INTRODUCTION

Purpose – The purpose of this handbook is to provide information and guidance on the various policies and procedures related to the Coffman YMCA Swim Team. All team members and their families are encouraged to read it and become familiar with the important facts and rules of the team.

Memberships – The Coffman Swim Team is a year-round program of the Coffman YMCA that provides competitive swimming opportunities to athletes 6 to 18 years old. The team serves the communities of the Greater Dayton area.

USA Swimming – USA Swimming is a national organization to which some of our team members belong. USA Swimming is the sanctioning organization for all officially recognized swimming in the United States , including Junior Olympics, Junior Nationals, Senior Nationals, and the Olympics. USA Swimming registration is not required for all swimmers. The cost is 52$ per year (this fee will increase $1 per year) and includes insurance coverage. USA Swimming memberships is not required to be a member of our team but our team will participate in meets that only USA members will be allowed to swim. For more information please contact the head coach.

Mission Statement – To have an organized swimming program that teaches and trains all levels of swimmers to learn, train and compete at their highest individual level of achievement, while emphasizing individual progress, family participation, Christian principles, individual integrity and team play.

It is important to note that you are a member of a YMCA Swim Team. The reasons for swimming year-round include Christian principles, physical fitness, superior skill development, friendships, competition, etc,; all are part of our program. Any competitive program involves many facets that include training, teaching, goal setting, discipline, fundraising, swim meets and parental cooperation. One of our main goals is to develop highly skilled individuals who are interested in competitive swimming, while maintaining an open door policy for fitness and recreational swimmers.

ELIGIBILITY

This program is open to all Coffman YMCA members who maintain year-round membership and who, upon evaluation, meet the criteria to be a member of the team. It is the coaching staff’s decision, however, whether to permit a child to participate on the swim team. The coaching staff will refer swimmers to the YMCA swim lesson program as appropriate. It is important that a child remain in swimming lessons until he/she is able to swim all four strokes (backstroke, freestyle, breaststroke and butterfly) even if he/she is competing with the swim team. Strokes should be learned during swimming lessons. The swimmer must exhibit competency in 25 yards in each of the strokes.

SWIMMER PRACTICE LEVELS

The Coffman YMCA Swim Team uses a “progressive” age group program designed to develop the child physically, mentally and emotionally in a systematic fashion. A well-defined, long-team approach of gradually increasing degrees of commitment is essential to reach peak performance levels during a swimmer’s physiological prime. The emphasis in the early stages of participation must be placed on developing technical skills and a love for the sport. In the later years, a more demanding physical and psychological challenge must be introduced to the training program. In addition to emphasizing long-term rather than short-term results, it is also important that we establish training groups of swimmers who are compatible in respect to abilities, commitment levels and goals.

At each level, the goals and objectives are specific and directed toward meeting the needs of the swimmer. The long-term goal of total excellence is always in mind. As each child is different, he/she will progress at his/her own rate. The coaching staff recognizes this fact by making team assignments based on a swimmer’s physical, mental and emotional level of development.

PRACTICE GROUPS

Maroon – This is a novice group with a major emphasis on stroke technique. The Maroon swimmers generally swim three days a week for one hour each day. Most of the swimmers in this group are between the ages of 6 and 8 years of age. To join this group you must have a good understanding of all four stokes.

Green – The majority of time is spent working on refining stroke mechanics. These swimmers have started to exhibit good swimming skills and will be introduced to more advanced training skills and processes. Green swimmers typically swim three to four times per week, averaging one and a quarter hours per session. Most of the swimmers in this group are between the ages of 8 and 10.

White – These swimmers have started to exhibit good swimming skills. They spend their time equally between stroke technique, training skill, and processes. White swimmers are offered approximately five practice times per week where workouts average one and one half hours per day. Most of the swimmers in the White group are between the ages of 10 to 13.

