EELS Parent’s Guide to a Successful Swim Season!
1. Introduction
The East Lake Woodlands EELS Swim Team is a summer swim program designed for children to experience swimming for a team as well as increasing their confidence and self-esteem. The swim season also creates an opportunity for families to participate in a Country Club community event. The Eastlake Woodlands coaching staff views the swim season as a chance to teach children the benefits of teamwork, to be active members of their community and to build friendships within the neighborhood.
The season begins in early May with daily practices. Meets begin in late May and end with a sanctioned event of the teams in the Pinellas Aquatics League (PAL) in late July.
The team banquet is in September. During the banquet swimmers are recognized with awards for achievement and there is a slide show presentation of the highlights from the season.
2. Basic Requirements
Each time you arrive at the club for practice or a meet, you must sign in at the tennis counter and check your mailbox for news from the coaching staff. Your mailbox, which is a folder, is located outside the café door facing the pool.
There are daily scheduled practices so that swimming can be incorporated with other summer activities and obligations. Stroke technique, breathing, diving and endurance are worked on during each practice. Attendance at each practice is not mandatory but a consistent practice schedule enables each child to improve his skills. Private lessons are available for children to work on specific areas.
For our home club to remain neat and tidy parents must set the example by returning chairs to the appropriate places on the pool deck after each practice and meet and place all garbage in the bins located poolside.
The coaching staff is available for parent discussions by phone or email. Do not distract a member of the coaching staff during a practice or a meet, their focus is on the children.
You may use the lap pool at non-practice times to work with your child; if you would like to work on diving, you must ask permission from a lifeguard prior to allowing your child to dive off of the blocks. Once a lifeguard has approved your request, you must be at the blocks with the child at all times. Replace the cap on the block when you are finished.
3. Daily Practices
Swimmers must arrive 5 minutes before the start of a daily practice. They are to sit on the lap pool gutter facing the club house and wait for the coach to begin. Coaches are not responsible for gathering the children for practice. All children 12 and under must be escorted by a parent or guardian over the age of 18 into the swim area. A parent or guardian with swimmers 12 and under must be present and poolside at all times. If a child is dropped off for practice and does not have adult supervision they may not be allowed to swim. The Club rules state that every adult can supervise no more than 8 children. Children may not be in the free pool with out a parent or guardian present.
4. Swim Meets
The EELS Team swims in one ELW practice meet; approximately 9 dual meets and competes at 3 sanctioned meets during our summer session.
The other participating clubs in the Pinellas Aquatics League are:
Bardmoor Country Club Belleair Country Club
Carlouel Yacht Club Countryside Country Club
Lansbrook YMCA St. Petersburg Country Club
Westlake Village at Palm Harbor YMCA
Dual Meets:
Dual Meets are against another club within the Pinellas Aquatic League and alternate between home and away meets. Dual meets begin at 6:00 p.m., unless otherwise noted. Refer to the meet schedule on the EELS website for specific times and club locations. There is no additional fee for a child to swim in a dual meet.
Swim Team Participants are not allowed in the free swim pool during a meet.
Smoking and the use of other tobacco products is prohibited on the pool deck, locker rooks, in spectator seating or standing areas and in all areas used by swimmers, during the meet or during the warm-up periods in connection with the meet.
Pool Length: The ELW pool is 25 meters long; all other pools in PAL are 25 yards. Actual times are adjusted to give the time in meters and in yards. Therefore, at all home meets the swimmer’s times will actually be quicker after the calculation has been made.
Warm-Ups: Home meets require the home team to warm up first. This allows the visiting team more travel time and the courtesy of having the pool until the meet begins. It is critical that all swimmers be on deck ready for warm-ups 15 minutes prior to the scheduled warm up time.
