Parent Handbook

Table of Contents

Board of Directors

Coaches

Important Resources

• Registering for USA Swimming

  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 on 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 and make sure to register yourself before registering your swimmer.

  Spring & Summer Season

  You can proceed with registration by utilizing the directions below.

  Directions

  • Team Unify Slide Deck Directions
  • PDF Version

  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.

• Metropolitan Swim League

  The Metropolitan Swim League (Metro Swim League) is our league—this is where the Viking Aquatic Swim Club competes against other teams in the region! Think of it as the “big leagues” for local swimming, where your swimmer gets to showcase their skills and see how they stack up against others.

  Here’s why it’s important for parents:

  • Opportunities for Growth: Metro Swim League meets give our swimmers a chance to test their skills, push their limits, and track their progress throughout the season. Whether they’re striving for personal bests or working toward championship qualifying times, this is where they’ll experience real growth.
  • It’s Not Just About Winning: Sure, there are medals and trophies, but it’s also about personal improvement and learning perseverance. Competing in the league helps swimmers face challenges head-on in a supportive environment, giving them valuable life lessons along the way.
  • The Bigger Swim Community: The league is your swimmer’s chance to connect with a larger community of athletes and for parents to meet other swim families. You’ll bond over the thrill of competition (and maybe even over some snack bar duties). It’s also exciting to see how our Viking swimmers measure up against swimmers from other teams!
  • Team Spirit and Fun: These meets are all about Viking pride! Swimmers cheering each other on, parents showing their support from the stands, and coaches guiding athletes—it’s an exciting, energetic atmosphere that brings out the best in everyone. Plus, you’ll get to witness firsthand just how much your swimmer has grown.

  In short, the Metro Swim League is where our Viking swimmers take their training to the next level. It’s a fun, competitive, and rewarding experience that helps them develop not just as athletes, but as confident young individuals. And for parents, it’s a great way to get involved and see all the hard work pay off!

  Visit the League's Site

Apps & Team Unify

There are two apps that parents will need to download, Remind & SE Motion (Team Unify). Directions can be found below. 

App Directions

• Remind App

  

  

  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.

• SE Motion App

  

  

  Step 1: Download the SE Motion App

  Team Alias: mrvac

  1. For iPhone Users:

     • Open the App Store on your iPhone.
     • Tap the search bar and type "SE Motion".
     • 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.

  2. For Android Users:

     • Open the Google Play Store on your Android device.
     • In the search bar, type "SE Motion".
     • 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 SE Motion

  1. Log In with TeamUnify Account:

     • Open the SE Motion 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 for your swim club.)
     • If you don’t have a TeamUnify account yet, simply fill out the registration info and use our team alias mrvac to join our team.

  2. Set Up Your Account:

     • Once logged in, SE Motion 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, SE Motion 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!

  SE Motion Tutorials

  • Downloading the App
  • Registering
  • Using The App Video

Payments

Family Folder

Fundraising

Swim Groups

Every swimmer, regardless of group, has the opportunity to compete in all non-qualifying swim meets—and who knows, they might even qualify for the championship meets!

Think of the groups like different levels or age categories.

Coaches will evaluate and let you know when your swimmer is ready to move up. (Don't worry if you aren't sure, if in doubt choose the group your swimmer is currently in when registering for next season.)

FAQs for Swim Groups

• My kid wants to compete, so should I register them for the competitive team?

  All Groups Can Compete!

  Every swimmer, regardless of group, has the opportunity to compete in all non-qualifying swim meets—and who knows, they might even qualify for the championship meets!

  Think of the groups like different levels or age categories.

  Blue Group
  Beginner or New Member Group

  Most swimmers start here to get familiar with how the team operates and build essential skills for swim meets. Not every swimmer in this group is a true "beginner"; some may just need to strengthen a few skills before moving up to the White Group.

  Your swimmer will typically be placed in this group if:

  • It’s their first time on a swim team or part of a swim club.
  • They’re on the younger side of our team.
  • They’re still working on foundational swim skills.

  Requirements

  An athlete needs to be able to complete 25 yards to enter this group. Expectation is to have competition-level 25s of at least two strokes by end of season.

  Practice Length: 1hr
  Workout Days/Times: M-F 5:30-6:30
  Summer: 7-8am

  Please choose Blue or White Group at checkout.

  Choosing Groups:
  On the checkout form, you’ll be asked to choose between the Blue or White group. If you’re unsure, don’t worry! Feel free to ask the coach at the end of the season if your swimmer is ready to move up. We try to notify swimmers who will be advancing, but it’s normal for many to stay in the Blue Group for a few seasons. Each swimmer is evaluated at the end of the season, and the coach will let you know when they’re ready.

  Don't worry if you aren't sure, if in doubt choose the group your swimmer is currently in.

  White Group
  Stroke Refinement - Beginner-Intermediate

  This group has learned all of the foundation skills and now needs to refine them. Athletes in this group focus mainly on learning four legal competitive strokes, having fun, and perfecting start and turn technique. Expectation is to learn all strokes and do competition-level 50s of at least three strokes by end of season.

