Swim Team Job FAQ
Volunteering FAQ:
PHA relies on our swim team families to run the meets and organize/facilitate the amazing team bonding events throughout the swim team season! In order for your swimmer to remain in good standing and continue involvement in swim team events, your family must fulfill your jobs requirements for the season.
We are moving away from a points-based system and instead will trial minimum job requirements for 2027.
All families with children under 15 will be required to sign up for a minimum of 8 meet jobs and a minimum of 2 committee jobs. If you choose to chair a committee, you will only be required to sign up for a minimum of 6 meet jobs and no additional committee jobs.
All families with swimmers between 15-18 will be required to sign up for a minimum of 4 meet jobs and a minimum of 1 committee job. Chairing a committee will decrease this to 2 meet jobs and no additional committee jobs
All families must sign up to work at ONE of the fundraiser events: Backwards Penguin Meet (which will count towards meet #'s), Triathlon (which will count towards Committee #s)
All families who have a swimmer attending DCSL will be required to work a job, which is separate from the above job requirements
Jobs considered EXEMPT to the above:
- Directors
- Data Team
- League Representative
- Clerk of the Course *if signed up to cover all meets of the season
- Jobs Assistant *if signed up to cover all meets of the season
- Timer Coordinator *if signed up to cover all meets of the season
- Shepherd Coordinator *if signed up to cover all meets of the season
- Ribbons Coordinator *if signed up to cover all meets of the season
Jobs REQUIRED to sign up for 1 committee position but are EXEMPT from minimum meet requirements include the following
- Shopper/Chopper
- Officials
- Jobs Team
- Buddy Program Director
- Invitational Meet Coordinator
- Set-up/Take Down Coordinators
- Apparel Coordinator
- Photographer (can be waived if job includes Swimmer of the Week)
- SwimTopia Manager
- Backward Penguin Coordinators
How to Sign Up:
If you prefer to sign up for one job category throughout the season, please email [email protected] to inquire about this possibility (specifically to be a part of the set-up/clean-up crew, timers, data team, officials or snack shack workers). Please do not sign up early if you are planning on hiring a sub for the season.
Otherwise, please follow the directions below on how to sign up for various jobs on Swimtopia:
The ability to sign up for meet and non-meet jobs will open up to swim team families on 4/18 at 8am and will close on 4/25 at 8pm. Your family will need to sign up for jobs within this time period or you may be fined for not fulfilling your volunteer requirements.
1. BEFORE 4/18, sign in to your Swimtopia account and familiarize yourself with the various jobs and the calendar of events.
2. ON 4/18, sign in to your Swimtopia account and click on the "Meets and Events" tab -->"Signup Calendar"
3. To sign up for a NON-MEET job, you will find the event labeled "Committee Jobs" which is scheduled on 4/18. This will list all of the Committee jobs that are available.
4. Choose which parent you will be signing up for jobs.
5. Click on the Committee job(s) you are able to work, being mindful of the chair vs committee member position and save your assignments at the end of the page.
6. If you want to sign up for a MEET job, find the date/meet you wish to work and click on the jobs tab. Select which parent will be working the meet and choose the job you would like if still available.
-> Swimtopia will NOT let you sign up for multiple jobs at a meet. However, if you feel you and your partner can both work at the meet, you would need to sign up for a job for yourself as well as for your partner. If you run into issues, please message me to help troubleshoot the problem
7. Once you have signed up for all of your jobs, go to "My Account" and see the list of jobs you have volunteered for being mindful of the required jobs necessary for your family unit
8. If you run into any issues, please email Ashley Porteous @ [email protected] or call/text: 503-577-0821
Important Things to Note
- Swimtopia WILL NOT send reminder emails about your upcoming jobs. It is YOUR responsibility to put these jobs into your calendar and show up for your jobs.
- You will not be able to add/remove yourself from jobs after Jobs Signup closes
- Families who do not sign up for any jobs will receive TWO email reminders to sign up before being automatically signed up, regardless of your personal schedule/availability. It will be your responsibility to find a paid sub or family to switch jobs with you should you not be available to work the assigned job. Directors will take over any and all communication after two email attempts from the Jobs Team.
- If you are unable to work a job you have been assigned to, you must find a sub or a replacement. You can put a trade request on the PHA swim team Facebook page or ask other swim team families for a trade.
- Some meet jobs allow you to hire a sub. See sub list (actively being updated for 2027). If your sub does not show up for the job, you will be fined.
- Jobs for DCLS League Meet are NOT included in the jobs sign up for the team in April. If you choose to have your child(ren) swim at League, you will be ASSIGNED a job. (Childcare may be needed while the family member is doing their assigned job)
- Jobs for Invitational Meets (i.e Crossings Challenge, Pentathalon, HOX Last Chance, etc) are also NOT included in the jobs sign up for the team in April. If your child wishes to attend any of these meets, you will be ASSIGNED a job like for League.