Senior – Senior swimmers are beginning to grasp technique and strategy. They are a training group while continuing to refine stroke technique. Most of the swimmers in the Senior group are between the ages of 13 and 18 years old. Workouts for this group are offered five times a week and usually last one and a half hours. Dry land sessions are included at this level as well.

National – National swimmers should have a grasp on technique and strategy. This is a training group that trains and prepares swimmers for the highest level of competition. This group also has the highest level of commitment. Swimmers in the National group are high school age and are admitted to this level with coach’s permission only. Workouts are required six days a week both before and after school and include dry land sessions.

TEAM FEES

The Coffman Family YMCA Swim Team is solely supported by the collection of dues from its members and various fundraisers. Team expenses involve purchasing pool time, paying our professional coaching staff, equipment, scholarships and various other team related obligations. Every effort is made to keep costs as low as possible.

Fee Schedule for the 2008-2009 Season

Group	Cost	Cost
National	$1134	($162.00 per month x 7 months)
Senior 1	$980	($140.00 per month x 7 months)
Senior	$910	($130.00 per month x 7 months)
White	$833	($119.00 per month x 7 months)
Green	$500	($125.00 per month x 4 months)
Maroon	$350	($87.50 per month x 4 months)

Discounts of $25 and $35 will be given to families who have second and third (or more) swimmers, respectively. If a swimmer changes groups during the season, there will be a cost adjustment. 

Billing Information

Registration of $50 per swimmer is due at sign-up time. This $50 will be applied toward each swimmers escrow account. Registration fee(s) must be paid before your swimmer(s) is/are allowed to practice. Payments are then due the first of each month through December with all fees paid in full by January 1st. Failure to pay all fees in full by this time will result in the swimmer(s) no longer being able to participate in practices or meets.

Fee Credits – A number of programs are in place, Kroger Rewards Program, Magical Night of Giving, Dayton Mall coupon booklets, etc… to help families offset the costs of fees.

Additional Expenses

Invitational swim meets are offered at an additional cost. This is typically $3 to $4 per event entered and usually a maximum of four individual events per session plus one or two relays with up to three sessions per meet. Championship meets also have a pool/swimmer surcharge of $4 to $5 per swimmer. There are no fees for a dual meet.

Escrow Accounts

Since fees vary from meet to meet and all entries must be submitted in a timely fashion an escrow account will be established for each family. Withdrawals will then be made from this account once the full amount per meet (including relays) has been calculated. Families will need to deposit $50 per swimmer to establish their escrow account. You will receive regular statements from our Treasurer as to the balance of your account throughout the season. When the account gets too low to cover the cost of meet fees the family will be notified to send in a check. Please make the check payable to Coffman Family YMCA and indicate in the memo that the money is for escrow. If the account remains too low to cover the cost of entries the swimmer(s) will not be allowed to participate in meets. The coaching staff will determine relay entries. If your swimmer(s) is/are unable to participate in a meet or scratches an event once entries are turned in you will still be charged the full amount. This includes all relay fees unless an appropriate substitute is found.

Equipment

Swim caps – a team cap must be worn at all YMCA and USA meets. Caps may be purchased from the team, $11 for silicone or $4 for latex.

Team Suit – Our team suit may be purchased through our team sponsor, Kast-A-Way (www.kastawayswimwear.com or 1-800-543-2763). While a team suit is not a requirement, any suit worn during competition must be green, black or white or any combination of those team colors. A black Speedo Fastskin I or II or an Aquablade may be worn at championship meets only.

Practice Equipment – Swimmers will need practice suits, goggles, caps and towels. It is recommended that swimmers have at least two pairs of goggles at all times in case one pair were to break. In addition there are specific items required for each practice group. It is always a good idea to check with your specific coach prior to purchasing equipment. 

