Woodlake Hurricanes

HURRICANES SWIM TEAM 101

Welcome to all swimmers and families!

Questions about swim team? Check below for answers to many questions asked over the years. This is a reference guide, so start with the basics, and then return to the guide as you have more questions - please don’t get overwhelmed with all the details.

WHAT ARE THE REQUIREMENTS TO BE ON THE TEAM?

Ages 4-18.

Must be able to swim 25 yards independently to qualify (one length of the lap pool).

All children of Woodlake residents or Woodlake pool members are invited to join the team.

WHAT ABOUT PRACTICES?

Our swim practices typically begin mid-May, with evening only practices until the end of the CCPS school year. The summer practice schedules begin once school is out, with the main practice sessions weekday mornings and evening practices options a few nights a week. Practice times are assigned by age groups, but coaches might shift swimmers between sessions based on group numbers and experience.

Specific practice times are subject to change each year.

Sample morning schedule:

8-9am: 13 and older swimmers

9-10am: 9-12 year old swimmers

10-10:45am: 8 and under swimmers

Swimmers should arrive 5-10 minutes early to get ready for practice, so that they do not miss announcements, instructions, or warm-ups. Practiceisheld on meet days and the days after meets. Practices and HOME meets will take place at the SRC.

DO WE NEED TO ATTEND ALL PRACTICES?

Practice attendance is very flexible. Attend the practice days that work for your schedule. Swimmers may attend either morning or evening practices. We understand that summer vacations, camps, and other appointments might keep swimmers away from practice sometimes.

WHAT GEAR DO WE NEED?

Swimsuits: Hurricanes team suits are available to order, but are not required. The deadline for ordering is usually well before practices begin because of the long lead times for delivery. For both practices and meets, we suggest competition style suits. This typically means the standard one piece for girls and jammers (or briefs) for boys. Two piece bikinis, swim shirts, swim trunks and board shorts are not generally recommended.

Goggles: All swimmers should have their own pair of goggles. We recommend choosing a brand such as Speedo, TYR, or Arena. Consider having an extra pair on hand.

Caps: Latex team logo swim caps are included in the cost of your registration and will be handed out prior to the first meet. Silicone caps may be offered to purchase for an additional fee.

T-shirts: All swim team members who registered prior to the deadline will receive t-shirts. We will make an effort to provide t-shirts to every swimmer, but they cannot be guaranteed with late registrations. Swimmers should wear team shirts to meets and any other time indicated by the coaches. Extra tees can be ordered for an extra cost.

WHAT ABOUT MEETS?

There are 3 home meets plus 3 away meets, for a total of 6 regular season meets. Swimmers achieving qualifying times will be invited to participate in the additional championship meet (CHAMPS) held at Swim RVA. More info about preparing for meets is included below.

DO WE NEED TO ATTEND ALL MEETS?

Participation in meets is recommended, but not required. Swimmers should plan to attend as many of the meets as possible.

Coaches do need to know in advance which meets you plan to attend. Please fill out the opt out form for each swimmer in your family, even if you will attend all meets. If you have a change in plans after submitting the form, please let the coach know - no later than the Friday before the meet.

HOW DO WE KNOW WHAT IS GOING ON?

Swim Team Communication:

Email is the primary source for pertinent swim team information.

Texts will be used to share immediate alerts for inclement weather, meet updates and practice cancellations..

The Hurricanes Facebook page, team website and google calendar are other useful resources.

It is each family’s responsibility to keep informed!

If you are not receiving emails, be sure to check your spam folder and email settings. Let us know if you are still not getting the emails or text alerts.

Communicating with Coaches: The coaches are glad to answer parent questions or concerns. If you need to speak with them, please do so before or after practice (keeping in mind that several practices lead right into another age-group practice time). During practice, the swimmers deserve the undivided attention of their coaches. Please consider emailing the coach if you need to share information about meet attendance changes.

WHY DO WE HAVE TO VOLUNTEER?

Swim meets require more participation from parents than many other sports. It takes over 130 volunteers to run each meet! We cannot have a swim team and participate in meets without parent volunteers. There is a job for everyoneregardless of swimming knowledge or experience. Most of the jobs are easy to do or need very little training. By helping, you are doing a service for the team, but you also get to know other Hurricane families.

Volunteer posts will be online via signup genius. All Hurricanes swim team families must volunteer and adhere to the team requirements. There is no volunteer requirement for Tropical Storm swimmers because they do not participate in the regular meets.