  Note: It’s uncommon for new swimmers to be placed directly in the White Group, even if they’re strong swimmers.

  Practice Length: 1hr
  Workout Days/Times: M-F 6:30-7:30
  Summer: 8-9am

  Please choose Blue or White group at checkout.

  Choosing Groups:
  Like the Blue Group, you’ll choose between Blue and White further down the checkout form. Coaches will evaluate and let you know when your swimmer is ready to move up. (Don't worry if you aren't sure, if in doubt choose the group your swimmer is currently in)

  Competitive Group
  Intermediate

  Despite the name, this group isn't for anyone who simply wants to be competitive—it’s the next level after White. Athletes in this group are usually at least 9 years old (but most are a few years older) and can legally complete 25 yards of all four competitive strokes. Expectations are to perfect all the strokes with an emphasis on aerobic capacity (lots of moderate long swimming, little rest) and some, but little anaerobic power. Should have competition-level 100s.

  Practice Length: 1.5hrs - 2hrs (Gradually increase)
  Workout Days/Times: M-F 5:30-7:30
  Summer: 7-9am

  Varsity Group (Junior & Senior Group)

  Junior Group

  Junior level athletes are near “perfect” in all four strokes, and are able to take on more and harder challenges. The expectation is to further perfect all strokes while adding in training for all energy systems. This group will follow a periodization schedule.

  Practice Length: 2hrs 
  Workout Days/Times: M-F 5:30-7:30 
  Summer: 7-9am

  Senior Group 

  Athletes entering the Senior group must display a desire/ ability to train at a higher level. Athletes are expected to be “perfect” and performant in all strokes. This group is the same as Junior, but at a higher capacity. There will be hard work in all energy systems at a high level while following a periodization plan. Test sets will be implemented and used frequently.

  Practice Length: 2hrs 
  Workout Days/Times: M-F 5:30-7:30
  Summer: 7-9am

• Can I switch swim groups?

  After trying out most swimmers will be assigned to the Blue group due to ability and/or age. The coach will often tell you which group you'll be assigned to immediately following practice and/or you will receive an email with your assigned group.

  New Swimmers

  If due to schedule restrictions or other personal reason you wish to switch into the White group, you will need to attend practice during your assigned time to speak directly with the Head Coach. Currently, the Head coach is there Tues-Fri.

  Returning Swimmers

  If you believe your swimmer is ready to move up groups but the coach has not spoken to you directly, you are welcome to contact them through the Remind App to verify their group.

Practices

Swim Meets & Volunteering

Policies

• Deck Policy for Parents

  To ensure a safe, focused, and efficient environment for our swimmers, Viking Aquatic Swim Club has established the following policy regarding parent access to the pool deck during meets and practices.

  Pool Deck Access Restrictions

  Parents are not permitted on the pool deck during practices or meets unless one of the following conditions applies:

  • Volunteer Role: You are actively fulfilling a volunteer role that requires your presence on the deck (e.g., timers, officials, meet setup/cleanup).
  • Drop-off or Pickup: You are dropping off or picking up your swimmer. Please be brief and respectful of the pool deck space during these times. This is also an appropriate time to speak with the coach about your swimmer.
  • Coach Instruction: A coach has specifically requested or instructed you to be on the deck.

  Rationale for the Policy

  This policy is in place to:

  • Ensure Safety: A clear deck allows coaches and staff to monitor swimmers effectively, preventing accidents and ensuring that proper safety protocols are followed.
  • Minimize Distractions: The pool deck is a busy area where swimmers need to focus on practice or competition. Excessive presence of non-volunteers or spectators can disrupt this focus.
  • Maintain Efficiency: Volunteers and coaches need adequate space to perform their duties without unnecessary crowding or interruptions.

  Viewing Practices and Meets

  Parents are welcome and encouraged to view both practices and meets from the designated bleacher area above the pool deck. This ensures that you can cheer on your swimmer and stay informed while maintaining the necessary boundaries for safety and effectiveness on the deck.

  We appreciate your understanding and cooperation in helping us create the best possible environment for our swimmers to thrive.

  Should you have any questions about this policy, please don’t hesitate to reach out to our coaching staff or club administration.

  Thank you for your support and commitment to Viking Aquatic Swim Club!

• Late Pickup

  Purpose: At the end of each practice or event (meet, party, trip, etc.) it is expected that parents will be present to  take their children into their custody in a timely manner.  Our team payroll only accounts for the time budgeted to allow for setup and cleanup of the pool area for practice, training time, etc.  It does NOT account for time waiting for minors to be picked up.

  • Pickup Policy

    • Each family will pickup their swimmer(s) by the stated time of the event.