Swimming Order: At dual meets- the 6 & under girls usually start, followed by the 6 & under boys, and the order continues alternating girls and boys and going higher in the age bracket until the 15-18-age bracket is completed. The rotation starts again with the 6 & under girls for the relay and again for the next stroke. At dual meets the swimmers usually swim two strokes and one relay. The coaching staff will announce the chosen strokes prior to each meet. Early summer meets typically begin with freestyle and backstroke. The later meets add the breaststroke and butterfly to the competition. Children are encouraged to swim each stroke. Dual meets are an excellent time to “practice” what they have been learning at the daily practice sessions. Inform the shepherd, if your child will not swim a particular stroke.
Relays: One relay team requires 4 swimmers per lane. The coaching staff decides which swimmers; the order and stroke they swim based on their previous performance and attendance at practices. Most relays will not use all swimmers present in their age group due to the 4-swimmer rule. If only 6 children are present to swim, 2 will not participate in the relay. It is a good idea to discuss this with your child prior to the meet to avoid any disappointment.
Shepherds: Children in the 6 & under, 8 & under and 10 & under age brackets are assigned to a minimum of two volunteer shepherds for each meet. The 11-12-age bracket is assigned a minimum of one shepherd for the meet. Parents and children must check in with the shepherds as soon as they arrive at the pool. The shepherd will write their swim number on their hand, and check them off on the attendance sheet for the coaches.
At no time are shepherds expected to look for children in preparation for the heat. Children are to stay with their group, in the assigned seating area for the meet. If a child wanders off, has gone to the restroom, or to get a snack, the parent must return the child to the group 15 minutes before the next event. Shepherds are volunteers who try to keep the group informed and together for each meet. Parents are responsible for their children at all times.
Shepherds walk the children up to the starting blocks, and have them in “time” order, fastest to slowest. Shepherds have the authority to remove a child from the block staging area if they are being disruptive. The child will not swim in that race.
Ribbons: A ribbon is awarded immediately to the winner of each heat for all swimmers 10 and under. All other ribbons are processed and given to the coaching staff after the meet. The coaches and volunteers place the ribbons in the mailboxes a day or two after the meet. All children 10 & under who swim in a dual meet receive a participation ribbon, regardless of where they placed.
Swimmers Times: All swimmers’ times are printed out and listed on the bulletin board after each meet. Write down your child’s times and list them on the “Go for the Gold” sheet at home. It is a good habit for the child to ask their time as they exit the pool after the heat.
What to Bring:
Towel
Swim Sandals
Goggles – if needed
Chairs - for the parents
Bug Spray
Books, Games or Toys – to occupy the children while they wait
Sweatshirt – for the children, it gets chilly as the sun goes down
Rain jacket – the children swim in the rain as long as there is no lightning
Umbrella
Camera
Stop Watch – to time your child for immediate results. However, your time and the official time may be different.
For Away Meets, you may want to bring your own food and beverages, as not all clubs have a full service restaurant. ELW members are not allowed to bring food or beverages to our home pool at any time. Swimmers may bring their official team cup to practice filled with water or an energy drink.
Label all swimmers belongings. Many towels, goggles, game boys etc…. look the same. You are responsible for all personal items brought to a meet. The lost and found cubbies are located on the wall outside the restrooms where you can check for misplaced items.
Sanctioned Meets:
There are 3 sanctioned meets each year. Parents are required to complete a form, pay a fee for each stroke/event the child will swim, as well as pay a “meet” entry fee. These forms are due to the coaching staff by a deadline set prior to the meet.
The sanctioned events are:
Bardmoor Spring Invitational - Bardmoor Country Club
The TBAY Invitational - The Gandy Pool in Lakeland
2010 PALS – Southwest Recreation Center – Largo
Sanctioned events are quite an experience for all swimmers. There can be as many as 20 teams and approximately 600 swimmers over a 2-3 day period. The excitement, sense of team unity and spirit come alive at these sanctioned events. Entire teams are swimming for a first, second or third place finish.
