
Why it’s fun: It’s a social role with lots of interaction, plus you get to be the go-to person for snacks and refreshments!
Deck Door Security Responsible for the deck door and that only those that are to be on deck are.
Gym Monitor monitors the gym and our team. 
Officials Trained in stroke rules, ensures fair competition.   New recruits are always needed.
Security What it is: Walk through the meet area, rest rooms and locker rooms to make sure there is order and house rules are followed.
Why it’s fun: If you enjoy being part of the behind-the-scenes action, this role is for you. It’s also a great way to ensure the event runs smoothly.
Runners What it is: Collects time sheets and brings them to table.  Posts results for each event.  Must have the ability to walk quickly on slippery surfaces.
Why it’s fun: If you like to stay active, this role keeps you on your feet and moving around the venue, ensuring the event flows smoothly.
Setup/Cleanup Prepares pool deck and spectator area for meets.  Clean up the same areas once meet is over.
Hospitality Order & setup luncheons for coaches and officials at US home meets.

How to Sign Up:

When we’re hosting a swim meet, we’ll send out a signup list where you can choose the date, time, and role that best fits your schedule. Since we often host events over a weekend, you’ll need to volunteer for multiple time slots and/or days to meet the minimum volunteer requirement. We recommend checking which session your swimmer is assigned to so you can decide whether you’d like to volunteer during their session or at another time during the weekend.

Volunteering is not just a requirement; it’s an opportunity to be part of a vibrant community, support your child, and have some fun along the way. We’re looking forward to seeing you at the pool and appreciate your commitment to helping our swim meets run smoothly!

Watch your email for the sign-up link on upcoming hosted events.

Events

Swim meets, mandatory events & team building events.

Mandatory Events

Mandatory Events for the year are listed here and vary by season and attendence is required by at least 1 parent or guardian. We do not normally have mandatory events in Spring & Summer.

Mock Meet & Timer Training

Valley Central High School Pool

TBA

Team Events

Swim team events, such as pizza parties, social gatherings, and team-building activities, are essential for fostering a sense of community and team spirit among swimmers and their families. These events create opportunities for athletes to bond outside of practice, strengthening relationships that contribute to better performance and a supportive team atmosphere. Additionally, these events are crucial for fundraising, which helps keep membership dues affordable. By raising funds through fun and engaging activities, the swim club can cover essential costs, ensuring that the focus remains on skill development, enjoyment, and promoting an inclusive environment for all members.

Ice Time Social

Ice Time Arena, Newburgh NY

TBA

Blacklight Pool Party

Valley Central High School Pool

TBA

Banquet

TBD

TBA



Meet Dates

Please register (aka declare) for all meets through Team Unify or the OnDeck app once they become available. A SignUp Genius link will be provided for each of our hosted meets below or sent via email as the meet approaches for volunteering job signups (approximately 2 weeks before the meet).

MWDA Heats & Treats

Minisink Valley High School

10/25/2024 4:00 pm -
10/27/2024 7:00 pm

***VAC Classic

Valley Central High School Pool

11/15/2024 4:00 pm -
11/17/2024 7:00 pm

NYS Holiday Classic

Lehman College

12/07/2024 7:00 am -
12/08/2024 7:00 pm

***January Blitz 12 & Under Carnival

Valley Central High School

01/10/2025 4:00 pm -
01/12/2025 7:00 pm

NBS Trials and Finals

Newburgh Free Academy

01/17/2025 4:00 pm -
01/19/2025 7:00 pm

MWDA/WSSC Sink or Swim

TBD

01/31/2025 4:00 pm -
02/02/2025 4:00 pm

Senior Mets (must qualify to attend)

LIAC, East Meadow, NY

02/13/2025 4:00 pm -
02/16/2025 7:00 pm

MR Silvers (must qualify to attend)

Washingtonville

02/21/2025 4:00 pm -
02/23/2025 7:00 pm

8 & Under Championships

TBD

03/08/2025 7:00 am -
03/09/2025 7:00 pm

Junior Mets & Team Challenge 15-18 age group (formerly JO's) (must qualify to attend)

LIAC, East Meadow, NY

03/13/2025 4:00 pm -
03/16/2025 7:00 pm

***Bronze Championships

O.C.C.C., Middletown, NY

03/28/2025 4:00 pm -
03/30/2025 7:00 pm

***All hosted events are highlighted in yellow. Parent volunteers are required for all of our hosted events. There are a MANDATORY number of volunteer sessions (minimum of 6 but we usually need as much extra help as possible) required to successfully host these fundraiser meets. 

Local Area Clinics & Camps

Here you'll find clinics and camps put on by other organizations in the area that your swimmer may be interested in .
*Please inquire about details directly with the organization by following the sign up Link

Fitter & Faster (Ages 9 to 11) - Fast Butterfly & Breaststroke

Mt. Saint Mary's, Newburgh, NY

10/05/2024 8:00 am -
10/06/2024 5:00 pm

Fitter & Faster (Ages 12+) - Fast Butterfly & Breaststroke

Mt. Saint Mary's, Newburgh, NY

10/05/2024 8:00 am -
10/06/2024 5:00 pm

Fitter & Faster (Ages 9 to 11) - Fast Freestyle & Backstroke

Mt. Saint Mary's, Newburgh, NY

01/04/2025 8:00 am -
01/05/2025 5:00 pm

Fitter & Faster (Ages 12+) - Fast Freestyle & Backstroke

Mt. Saint Mary's, Newburgh, NY

01/04/2025 8:00 am -
01/05/2025 5:00 pm

What is USA Swimming?