  • Pickup Compliance

    • Failure to pickup the swimmer(s) by the stated time will result in a warning after the first offense
    • Failure to pickup the swimmer(s) by the stated time will result in a late fine after multiple offenses

  • Late pickup fine

    • If a fine is required, the cost of the coaches overtime will be billed directly to the offending family

• Locker Room Safety Policy

  PURPOSE

  The following policy is designed to maintain personal privacy as well as to reduce the risk of misconduct and/or criminal activity in locker rooms and changing areas.

  FACILITIES

  During VAC swim season, practices are held at Valley Central High School Natatorium.   The locker rooms are shared with the general public. As such, there are likely to be people who are not affiliated with VAC in the locker rooms around the time of practice. The use of locker room at these facilities is a privilege, and failure to follow posted rules could lead to loss of locker room use or pool time for individuals or even the club as a whole!

  USE OF CELL PHONES AND OTHER MOBILE RECORDING DEVICES ARE PROHIBITED

  Cell phones and other devices with recording capabilities, including voice recording, still cameras and video cameras increase the risk for misconduct and criminal activity in locker rooms. The USA Swimming Athlete Protection Policies prohibit the use of such devices in the locker room or other changing areas:

  305.3 Use of audio or visual recording devices, including a cell phone camera, is not allowed in changing areas, rest rooms or locker rooms.

  Since VAC is a USA swim team we also follow this prohibition as its own policy. Violations of this policy by anyone will result in immediate action, which may include, but not be limited to, loss of locker room privileges, suspension, termination of membership and/or criminal prosecution.

  MONITORING

  When a coach or staff member is aware that an athlete has gone to the locker room during practice, and said athlete has not returned to practice after a reasonable time, the coach or staff member shall check on the athlete’s whereabouts. We discourage parents from entering locker rooms unless it is truly necessary (e.g., to assist a young child who has difficulty dressing, or to assist an athlete with a disability). In those instances, it should only be a same‐sex parent and parents should enter with another adult. Swimmers may arrive late to practice, and VAC practices may end at different times depending upon skill group. In addition, coaches will be busy on deck with instruction during practices. As a result, it is impractical to constantly monitor the locker rooms. VAC does not post coaches or other staff inside or at the doors of the locker rooms, but they may make occasional sweeps of these areas. When coaches or other staff performs such sweeps, women will check female locker rooms, and men will check male locker rooms.

  LOCKER ROOM SAFETY POLICY VAC (cont’)

  RESPONSIBILITIES AND HANDLING OF POLICY VIOLATIONS

  Swimmers

  •  Swimmers are to follow all posted locker room policies as listed in each individual facility and follow the VAC Code of Conduct at all times
  • If a coach becomes aware of any swimmer violating locker room policy, they will discuss with the parent(s) of the swimmer(s) involved
  • Repeated offenses may result in being barred from locker room use or swim practice
  • Use of a recording device will be treated as the most serious offense and depending on content of recordings may require notification of law enforcement
  • Swimmers must not use the office doors to enter the pool deck or the locker room.

  Parents

  • Should use good judgment in any use of the locker rooms
  • If a parent becomes aware of locker room misconduct they should notify a coach or board member immediately
  • VAC strongly encourages USA swimming Safe Sport training for all parents (material can be found at www.usaswimming.org under Safe Sport > Access Training Materials > Free Training for Parents)

  Coaches

  • Are required to have completed Safe Sport training and must undergo a background check as a condition of employment
  • Are responsible for communicating any reports of misconduct to the swimmers, parents and board members where necessary
  • Coaches will follow a standard process for handling misconduct

• VAC Swimmer Code of Conduct

  VAC Swimmer Code of Conduct

  • Attend practices and meets.
  • Wear swim caps at all practices and your VAC swim caps at all meets.
  • Be punctual and ready to start practices and meets on time.
  • Be a good teammate – supportive, respectful, enthusiastic, kind.
  • Show respect and common courtesies towards coaches, officials, parents, and other teams at meets
  • Refrain from using/abusing alcohol, drugs, tobacco and other prohibited substances.
  • Refrain from any, dishonesty, violence, bullying, foul language or inappropriate sexual conduct. VAC does not tolerate this.
  • Work hard, listen to your coach and have fun.
  • Represent VAC with excellence, respect, team spirit, good sportsmanship, and politeness.
  • Will not use cameras or other recording devices including cell phones in locker rooms or changing areas or behind the blocks on deck.

  
  Violations of Swimmer Code of Conduct
  Coaches have the authority to impose the following penalties if a swimmer violates the Swimmer Code of Conduct. These penalties include, but are not limited to the following:

  • Swimmer will be given a verbal warning
  • Swimmer will be pulled from practice in addition to a verbal warning
  • If poor behavior continues, a coach and/or a member of board may meet with  swimmer, and parent to discuss the problem further.
  • If continued violation occurs, the swimmer may be subject to further disciplinary action, which may include suspension for a week or more, or expulsion from the team.

  Your signatures below signify that you (parent, guardian and or swimmer) have read and agree to abide by the VAC Codes of Conduct. You also understand that failure to abide by the VAC Codes of Conduct will result in the penalties stated above.