Children swim in the age group of their current age on the day of the meet. For children with summer birthdays, they may “age up” during the season and swim with the next higher group. With the Head Coaches permission, swimmer’s ages 6 to 8 may choose to swim an event for an older age bracket. For example, an 8-year-old, may choose to swim the 50-yard butterfly in the 10 and under heat. However once a child is 9 they must always swim in their age appropriate bracket.
Warm-Ups: Each team is assigned a lane number and time limit to warm up. It is critical that all swimmers be on deck ready for warm-ups by the listed time.
Shepherds: There are no assigned shepherds at the Bardmoor and TBAY sanctioned meets. The children must check in with the Head Coach. It is suggested that parent’s for each age group band together and choose one parent to shepherd for each stroke. Review the guidelines for being a shepherd in the volunteer section in this guideline.
At the PAL meet, the children in the 6 & under, 8 & under and 10 & under and the 11-12 age brackets, are assigned to two shepherds. Children must check in with the Head Coach and shepherds as soon as they arrive at the pool. The shepherds wear special PAL issued badges. Shepherds walk the children up to the starting blocks, and have them in the appropriate lane for the correct heat. Shepherds are not expected to look for children in preparation for the heat. Children must stay with their group in the assigned seating area for the meet. If a child wanders off, the parent of that child is to return them to the group 15 minutes before their next event. At PAL, there are security guards at all entrances to keep parents off the pool deck. You must have a PAL issued badge to be allowed on deck. Parents can view the meet from upstairs.
Swimming Order: At sanctioned meets, you must buy a heat sheet. The heat sheet lists the events and the order your child will swim based on the entry time submitted by the coaching staff. Highlight your child’s name for each stroke. Parents are to write the following heat sheet information on the child’s hand or arm: Event # - Heat # - Lane #. The event # indicates what stroke and length to be completed, the heat # indicates who they will swim against, and the lane # places them in their assigned lane. Shepherds and meet officials will look at each child’s arm or hand to verify they are in the correct race, lane etc….
Officials: Sanctioned meets have hired officials. Do not interact with the officials during a meet. They watch each lane in each race for proper technique, false starts and most importantly the finish. Errors result in a swimmer being disqualified. Coaches will also receive a warning if parents do not follow all rules.
For the PAL meet, each team is responsible for providing 1 official for every 50 swimmers. ELW Swim Team is always looking for potential officials. If you have any interest, please speak to the Head Coach.
Disqualification: An official will inform a swimmer of a disqualification after the swimmer exits the pool. Swimmers must then inform the nearest coach.
Swimmers Times: Shortly after each age bracket and event finishes the swimmers times will be posted on the bulletin board at the meet location. A day or two after the meet, the coaching staff will post the swimmers’ times on the ELW pool bulletin board. Write down your child’s times and list them on the “Go for the Gold” sheet at home.
Ribbons: Heat ribbons may not be awarded at sanctioned meets. All ribbons are processed and given to the coaching staff after the meet. The coaches and volunteers will place the ribbons in the mailboxes a day or two after the meet. All children 10 & under who swim in a sanctioned meet will receive a participation ribbon if they did not receive a meet ribbon.
What to Bring:
Money – to purchase a heat sheet (range from $5 to $10)
Highlighter – to highlight your child’s name, event, heat and lane
Sharpie – black, to write heat information on your child’s hand
Towel
Swim Sandals
Goggles – if needed
Chairs - for the parents
Sunscreen
Fan – battery operated
Hat or visor
Bug Spray
Books, Games or Toys – to occupy the children while they wait
Food and Beverages – a variety of food, snacks and beverages are available for purchase
Sweatshirt – for the children, it gets chilly as the sun goes down
Rain jacket – children swim in the rain as long as there is no lightning.
Umbrella
Camera
The sanctioned event will have merchandise available for purchase, and there is usually some type of raffle or fundraising table.
Designated Team Areas:
At each sanctioned meet the coaching staff will have Designated Team Areas for the swimmers. This ensures that the children stay together in the crowded venue. When allowed, parents may place their chairs next to the team area.