Maroon – swim fins (Pull Buoy and kick boards optional)

Green – swim fins (Pull Buoy and kick boards optional)

White – swim fins, Strokemaker Paddles (green), Pull Buoy, kick board, mesh equipment bag

Senior – swim fins, Strokemaker Paddles (green), Center Mount Purge snorkel, Pull Buoy, kick board, mesh equipment bag

National – swim fins, Strokemaker Paddles (boys-yellow/girls-green), Center Mount Purge snorkel, Pull Buoy, kick board, mesh equipment bag

Optional Costs

Long Course – Long course is summer competition in a 50-meter pool, generally outside. Long course is a great training opportunity for competitive swimmers who desire to stay in top condition during between short course seasons. Because we do not have our own long course pool, we rent space in the summers from area 50-meter pools. This rental fee has an effect on our cost for the summer team and the cost varies from year to year.

USA Swimming Registration – Coffman YMCA Swim Team members do not have to register with USA Swimming unless they wish to compete in the USA meets. You must pay $53 (this fee will increase $1 each year). Registration includes a membership card, subscription to SPLASH magazine and eligibility to participate in USA Swimming sanctioned meets, etc…Contact the head coach for more information.

Equipment – Swim bags, team apparel, and many other items are all available but not required!

SWIM MEETS

Seasons – The swim meet seasons are divided into two sessions. Short course season (meets held in 25-yard pools) runs from September to approximately mid-March. Long course season (meets held in 50-meter pools) runs from April to early August.

Scheduling – The Coffman Family YMCA Swim Team usually participates in approximately two meets per month. During scheduled meets, at least one coach will always be on deck. The competition at these meets ranges from novice to state/national levels. Coaches will post a list of meets on the website for the parent(s) and swimmer(s) to decide which ones they would like to attend. Some meets will be required and some optional. Once you’ve signed up for a meet you should attend the meet. If you are unable to attend the meet you must notify your coach as soon as possible via email. There is no refund for meets you cannot attend after the meet entry deadline date. This includes relays.

Meet Entries – All meet entries are done on-line through Direct Athletics (www.directathletics.com). Coaches reserve the right to make changes to your entries as necessary. They will do their best to notify you of these changes as soon as possible. Relay teams will be chosen by the coaching staff.

PRACTICE

Schedules - Practice schedules change depending on the time of year. The current schedule will be posted on the Coffman Swim Team website. It will also be e-mailed out and listed in the newsletter when it changes. For the current schedule, see the coaches, the website, or any Parent Representative.

Cancellation - There is no practice after the Long Course National Championship Meet in August until September. During the seasons if practices are cancelled there will be no price adjustment and the practices will only be rescheduled if there is available pool space.

Policy - Please try to arrive at practice 15 minutes early for stretching. For each swimmers protection, they should arrive at practice no earlier than 15 minutes prior to their workout time. They should also be picked up no later than 15 minutes after their practice is over. Swimmers should be ready to swim five minutes prior to the start of their practice. During this 15 minute time at the beginning and end of practice, there will be a coach around to supervise the swimmers. After this grace period the swimmers are no longer the responsibility of the Coaches.

Check with your coach about dry land workouts.

Each training group has specific attendance requirements appropriate for the objectives of that group. As a general rule, the least possible interruption in the training schedule will produce the greatest amount of success. The expectation level of the coaches to attend practices increases as swimmers move to higher groups.

Plan to stay the entire practice. The last part of practice is very often the most important. Usually, there are announcements made at the end of each practice. In the event that your child needs to be dismissed early from practice, please notify the coach prior to the start of practice.

While at practice, the swimmers are the responsibility of the coaching staff.

Every member of the team needs to do everything possible to respect the privilege of being a YMCA member. Any damages to facility property may result in financial liability of the swimmer’s parents. Any damage may also result in the swimmer being asked to leave the team permanently.

COMMUNICATION

Effective communication is essential to a successful team! The Coffman Family YMCA Swim Team strives to create an open and informative environment for communication among swimmers, parents, and coaching staff. No question should go unanswered! There are several channels of communication available:

 

Website – The Coffman website is www.CFYswimming.com Our website will have timely information on practice schedules, meet schedules, parent information, important announcements, glossary of terms, nutrition, top times, directions to meets and links to other important sites. Every Family is responsible for checking the team website daily for updates and information.