• VAC Workbond Policy

  Purpose: Running a swim club requires a team effort.  This includes our parent members as well as our swimmers.  To run events, like swim meets, safely and effectively we require an all hands on deck approach.  Our swim meets do a lot to support our teams costs and without our volunteer core our costs would be raised significantly as we would have to pay for the dozens of positions required.  A work bond is collected from each family to ensure we all do our part in supporting the team. 

  1. Bond Submission
     1. Each family will have a work bond check collected at the start of each season. 
     1. The bond value will be $250

     1. The bond check will be post-dated to December 1 of the current swim year

  • Bond Compliance
    • Each family will be required to work an equivalent of 5 meet sessions
    • At least 4 Sessions must be worked during the VAC Classic fundraising meet
    • A minimum of 3 sessions will be served as a Timer
    • Family members of swimmers entered into the ESSL Championship meet will be required to volunteer for a session in their child’s championship session.
    • Bringing in sponsorships will also credit for work sessions being served as follows:
      • Bringing in sponsors pledging $250-499 will equate to half a work session
      • Bringing in sponsors pledging over $500 will equate to a full work session

    • Work sessions can also be served throughout the season for other opportunities such as fund raising events, marketing service hours, etc.

      • The equivalent value of each service will be based on the portions of time compared to a meet session (approx 4.5 hours)

  • Work Sessions Tracking
    • The team will use TeamUnify’s Service Hours system for signups
      • Work sessions will be signed up for following the parent orientation meetings
      • Work session signups will take place on the Tuesday following the orientation meeting
    • The team will use TeamUnify’s Service Hours system for tracking of outstanding service hours balances

    • The members will also be able to us TeamUnify’s Service Hours system for reporting on their own balances

  • Bond Assessment
    • Work sessions will be assessed following the VAC Classic
      • Failure to meet the minimum sessions will result in a forfeiture of the workbond
      • Check will be cashed week of December 1st
    • Work sessions will be assessed at the end of the Season (following final meet of season)
      • Failure to meet the minimum sessions will result in a forfeiture of the workbond
      • Check will be cashed week following season end

    • Meeting the Bond Compliance (Section 2 above) requirements agreed to during registration will result in voiding of the collected check and shredding by the Team Treasurer

• Long Course Season Meets Minimum Requirements

  Due to the tendency of Long Course meets to have low enrollment along with the costs
  for staffing a meet, VAC has instituted standardized policy to use as a guideline with
  respect to activities during the Long Course season.

  1. A minimum of 12 swimmers is required for a meet to warrant coaching staff
     coverage. Failure to meet minimum required attendance will result in VAC not
     signing up for event and/or canceling attendance and refunding applicable fees.

     1. Policy can be overridden by majority board vote with recommendation by
        head coach.
     2. Individual swimmers wishing to attend unattached without VAC coaching
        in attendance can override policy with head coach authorization.

• US/ESSL Meet Conflict Policy

  If there is a US meet on our schedule that conflicts with an ESSL meet, a swimmer may choose
  to attend the US meet if they meet all of the below criteria:
  *they are a member of the Junior or Senior groups

  • they have an attendance rate of 85% or better
  • they have attended all other scheduled ESSL meets with the exception of prior approved US
    meet conflicts
  • they are in good financial standing with the club
    (This only applies to US meets on our team schedule. You may not attend any other US meets)

• Social Media Policy

  PURPOSE

  The Viking Aquatic Club recognizes the prevalence of electronic communication and social
  media in today’s world. Many of our swimmers use these means as their primary method of
  communication. While the Club acknowledges the value of these methods of communication,
  the Club also realizes that there are associated risks that must be considered when adults use
  these methods to communicate with minors.

  GENERAL CONTENT

  All communications between a coach or other adult and an athlete must be professional in
  nature and for the purpose of communicating information about team activities. The content
  and intent of all electronic communications must adhere to the USA Swimming Code of

  Conduct regarding Athlete Protection.

  For example, as with any communication with an athlete, electronic communication should not
  contain or relate to any of the following:

  • drugs or alcohol use;
  • sexually oriented conversation; sexually explicit language; sexual activity
  • the adult’s personal life , social activities, relationship or family issues, or personal
    problems; and
  • inappropriate or sexually explicit pictures

  Note: Any communication concerning an athlete's personal life, social activities,
  relationship or family issues or personal problems must be transparent, accessible and
  professional.

  Whether one is an athlete, coach, board member or parent, the guiding principle to always use
  in communication is to ask: “Is this communication something that someone else would find
  appropriate or acceptable in a face ­to ­face meeting?” or “Is this something you would be
  comfortable saying out loud to the intended recipient of your communication in front of the
  intended recipient’s parents, the coaching staff, the board, or other athletes?”
  With respect to electronic communications, a simple test that can be used in most cases is
  whether the electronic communication with swimmers is Transparent, Accessible and
  Professional.

  Transparent: All electronic communication between coaches and athletes should be
  transparent. Your communication should not only be clear and direct, but also free of hidden
  meanings, innuendo and expectations.