Volunteer Commitment:

1 swimmer = 3 meet halves

2 or more swimmers = 5 meet halves

Your swimmer may not be allowed to participate in meets or practices if you have not signed up for your required number of volunteer slots. Occasionally, in order to fill certain necessary volunteer positions, the board may need to make changes to the volunteer signups. We appreciate everyone being flexible so that we can ensure smooth meet operations. If you have any questions about volunteering or commitments, contact our volunteer coordinator.

WHAT IS THE SPORTSMANSHIP POLICY?

The Woodlake Hurricanes Summer Swim Team holds a strong commitment to team unity, individual accomplishment, and good sportsmanship.

Sportsmanship Policy and Code of Conduct:

The Woodlake Hurricanes Sportsmanship Policy and Code of Conduct have been developed in accordance with the standards set by RMAL (Regional Summer Swim League) and USA Swimming Safe Sport rules. We hold a zero-tolerance policy for unsportsmanlike conduct, encompassing any behavior, whether verbal or physical, that could be deemed inappropriate. This applies not only to interactions with members of visiting teams, but also extends to our own teammates. Any member of the Hurricanes who fails to display good sportsmanship may face disciplinary action which may include restrictions from attending swim meets and/or practice.

Exemplary Behavior:

We request that adults associated with the team set a positive example for their children and act in a professional manner throughout the swim meet. Your behavior and demeanor significantly influence the experience of our swimmers and contribute to the overall atmosphere of the event. Let's demonstrate respect, support, and good sportsmanship to create an environment that fosters growth, promotes healthy competition and camaraderie.

Video Recording and Photography:

As part of our commitment to USA Swimming Safe Sport guidelines, please refrain from video recording or taking pictures from behind the starting blocks.

Safety Rules:

NO glass containers.

NO use of ANY tobacco products (including vapes).

NO alcoholic beverages.

NO recreational swimming during the meets for both swimmers and their siblings. This includes refraining from using the splash pad and shallow areas. Furthermore, sitting along the edge of the pool and dipping feet is not permitted.

DO leave the pool deck free of litter and clean up your area before leaving.

Practice rules and etiquette:

Some swim team practices take place during times when the pool is closed to the public. When the pool is closed swim team members and their families are asked to stay within the lap pool area, using the stone wall near the pool center bathrooms as a barrier. No one should be playing on the splash pad or in the other pool area. When the pools are open for the day, you should go back to check in at the front gate and then you may move to other areas of the deck. We appreciate the community allowing us access to the lap pool, so please help us adhere to the club's rules.

When they arrive for practice, swimmers should wait for instructions from the coaches before getting in the pool. Only swimmers attending the current practice are allowed to be in the water. Please make sure siblings are not swimming/playing in the water or on the access ramp if they are not registered for the current practice time.

For safety reasons, save conversations with the coaches for the time before practice begins or after practice ends (unless there is an emergency or time sensitive topic) so that they are able to focus on coaching the swimmers during the practice session. Swimmers hanging out at the pool should save socializing with the coaches for outside of practice times.

Parents are always welcome to stay to observe, but we kindly ask that you do not disrupt practice. Please stay back from the pool, avoid interacting with your child, and refrain from taking photographs of any coaches or swimmers without coach/parent permission.

Thank you for your ongoing commitment and support.

WHAT TO BRING FOR A SWIM MEET?

• Swimmers should arrive wearing their suits
• Cap and Goggles (and possibly a spare pair)
• Towels
• Chairs/Blankets (pool furniture is limited at many meets)
• Sharpie (for writing event numbers on swimmer)
• Water/drinks
• Snacks/Dinner
• Cash for concessions or food trucks
• Sunscreen
• Warm clothes or coverups for cool nights
• Simple entertainment like cards, games, coloring

WHAT SHOULD WE EXPECT AT A SWIM MEET?

Each week watch for emails with meet specific updates about food options, parking, etc.

Arrival: Plan to arrive at 4:30pm for HOME meets and 5pm for AWAY meets.

The meet begins at 6pm after both teams have had their warmups.

Check In: Swimmers and volunteers should check in upon arrival. All volunteers should check in and get name tags before 5:45pm.