5. Volunteering
Volunteers are an integral part of a successful swim season. Approximately 35 volunteers are needed for each home meet and 15 needed for each away meet. Each family is required to volunteer for a minimum of 3 assignments during the swim season. Volunteers are to refrain from alcohol consumption, during the required work shift.
Shepherds:
Shepherds are assigned for both home and away meets. There will be a minimum of 2 shepherds preferably 3 shepherds for the 6 & under, 8 & under and 10 & under age groups and at least 1 shepherd for the 11-12 age groups. The older swimmers are expected to get themselves to the blocks.
When you volunteer to be a shepherd, you must arrive before warm ups to get your age group area established with a team sign, collect your shepherd lanyard, clipboard and sharpies from the Volunteer Coordinator. Shepherds work until all of their age group has finished swimming.
The shepherds will be given two identical lists of names and numbers. Use one list as reference for the meet. The other list is to be returned to the coaches after roll call has been taken and you have crossed off the absent swimmers. Write each swimmer’s identification number on their hand. This identifies the swimmers for the timers.
For each heat, line up the swimmers up according to best time for the stroke. “Times” are on the back of an attendance list provided at the beginning of warm-ups. Fastest time is placed at the front of the line. If a swimmer does not have a time, place them behind a swimmer of same age or similar ability. The children’s best times are on the back of the attendance sheet. Remind swimmers of the stroke they will be swimming and give words of encouragement. Instruct the swimmers to remain quiet and to keep their hands to themselves.
Walk the swimmers in single file up to the blocks. The Feeder is stationed at the starting blocks. The Feeder places each swimmer in a lane according to the order they are lined up. Escort them to the lanes and keep them focused. Again, remind them of the stroke, the proper finish i.e. 2 hands for breaststroke and to exit the pool quickly and to walk back to the group’s area. Shepherds are to remain at the blocks until the last swimmer has been able to dive.
During relays for the 6 & under and 8 & under groups, it is necessary to have 4 shepherds, as there are swimmers at both ends of the pool. The shepherds on duty will ask other parents to assist during the relay only.
Shepherds are never to have non-swimming children with them at the blocks. The block staging area is small and is only for swimmers, shepherds, timers and swim team officials.
Shepherds have the authority to remove a child from a heat or event if the child is uncooperative or is a disruption to other swimmers or officials. The child will be brought to the parent. The child can return to the line up for the next event, if he or she exhibits respect for shepherds, other swimmers, coaches and officials.
Shepherds please keep in mind that some of the children’s parents may be volunteering in other capacities and cannot be interrupted.
The remaining volunteer positions are only needed at home meets.
Timers:
2 timers are needed for each of our 5 lanes. Each timer is given a stop watch and 1 of the timers records the results on the provided clipboard with timing data sheets.
Timers must check in with the Head Timer at the starting blocks 15 minutes before the meet begins. A Head Timer is also timing each heat. If during a heat your stop watch is not functioning, raise your hand and the head timer will time your lane.
The timers work the full meet. A husband/wife team can split duty if they would like, but one must be on deck at all times. Notify the volunteer coordinator when you are switching positions.
Runners:
A runner collects the data sheets from the timers after each heat and runs them to the ribbon writers.
The runner is required for the entire meet. A husband/wife team can split duty if they would like, but one must be on deck at all times. Notify the volunteer coordinator when you are switching positions.
Heat Ribbons:
This volunteer hands a ribbon to the winner of each individual heat in the 6 & under, 8 & under and 10 & under age groups. Heat ribbons are not given to winners in relay races.
The heat ribbon volunteer is required for the entire meet. A husband/wife team can split duty if they would like, but one must be on deck at all times. Notify the volunteer coordinator when you are switching positions.
Ribbon Writers:
Ribbon writers work the entire meet organizing each data sheet from the runner and entering the data into the computer. Based on the information they create ribbons for the top 6 finishers in each event. The ribbons are distributed to the home and away coaches at the end of the meet.