  Accessible: All electronic communication between coaches and athletes should be considered a
  matter of record and part of the Club’s records. Whenever possible, include another coach or
  parent in the communication so that there is no question regarding accessibility.

  Professional: All electronic communication between a coach and an athlete should be
  conducted professionally as a representative of the Club. This includes word choices, tone,
  grammar, and subject matter that model the standards and integrity of a staff member.
  If your communication meets all three of the T.A.P. criteria, then it is likely your method of
  communication with athletes will be appropriate.

  FACEBOOK, MYSPACE, BLOGS, AND SIMILAR SITES

  Coaches may have personal Facebook (or other social media site) pages, but they are not
  permitted to have any athlete member of the Club join their personal page as a “friend.” A
  coach should not accept any “friend” request from an athlete. In addition, the coach should
  remind the athlete that this is not permitted. Coaches and athletes are not permitted to
  “private message” each other through Facebook. Coaches and athletes are not permitted to
  “instant message” each other through Facebook chat or other IM method.
  Coaches are encouraged to set their pages to “private” to prevent athletes from accessing the
  coach’s personal information.

  TWITTER

  Best Practice: Coaches are not permitted to follow athletes on Twitter. Likewise, athletes are
  not permitted to follow coaches on Twitter. Coaches and athletes are not permitted to “direct
  message” each other through Twitter.

  TEXTING

  Texting only shall be used for the purpose of communicating information directly related to
  team activities.

  EMAIL

  Athletes and coaches may use email to communicate when discussing matters related to team
  activities.

  REQUEST TO DISCONTINUE ALL ELECTRONIC COMMUNICATIONS

  The parents or guardians of an athlete may request in writing that their child not be contacted
  by coaches through any form of electronic communication.

• Team Travel Policy

  Purpose: Athletes are most vulnerable to misconduct during travel, particularly overnight stays.

  This includes a high risk of athlete ­to­ athlete misconduct. During travel, athletes are often away
  from their families and support networks, and the setting – new changing areas, locker rooms,
  workout facilities, automobiles and hotel rooms – is less structured and less familiar. Team Travel is defined as overnight travel to a swim meet or other team activity that is planned
  and supervised by the club or LSC.

  Section 1 ­ USA Swimming Required Policies

  Club and LSC travel policies must include these policies. These items are Code of Conduct
  stipulations in the USA Swimming Rulebook.

  • Club travel policies must be signed and agreed to by all athletes, parents, coaches and other
    adults traveling with the club. (305.5.D)
  • Team managers and chaperones must be members of USA Swimming and have successfully
    passed a USA Swimming­ administered criminal background check. (305.5.B)
  • Regardless of gender, a coach shall not share a hotel room or other sleeping
    arrangement with an athlete (unless the coach is the parent, guardian, sibling, or spouse of
    that particular athlete). (305.5.A)
  • When only one athlete and one coach travel to a competition, the athlete must have
    his/her parents’ (or legal guardian’s) written permission in advance to travel alone with the
    coach. (305.5C)
    Section 2 ­ Recommended Policies

  The Head Coach or his/her designee shall make a written report of travel policy or code of
  conduct violations to the appropriate club or LSC leadership and the parent or legal
  guardian of any affected minor athlete.

  During team travel, when doing room checks, attending team meetings and/or other
  activities, two­ deep leadership and open and observable environments should be
  maintained.

  Athletes should not ride in a coach’s vehicle without another adult present who is the same
  gender as the athlete, unless prior parental permission is obtained.

  During overnight team travel, if athletes are paired with other athletes they shall be of the
  same gender and should be a similar age. Where athletes are age 13 & over, chaperones
  and/or team managers would ideally stay in nearby rooms. When athletes are age 12 &
  under, chaperones and/or team managers may stay with athletes. Where chaperones/team
  managers are staying in a room with athletes, they should be the same gender as the
  athlete and written consent should be given by athlete’s parents (or legal guardian).

  When only one athlete and one coach travel to a competition, at the competition the coach
  and athlete should attempt to establish a “buddy” club to associate with during the
  competition and when away from the venue.

  To ensure the propriety of the athletes and to protect the staff, there will be no male
  athletes in female athlete’s rooms and no female athletes in male athlete’s rooms (unless
  the other athlete is a sibling or spouse of that particular athlete).

  A copy of the Club Code of Conduct must be signed by the athlete and his/her parent or
  legal guardian.

  Team or LSC officials should obtain a signed Liability Release and/or Indemnification Form
  for each athlete.

  Team or LSC officials should carry a signed Medical Consent or Authorization to Treat Form
  for each athlete.

  Curfews shall be established by the team or LSC staff each day of the trip.

  Team members and staff traveling with the team will attend all team functions including
  meetings, practices, meals, meet sessions, etc. unless otherwise excused or instructed by
  the head coach or his/her designee.

  The directions & decisions of coaches/chaperones are final.

  Swimmers are expected to remain with the team at all times during the trip. Swimmers are
  not to leave the competition venue, the hotel, a restaurant, or any other place at which the
  team has gathered without the permission/knowledge of the coach or chaperone.