Deck seating: Find a place for your chairs and belongings. At home meets we are able to spread out on deck around all the pools. Please adhere to No Spectator Seating signs. Any personal canopies or umbrellas must be past the stone wall, away from the competition lap pool area. Recreational swimming or playing in the splash pad are not permitted during warmups or meets at any pool.

Warmups: Listen for warmups to start. Swimmers should gather by the blocks with swim cap and goggles. Leave shoes, towels and other belongings back at your spot.

Find swimmer entries: Use the entry report or heat sheet to determine your swimmer’s events. These will be shared by email and also posted on the wall at the meet. Use a sharpie to write event number, heat number and lane in a grid on swimmer’s arm or hand.

For younger swimmers, write their last name on their cap or back to help identify them at the clerk of course.

Locate the Clerk of Course: Find the clerk of course and show swimmers how to get there. Volunteers at clerk of course will help them get in final position for their races. There will be a sign or chart near the clerk of course indicating which events should be reporting to line up. Watch the sign and listen for the announcer to call the event numbers to clerk. It is the responsibility of the swimmer to get to their events on time! The event number being called to clerk of course will be different from the event numbers that are currently swimming.

Once the meet begins:

• Pay attention to which events are being called to clerk of course. Send swimmers to clerk with their cap on and goggles ready. Leave other belongings behind.
• Parents should watch from designated areas. Some areas of the deck are reserved for swimmers, volunteers and officials only.
• Encourage your swimmer to have fun, listen to their coach, and try their best. Cheer for all the swimmers! After their heat, tell your swimmer how great they did! The coaching staff will discuss stroke technique with them. You just need to tell your swimmer how proud you are of their effort.
• After their heat, send your swimmer back to your area to relax, have something to eat/drink, and wait for their next event to be called. Remind them to use the restroom before it is time to report to their next event.
• Ask for help! If during any meet you feel lost or confused, be sure to ask other swim parents for help! We have all had our “first meets” and know it can be overwhelming. Once you have attended one or two meets, it will become routine and lots of fun!

WHAT IF THE WEATHER IS BAD ON MEET NIGHT?

If the weather is questionable, the referee and coaches will decide whether or not to cancel the meet. It is difficult to reschedule meets and have good attendance, so every effort is made to avoid cancellation. If possible, we will wait for a storm to pass. Swimmers will not get into the water in the presence of lightning. Safety is the primary concern. Always report to the meet (unless instructed by the head coach prior), regardless of the weather. Every attempt will be made to swim the meet that night, even if we have to wait it out. If there is thunder or lightning we will clear the deck and wait in our cars.

Inclement weather alerts and updates will be sent via text. Please make sure that you are receiving team texts.

HOW LONG ARE SWIM MEETS?

DO WE NEED TO STAY FOR THE WHOLE TIME?

Typically 4 - 6 hours which includes warm-ups.

It varies depending on the sizes of the teams competing, number of lanes and weather conditions.

You do not need to stay for the entire meet if your swimmer’s events are over AND you have completed all volunteer shifts for the night. However, please make sure that your swimmer checks with a coach before heading home to make sure they are not needed for a relay. The 8 and under swimmers do not need to check because they swim their relays at the beginning of the meet, event 1, rather than at the end. The lineup for relay teams sometimes changes after the heat sheet and during the meet because of swimmer absences.

HOW ARE THE SWIMMERS GROUPED?

Swimmer events are divided into groups based upon their age and gender. Age for competition is determined by the swimmer’s age on May 31. (check RMAL handbook for any date change). Swimmers DO NOT age up during the competitive season.

• Ages 6 and under
• Ages 7-8
• Ages 9-10
• Ages 11-12
• Ages 13-14
• Ages 15-18

Individual events for girls are odd numbers. Individual events for boys are even numbers. Relay teams are mixed boys and girls.

WHAT ARE THE STROKES?

The four basic swim team strokes are backstroke, breaststroke, butterfly, and freestyle. Each stroke has specific criteria that must be met in order to be considered as proper technique. This can apply to take-off, turns, & finishes as well.

1. Freestyle: most commonly used is sometimes called the crawl, which is characterized by the alternate stroking of the arms over the surface of the water surface and an alternating (up-and-down) flutter kick.

1. Backstroke: alternating motion of the arms with a flut­ter kick while on the back. On turns, swimmers may rotate to the stomach and perform a flip turn and some part of the swimmer must touch the wall. The swimmer must finish on the back.