USA Swimming is the national governing body for competitive swimming in the United States. It oversees the sport at all levels, from local swim clubs to the Olympic team. USA Swimming is responsible for setting rules, promoting the sport, supporting and developing swimmers and coaches, and organizing competitions across the country. The organization is also involved in athlete safety and provides resources for swim clubs and parents.

All swimmers must be registered for USA swimming to participate in any of the season's swim meets.

How do I register?

To complete your registration, visit the USA Swimming Registration Page. If you're a returning swimmer, you can log in using your account from last year. If you're new, click the "Create Login" button to set up your account.

New Swimmer's Registration

The registration for USA Swimming can be a little confusing, so we've included some directions below as well as different requirements depending on the season. If you run into any issues, feel free to utilize the chat bot below to speak with one of our board members.

Fall Season

Fall season swimmers, you may wait till our parent meeting to get more information about the USA Swimming registration process, but if you do decide to go ahead and register, please utilize the directions below in the links and make sure to register yourself before registering your swimmer.

Overview on registering

  1. Register yourself for a parent account. LINK
  2. Link your account to our club utilizing the link given to you via email or on our seasonal registration page. (We do not include it here for security reasons.)
  3. Add your swimmer to your account.
  4. Finalize USA Swimming Registration and pay. 

Spring & Summer Season

You can proceed with registration by utilizing the directions below.

Directions

Do I have to register every year?

Yes, USA Swimming memberships are typically valid for one year. This means you need to renew your registration annually to remain an active member and participate in sanctioned events.

We require all swimmers to be registered at least 2 weeks before our first swim meet of the fall season.

To ensure our swim program runs smoothly, please take note of the practice times and meet schedules for each group. Swimmers are expected to attend at least 3 practices a week. We appreciate your dedication to punctuality and your understanding when unexpected changes arise.

Blue Group Practice Times

  • Fall & Spring: 5:30 PM - 6:30 PM, Daily
  • Summer: 7:30 AM - 8:30 AM, Daily

White Group Practice Times

  • Fall & Spring: 6:30 PM - 7:30 PM, Daily
  • Summer: 8:30 AM - 9:30 AM, Daily

Competitive & Varsity Practice Times

  • Fall & Spring: 5:30 PM - 7:30 PM, Daily
  • Summer: 7:30 AM - 9:30 AM, Daily

Please note that for larger meets, competitions can run all day from Friday to Sunday. It’s crucial to check the Remind app for any last-minute schedule changes and to stay updated via email for upcoming events.

What does my swimmer need?

  • Swimsuit: Boys typically wear jammers (tight-fitting shorts), and girls usually wear a one-piece athletic swimsuit.
  • Goggles: Essential for protecting eyes and improving visibility in the water.
  • Optional Gear: Many swimmers also choose to buy towel pants or swim team jackets (sometimes called parkas) to wear before and after practice for warmth and comfort.

Important Reminders:

  1. Punctuality:

    • Please ensure that your swimmer arrives on time for their scheduled practice. This helps maintain the flow of training sessions and maximizes their practice time.

  2. Accessing the Pool:

    • Regular Practices: Swimmers should wait by the side door to the pool until a coach arrives to unlock the door. Due to our limited access to keys, there may be occasional delays, especially if scheduling conflicts arise. We appreciate your patience during these times.
    • Valley Central High School Swim Meet Days: On days when Valley Central is hosting a swim meet, please use the main pool entrance.
    • Club Swim Meets: Parents should enter through the main entrance, while swimmers can choose to enter either through the side door or the main entrance.

  3. Last Minute Cancellations:

    • We will inform you have any last minute practice cancellations via the Remind App, so make sure you have downloaded it and added yourself to our Remind Group (codes can be found on your registration confirmation page as well as in the follow-up email).
    • We frequently cancel practices on Valley Central Swim Meet days. Please refer to the Varsity Swim Meet Information page for details on the high school meet schedule and any potential practice adjustments that may or may not happen. We will always notify you via the Remind app of any cancellations, but it is often a same day notification.

  4. Parents:

    • Swim Area Bathrooms: Parents are not permitted to use the bathrooms in the swim area. These facilities are reserved exclusively for swimmers during practices and meets.
    • Viewing Area: Parents should remain in the designated viewing area located in the bleachers up the stairs. This allows our coaches and swimmers to focus on their training without distractions and ensures everyone’s safety. PARENTS ARE NOT PERMITTED ON DECK DURING REGULAR PRACTICES. Please sit in the bleachers unless told otherwise.
    • Locked Viewing Area: If you find that the viewing area is locked when you arrive, please locate one of the coaches to obtain the key and unlock the area. Once the viewing area is open, kindly return the key to the coaches so they can continue focusing on the swimmers.

By following these guidelines and staying informed through the Remind app, we can ensure that all practices and meets run smoothly. Your cooperation and understanding are greatly appreciated, and we look forward to a successful swim season ahead!

Sign up or renew USA Swimming Registration

Don't forget! Every year you'll need to renew!. For newbies there are directions above, you'll sign up yourself then add your swimmer. Once that's all done use this LINK.

More info can be found in our help center.