  When visiting public places such as shopping malls, movie theatres, etc. swimmers will stay
  in groups of no less than three persons. 12 & Under athletes will be accompanied by a
  chaperone.

• Team Records Policy

  Team records are used as a tool to encourage and motivate swimmers and provide a competitive environment with which to do it in.  The following are the guidelines Viking Aquatic Club (VAC) will use to manage this service for the team.

  Reporting:

  • On the USA swimming website there are reports that can be run to list the top swimmers by age group and event using the times in the USA database.
  • The head coach will be responsible for running this report and providing information to the board for posting.
  • The report will be generated at the beginning of the season and refreshed once a month
  • In between official reporting runs any record Breakers will be invited by the coaches to write in their name and time if they placed in the top 10 allowing them to own their achievement.
  • The reports in the USA database go back to February of 2001 and include all swimmers, active or past.

  Records Guidelines:

  • Our team records will be based on the top 10 swimmer slots for each sex, event, distance, and age bracket.
  • The records list will be posted to the bulletin boards for VAC both on the pool deck and in the viewing area
  • The record list will be posted to the Facebook site
  • VAC On-Deck will also feature an article weekly (each time changes are made to the top 10 list) to highlight the swimmer's achievements.
  • The records list will also be posted to the VAC website on a periodic basis.

  Awards:

  • Metal bag tags will be issued to the swimmers for each event they hold a record for at the end of the season
  • The bag tags will be laser etched with the swimmers name, event, and date
  • Gold swim caps (with "Record Holder" on them) will be issued to record breakers at the next practice highlighting their achievement.
  • Repeat upsets of a record by the same swimmer in the same year will not issue a new tag award.  (as they already hold the record breaker award for that year and event) (This will avoid unnecessary printing of tags which can end up being costly to the club)

• Maapp Policy

  Minor Athlete Abuse Prevention Policy
  Viking Aquatic Club
  June 23, 2019
  Last Reviewed on August 12, 2019
  THIS POLICY APPLIES TO:

  • All USA Swimming non-athlete members and adult athlete members;
  • Participating non-members (e.g., meet marshals, meet computer operators, timers, etc.);
  • LSC and club adult staff and board members; and
  • Any other adult authorized to have regular contact with or authority over minor athletes.

  GENERAL REQUIREMENT

  USA Swimming member clubs and LSCs are required to implement this Minor Athlete Abuse
  Prevention Policy in full. The Minor Athlete Abuse Prevention Policy must be reviewed and agreed to
  in writing by all athletes, parents, coaches and other non-athlete members of member clubs on an
  annual basis with such written agreement to be retained by the club.

  ONE-ON-ONE INTERACTIONS

  1. Observable and Interruptible

     • One-on-one interactions between a minor athlete and an Applicable Adult (who is not the minor’s legal guardian) must occur at an observable and interruptible distance from another adult unless meeting with a Mental Health Care Professional and/or Health Care Provider (see below) or under emergency circumstances.

  2. Meetings

     • Meetings between a minor athlete and an Applicable Adult may only occur if another adult is present and where interactions can be easily observed and at an interruptible distance from another adult, except under emergency circumstances.
     • If a one-on-one meeting takes place, the door to the room must remain unlocked and open.
     • If available, it must occur in a room that has windows, with the windows, blinds, and/or curtains remaining open during the meeting.
     • Meetings must not be conducted in an Applicable Adult or athlete’s hotel room or other overnight lodging location during team travel.

  3. Meetings with Mental Health Care Professionals and/or Health Care Providers

     • If a Mental Health Care Professional and/or Health Care Provider meets with a minor athlete in conjunction with participation, including at practice or competition sites, a closed-door meeting may be permitted to protect patient privacy provided that:

       • The door remains unlocked;
       • Another adult is present at the facility;
       • The other adult is advised that a closed-door meeting is occurring; and
       • Written legal guardian consent is obtained in advance by the Mental Health Care. Professional and/or Health Care Provider, with a copy provided to the Viking Aquatic Club.

  4. Individual Training Sessions

     • Individual training sessions outside of the regular course of training and practice between Applicable Adults and minor athletes are permitted if the training session is observable and interruptible by another adult. Legal guardians must be allowed to observe the training session.

  SOCIAL MEDIA AND ELECTRONIC COMMUNICATIONS

  1. Content

     • All electronic communication from Applicable Adults to minor athletes must be professional in nature.

  2. Open and Transparent

     • Absent emergency circumstances, if an Applicable Adult with authority over minor athletes needs to communicate directly with a minor athlete via electronic communications (including social media), the minor athlete’s legal guardian must be copied. If a minor athlete communicates to the Applicable Adult (with authority over the minor athlete) privately first, said Applicable Adult must copy the minor athlete’s legal guardian on any electronic communication response to the minor athlete.
     • When an Applicable Adult with authority over minor athletes communicates electronically to the entire team, said Applicable Adult must copy another adult.