Team File Box (mail boxes) – The file box is located at the door to the pool deck and is where all written communication will be placed well as award ribbons. Each family will have a folder in the box with their name on it. There will also be folders for each coach and other various committees as necessary. It is the swimmer’s responsibility to check their folder regularly.

Bulletin Board – The team has a bulletin board located just across from the pool deck entrance. It contains some website information, as well as various other informative material. This board also lists upcoming meet information, meet entry verifications and team recognitions.

Coaches – When contacting coaches, please be considerate. During practice times the coaches are focused on running the workout. The best time to speak to a coach is after practice. All coaches have email addresses posted on the website or you can send a note with your swimmer(s) or leave one in his/her box. Please note, parents are not allowed on the pool deck during practice but are welcome to watch through the windows anytime.

Sometimes parents feel more comfortable discussing a coaching issue with other parents rather than with the coach. This approach rarely clarifies the issue and can lead to problems. The following are some guidelines for communicating with a coach:

Please remember that you and the coach have your child’s best interest at heart. Trusting that a coach’s goals coincide with yours even though the approach may be different will lead to a positive dialogue.

Coaches must balance your perspective of what is best for your child with the needs of the whole team and/or training group. On occasion, an individual child’s interest may need to be subordinate to the interests of the group but in the long run the benefits of membership in the group compensate for occasional short-term inconvenience.

If your child swims for an assistant coach always discuss the matter first with that coach. If necessary, you may then ask the head coach to join in the discussion as a third party.

If another parent uses you as a sounding board, listen but encourage him/her to speak with a coach.

Parent Board – Feel free to contact any representative on the board about any non-coaching concern/issue/suggestion you have. You will be given a list of all of their phone numbers and email at the parents meeting in August. 

VOLUNTEER RESPONSIBILITIES

Every season the Coffman Family YMCA Swim Team hosts one invitational, currently held in November. This event requires the assistance of every family on our team. There will be worker sign-ups available at the first parent meeting in August. The size of the team will dictate how many hours/sessions each family will be required to work. This is typically three sessions plus championship meets and any dual meets we attend/host. Our invitational meet is a major fundraiser for our team, which allows us to control our costs, provide necessary equipment as well as scholarships. We cannot have the meet without the support of every family on this team.

Be sure to sign up early for the jobs and times that work best for your family. If you do not sign up you will be assigned where necessary. If you cannot work your shift(s) it is your responsibility to find a replacement and notify the Volunteer Coordinator of the changes. If you fail to fulfill your obligations you will be fined $25 per session missed. Please keep in mind the inconvenience you will be causing others by not fulfilling your responsibilities.

PARENT BOARD

One person cannot run our swim team effectively, so the head coach and the YMCA have established roles for parents to volunteer and represent the team in many ways. The board members are in place to support the head coach and staff in many different ways. Through effective and regular communication, the members will work together to insure the overall success of the swim program. The following members will work directly with the head coach, coaching staff, YMCA, parents and swimmers to promote the success of the Coffman Family YMCA Swim Team.

The head coach will approve all assignments to board positions. Vacancies will be “advertised” to the full parent body as needed and filled accordingly. Board members will serve for a term of two full years (this includes both short course and long course seasons). If at the conclusion of the two year term, the position is “advertised” and remains unfilled that individual may remain in the position, if desired and agreed upon by the head coach and the current board members. Board members are expected to attend monthly meetings held on predetermined dates. All swim team parents are welcome to attend these meetings. If there is an item of interest that a parent wants to bring to the board’s attention he/she may do so by contacting the board president, vice-president, treasurer or secretary prior to the meeting date. Meeting dates will be posted on the team calendar on the team website.