Ribbon writers must be trained on the computer system to properly enter event information.
The ribbon writers are required for the entire meet. A husband/wife team can split duty if they would like, but one must be at the computer desk at all times. Notify the volunteer coordinator when you are switching positions.
Hospitality:
The hospitality volunteer delivers drinks to coaches and volunteers during the meet. This person also monitors the restrooms to ensure there are no unsupervised children.
If you cannot attend a meet that you have volunteered for you are expected to find a replacement and notify the Volunteer Coordinator of the change.
6. Fundraising
The swim team raises money each year to buy new equipment. In prior years items such as team tents, PA system, laptop, backstroke flags (the triangular pennants hanging over the pool at both ends), kick boards, swim fins, stop watches, etc. have been purchased.
Our big fundraiser each year is our Splash – A – Thon. The swimmers raise money by swimming laps. Prior to the event, they will ask for commitments from family, neighbors and friends. They will swim laps during the splash-a-thon event. After the event each swimmer is responsible for collecting the money from their sponsors. Prizes will be awarded to the swimmers who swim the most laps and raise the most funds.
7. Go For The Gold
All swimmers will receive a GO FOR THE GOLD swim graph in his or her Swim Team mailbox (blue for boys and pink for girls). This is a great tool for swimmers to use to track their times for each stroke from swim meet to swim meet. It can also be used to set goals for the next swim meet. At the end of the swim season, certificates of achievement will be awarded to each swimmer based on their levels, or color zones (GOLD, SILVER, BRONZE, BLUE, RED, and WHITE).
Following are instructions on how to use your GO FOR THE GOLD graphs:
1.) Each swim stroke (Freestyle, Backstroke, Breaststroke, Butterfly, and Individual Medley) has “times” that fall into a color zone.
2.) After you swim a particular time, go to your swim graph and find the stroke you swam and your age group.
3.) Highlight from the bottom up on the graph until you reach the time you swam.
For example: If you are a 10 year old boy and you swam 50.25 seconds in the 50 yd backstroke, you would go to the backstroke section of your chart and find the column with 50 yd and 10U (for 10 and under boys). Then highlight all the blocks from 58.79 up through the 51.59 block. At the next meet that you swim backstroke: If you swim faster than 51.59, you would highlight up to your new time.
4.) After each meet each swimmer should highlight their swim times on their swim chart.
5.) Before each meet each swimmer should review their best times so they have a goal to aim for. It should be noted that swimmers will not always swim their “best” time, but their “best” time will be their individual time to beat.
At the end of the season, swimmers will receive certificates for the highest color zone that they have achieved for at least two events. To receive a BLUE level certificate the swimmer would have to achieve times in the blue color zone for at least two strokes.
9. Swim Team Events
Team Pictures: Team Pictures are scheduled early in the season. The photographers also take individual photos of the swimmers. All pictures are to paid for at the time they are taken. There is usually a retake day planned for individual photos later in the season. Try not to miss the Team Photo opportunity, as it only happens once a year.
Family Events:
Throughout the swim season there are some family fun events planned. These events are not mandatory but the experiences are priceless.
Practice Meet: The practice meet is scheduled in mid-May. This helps acquaint the swimmers with the routine before, during and after a meet. The club will have a full barbecue buffet set up pool side and the indoor café will be open, as well.
Beach Day: During our Summer season, the team plans a day at a local beach. The children have fun seeing swim friends and trying out boogie boards and new water toys. Pack a lunch and plan on a great day of fun in the surf and sand.
PAL Pep Rally: The children decorate posters for the meet, learn a cheer and load up on the carbohydrates they will need for the race. The parents join the children in a wacky set of relay races.
Awards Banquet: The awards banquet is at the end of the season, upstairs in the main clubhouse. During the banquet swimmers are recognized with awards for achievement and there is a slide show presentation of the highlights from the season.