  3. Requests to Discontinue

     • Legal guardians may request in writing that their minor athlete not be contacted through any form of electronic communication by Club Name, LSC or by an Applicable Adult subject to this Policy. The organization must abide by any such request that the minor athlete not be contacted via electronic communication, or included in any social media post, absent emergency circumstances.

  4. Hours

     • Electronic communications must only be sent between the hours of 8:00 a.m. and 8:00 p.m., unless emergency circumstances exist, or during competition travel.

  5. Prohibited Electronic Communication

     • Applicable Adults with authority over minor athletes are not permitted to maintain private social media connections with unrelated minor athletes and such Applicable Adults are not permitted to accept new personal page requests on social media platforms from minor athletes, unless the Applicable Adult has a fan page, or the contact is deemed as celebrity contact as opposed to regular contact. Existing social media connections with minor athletes must be discontinued. Minor athletes may “friend” Club Name and/or LSC’s official page. Applicable Adults with authority over minor athletes must not send private, instant or direct messages to a minor athlete through social media platforms.

  TRAVEL

  1. Local Travel

     • Local travel consists of travel to training, practice and competition that occurs locally and does not include coordinated overnight stay(s). Applicable Adults must not ride in a vehicle alone with an unrelated minor athlete, absent emergency circumstances, and must always have at least two minor athletes or another adult in the vehicle, unless otherwise agreed to in writing by the minor athlete’s legal guardian.

  2. Team Travel

     • Team travel is travel to a competition or other team activity that the organization plans and supervises.

       • During team travel, when doing room checks two-deep leadership (two Applicable Adults should be present) and observable and interruptible environments must be maintained. When only one Applicable Adult and one minor athlete travel to a competition, the minor athlete’s legal guardian must provide written permission in advance and for each competition for the minor athlete to travel alone with said Applicable Adult. Team Managers and Chaperones who travel with Club Name or LSC must be USA Swimming members in good standing.
       • Unrelated Applicable Adults must not share a hotel room, other sleeping arrangement or overnight lodging location with a minor athlete. Minor athletes should be paired to share hotel rooms or other sleeping arrangements with other minor athletes of the same gender and of similar age.
       • Meetings during team travel must be conducted consistent with the One-on-One Interactions section of this Policy (i.e., any such meeting must be observable and interruptible). Meetings must not be conducted in an individual’s hotel room or other overnight sleeping location.

  LOCKER ROOMS AND CHANGING AREAS

  1. Requirement to Use Locker Room or Changing Area

     • The designated locker room or changing area must be used when an athlete or Applicable Adult changes, in whole or in part, into or out of a swimsuit when wearing just one suit (e.g., deck changing is prohibited).

  2. Use of Recording Devices

     • Use of any device’s (including a cell phone’s) recording capabilities, including voice recording, still cameras and video cameras in locker rooms, changing areas, or similar spaces by a minor athlete or an Applicable Adult is prohibited.

  3. Undress

     • An unrelated Applicable Adult must not expose his or her breasts, buttocks, groin or genitals to a minor athlete under any circumstance. An unrelated Applicable Adult must not request an unrelated minor athlete to expose the minor athlete’s breasts, buttocks, groin or genitals to the unrelated Applicable Adult under any circumstance.

  4. One-on-One Interactions

     • Except for athletes on the same team or athletes attending the same competition, at no time are unrelated Applicable Adults permitted to be alone with a minor athlete in a locker room or changing area, except under emergency circumstances. If the organization is using a facility that only has a single locker room or changing area, separate times for use by Applicable Adults must be designated.

  5. Monitoring

     • The Viking Aquatic Club must regularly and randomly monitor the use of locker rooms and changing areas to ensure compliance with this Policy. Locker rooms and changing areas may be monitored by use of the following methods:

       • Conducting a sweep of the locker room or changing area before athletes arrive;
       • Posting staff directly outside the locker room or changing area during periods of use;
       • Leaving the doors open when adequate privacy is still possible; and/or
       • Making occasional sweeps of the locker rooms or changing areas with women checking on female locker rooms and men checking on male locker rooms.

     • Every effort must be made to recognize when a minor athlete goes to the locker room or changing area during practice and competition, and, if the minor athlete does not return in a timely fashion, to check on the minor athlete’s whereabouts.

  6. Legal Guardians in Locker Rooms or Changing Areas

     • Legal guardians are discouraged from entering locker rooms and changing areas. If a legal guardian does enter a locker room or changing area, it must only be a same-sex legal guardian and the legal guardian should notify a coach or administrator in advance.

  MASSAGES AND RUBDOWNS/ATHLETE TRAINING MODALITIES

  1. Definition: In this section, the term “Massage” refers to any massage, rubdown, athletic training modality including physical modalities (e.g., stretching, physical manipulation, injury rehabilitation, etc.) and electronic or instrument assisted modalities (e.g., stim treatment, dry needling, cupping, etc.).
  2. General Requirement

     • Any Massage performed on an athlete must be conducted in an open and interruptible location and must be performed by a licensed massage therapist or other certified professional. However, even if a coach is a licensed massage therapist, the coach must not perform a rubdown or massage of an athlete under any circumstance.