BOARD POSITIONS

PRESIDENT

• All parent support activity and related team functions 
• Providing head coach with frequent updates on activity 
• Parent support aspects of the handbook 
• Seasonal parent meetings 
• USA Swimming activities 
• Agenda and meeting facilitation for Parent Board meetings

VICE-PRESIDENT 

• Swimming registration and related aspects 
• New parent/swimmer orientation 
• Team calendar 
• Filling at-large positions   

TREASURER 

• Oversees all team fees and escrow accounts 
• Manages/oversees budget 
• Tracks fundraising 
• Oversees all expenses 
• Uses personal computer to run Business Manager software   

SECRETARY 

• Team communications 
• Email 
• Website 
• Bulletin board 
• Minutes for all board meetings   

AT-LARGE MEMBERS   

1. FUNDRAISING 
   1. Coordinates all team fundraisers. 
   2. Coordinates all team fee credit programs. 
   3. Works with Treasurer to track progress of both. 
   4. Coordinates heat sheet ad sales.   
2. HOSPITALITY 
   1. Responsible for coordination and execution of food and beverage service at all hosted meets. 
   2. Oversees food/drink portion for team banquet 
   3. Dual meets, etc…   
3. COMMUNTIY SERVICE 
   1. Responsible for organization, communication and execution of community service projects to include: 
      1. Strong Kids Swim Strong 
      2. JDRF Walk for the Cure 
      3. Others   
4. TRAVEL 
   1. Responsible for hotel bookings for MAKO’s, AA’s, Zones, Nationals, Summer Classic, summer Championships and all other away meets requiring overnight stays for the team per the head coach.
   2. Communicates all information regarding hotel stays to the team
   3. Manages assignment of rooms to families, etc.  
5. HOST MEET COORDINATOR 
   1. Responsible for planning and execution for CFY hosted meets 
      1. Meet information development with the head coach 
      2. Reserve facility 
      3. Identify volunteer needs iv. Be present/available at all sessions of hosted meet 
      4. Responsible for assuring adequate number of trained officials, both YMCA and USA 
      5. Miscellaneous – bleachers, carpet runner, radios, watches, vest, position duties, YMCA personnel, heat sheets, etc…  
6. SOCIAL 
   1. Responsible for identifying 1-2 parents per practice group to coordinate social activities (three events per season per group).
   2. Plans banquets for both seasons 
      1. Coaches gifts 
      2. Entertainment 
   3. Plans championship party    
7. AWARDS 
   1. Responsible for planning and executing all awards activities 
      1. Ribbons, medals and trophies for hosted meet 
      2. Heat winner awards 
      3. Banquet awards 
      4. Distribution of ribbons, medals, etc after all away meets 
      5. Trophy case   
8. APPAREL 
   1. Responsible for establishing team gear for each season, including caps 
   2. Present with gear at pre-season parent informational meetings 
   3. Communicates frequently regarding offerings 
   4. Manages relationship with Kast-A-Way for pre-season and hosted meets, including heat sheet ads for hosted meets 
   5. Order team and championship t-shirts   
9. VOLUNTEER COORDINATOR 
   1. Responsible for coordinating all volunteers for hosted meets and championship meets 
   2. Takes watches to championship meets 
   3. Tracks volunteer obligations and fills gaps as necessary 
   4. Communicates unfulfilled obligations to Treasurer and head coach   
10. PHOTOGRAPHY 
    1. Coordinates TJ Photography visit for team pictures 
    2. Takes/collects photos for newspaper articles as well as end of year DVD 
    3. Puts end of year DVD together
    4. Works with Publicity At-Large member to provide photos for newspaper articles   
11. PUBLICITY 
    1. Writes articles after every meet and each community service project 
    2. Identifies local papers and establish relationship 
    3. Submits articles and photos to papers for publication 
    4. Special interest – writes about accomplishments of individual swimmers

BEHAVIOR GUIDELINES   

Policy – Membership in any successful organization requires adherence to certain rules and behavior guidelines. Please reference your Coffman YMCA membership handbook for detailed guidelines.  

FACILITIES   

The Coffman YMCA is the host of our competitive swim team. We use the YMCA pool year-round while supplementing long course training at the available summer facilities.