  3. Additional Minor Athlete Requirements

     • Written consent by a legal guardian must be obtained in advance by the licensed massage therapist or other certified professional, with a copy provided to the Viking Aquatic Club.
     • Legal guardians must be allowed to observe the Massage.
     • Any Massage of a minor athlete must be done with at least one other adult present and must never be done with only the minor athlete and the person performing the Massage in the room.
     • Any Massage of a minor athlete must only occur after a proper diagnosis from a treating physician and be done in the course of care according to the physician’s treatment plan.

• Covid Safety Plan

  VAC COVID Safety Plan
  VAC- Covid-19 Practice Policies
  Facility Guidelines

  1. Swimmers must go through a short screening before each practice. Daily logs of the
     swimmers temperature and health questionnaires must be kept for our records. All
     athletes must come to practice with:
     a. Face Mask
     b. Practice equipment if owned in a mesh bag
     c. Wearing a swimsuit
     d. Pre-showered
  2. Each athlete will use hand sanitizer upon entering the facility.
  3. Masks MUST be worn at all times inside the pool facility other than while swimming in
     the water. Please bring something to store your mask inside with your belongings while
     you are swimming. DO NOT just place it on the deck or on a bench or the floor.
  4. Temperatures must be taken prior to each practice, temps over 100 will not be allowed to
     attend practice.
     a. Any athletes who display symptoms of illness are not permitted at practice.
     Athletes with family members reporting any of these symptoms will not be
     allowed at practice.

  • Fever
  • Cough
  • Shortness of breath
  • Sore throat
  • Vomiting
  • Diarrhea
  • Chills
  • Muscle aches
  • Lost of taste and/or smell
  • Headache
    b. Swimmers who had COVID-19 must be cleared by a Doctor and have a note on
    record to return to practice.
    c. Swimmers who had family members living in their household with COVID-19
    may be asked to take a test before returning to practice. Please text Coach Jen
    845-551-4860 if your family is in this situation. All household quarantine
    periods must be completed before the swimmer is permitted to return. Other
    requirements may be requested by VAC.
    d. New or revised requirements may be required/requested by VAC as new
    guidelines and information becomes available.
    VAC COVID Safety Plan

  1. Locker room changing/showering is NOT PERMITTED. Athletes must come dressed
     for practice and leave in their suits during the summer season.
  2. The locker rooms will ONLY be used as a changing room during the fall/winter season.
     a. You may enter the changing room following social distance guidelines (stay 6 ft
     apart) and wear a mask at ALL times.
     b. There will designated marked off areas that you may use and may NOT use (6 ft.
     apart)
     c. There will be NO showering in the changing rooms
     d. Once you are changed you MUST bring your belongings out to the pool deck and
     place them at a minimum of 6 ft from any other belongings)
     e. NO LOCKERS will be used
  3. Only one athlete will be able to use the bathroom at a time. Please try to use the
     bathroom prior to coming to practice. If an athlete needs to use the restroom, they must
     use hand sanitizer prior to entering and wash their hands prior to leaving the bathroom.
  4. Practices will be drop off and pick up only. No spectators will be allowed on deck. This
     may change as restrictions are lifted.
  5. Swimmers must enter/exit the pool through the exterior door that leads onto the pool
     deck near the blocks. Athletes must respect social distancing while entering and
     exiting the facility
  6. Athletes must leave personal items in assigned bag areas, maintaining social
     distancing.
  7. During time trials, all officials and parent volunteers will wear masks, have their
     temperature taken and complete a COVID screening questionnaire prior to entering the
     pool area.
     Daily Practice Check In/Traffic Flow
     Athletes will enter and exit the pool via the exterior door that leads directly onto the pool deck
     by the blocks. Traffic flow will be clockwise around the pool deck when not in the water
     swimming. Athletes should line up outside the entrance door, in a social distancing line (6 ft
     apart) to wait to be checked in by the coach/parent volunteer. Once checked in, athletes will be
     given their assigned position for that day. That position will be their designated bag area and
     swim station. At the end of each practice, coaches will send athletes one group at a time to
     retrieve their belongings/bags and exit t
     VAC COVID Safety Plan
     Please see the diagram below for traffic flow.
     In the pool
  8. Enter the assigned lane/pool - via the steps, ladders, or sitting down and sliding into
     water.
  9. Swim using social distance guidelines staying 6 ft or more apart. The farther apart the
     better.
  10. Swim practice should be following all guidelines set forth by VAC as well any other
      governmental agency.
  11. Athletes must only swim at designated stations each day, no sharing stations (unless
      siblings). These stations will be at least 6 feet apart.
  12. Swimmers will take their personally owned equipment home daily to sanitize.
  13. Any facility equipment used will be distributed by coaches and sanitized after each use.
      VAC COVID Safety Plan