1. Breaststroke: requires simultaneous movements of the arms on the same horizontal plane. The hands are pressed out from in front of the breast in a heart shaped pattern and recovered under or on the surface of the water. The kick is a simultaneous somewhat circular motion similar to the action of a frog. On turns and at the finish, the swimmer must touch the wall with both hands simultaneously at, above or below the water surface.

1. Butterfly: simultaneous recovery of the arms over the water combined with an undulating dolphin kick. In the kick, the swimmer must keep both legs together and may not flutter, scissor or use the breaststroke kick. Both hands must touch the wall simultaneously on the turns and the finish.

WHAT ARE THE EVENTS? WHAT ARE IMs & RELAYS?

There are individual events and relay events. All RMAL regular season meets are run using the same order of events.

The individual events are organized around the swim strokes: freestyle, backstroke, butterfly, and breaststroke, plus IM. Individual medley, IM, means one swimmer swims each of the four strokes in sequence (fly, back, breast, free).

Meets alternate between two kinds of relay events.

Relay teams are a mix of boys and girls. (2 boys + 2 girls or 1 boy + 3 girls).

Freestyle relays (each of the 4 swimmers swims freestyle)

Medley relays (each of the 4 swimmers swims one of the four strokes): back, breast, fly, then free

Events for the 8 and under age groups are 25 yard/meter (one length of the pool).

For 9 and up, most individual events are 50 yard/meter (2 lengths), except 100 IM and 13-18 freestyle which alternates between 50 and 100 yard/meter each meet.

Meet Program

* 1st, 3rd, 5th meets have Freestyle relays

* 2nd, 4th, 6th meets have Medley relays

** 1st, 3rd, 5th meets have 50 Free (Age 13-14 and Age 15-18)

** 2nd, 4th, 6th meets have 100 Free (Age 13-14 and Age 15-18)

HOW IS IT DETERMINED WHAT EVENTS MY CHILD WILL SWIM?

The coaches will enter your child in the events they believe he/she is ready for. They do take input, but ultimately the decision rests with the coaches as they take into account the needs of the entire team. If you have input that you need to share with the coaches, please do so by the Friday before the meet.

There are limits on the number of events for each swimmer. For regular season meets, swimmers may swim a max of 3 individual events plus one relay. Keep in mind that not everyone will be able to swim on a relay team.

Coaches try to assess the readiness of swimmers to swim new strokes. They will not suggest that a swimmer enter breaststroke or butterfly until the swimmer demonstrates correct technique during practice. Younger swimmers, and other new swimmers, will likely start the season by swimming freestyle and backstroke events or freestyle only. Everyone will be included in the meets unless they are struggling to consistently swim independently.

Swimmers should check-in with the coach prior to leaving a meet in case they needed to be added to a relay. Relays are high scoring events, so it is vital to make sure swimmers are available.

HOW DO I FIND OUT WHAT EVENTS THEY WILL SWIM?

HOW DO I READ AN ENTRY REPORT OR HEAT SHEET?

The coaches often share the entry report a few days before the meet. This is when you should double check that your swimmer is listed and let the coaches know right away if you don’t see their name.

Reminder: If you have a change of plans after completing the opt out form, you should let the coach know no later than the Friday before the meet so that the entry list can be accurate! There are limitations to the changes that can be made to the meet program after the entries have been submitted and seeded.

Under each swimmer’s name it will show the event numbers and the names of the events they will be swimming this week. The initial report usually does not include any heat or lane info. Relay info may or may not be included on the initial entry report.

The night before or day of the meet you will get a heat sheet and/or an updated entry report (with heat and lane info added). Make a note of this information so that you know when your child will be swimming. (see above for details “What should we expect at a swim meet? ”). This info will also be posted on the wall at the swim meet.

Sample Section of Entry Report

Sample Section from Heat Sheet

WHY ARE EVENTS SOMETIMES YARDS AND SOMETIMES METERS?

During the season we will swim at both 25 yard pools and 25 meter pools. The event names on the heat sheet will indicate whether the times are in yards or meters.

Times might appear to “change” from what you might expect based on whether they are listed as swims in yards or meters. There is a formula used to convert the times between yards and meters. If you would like to convert a time yourself, there are online calculators available. You will be converting between Short Course Yards (SCY) and Short Course Meters (SCM).

Our home pool at the SRC is 25 yards and 8 lanes.

Information about the pools for the away meets can be found on the RMAL website.

WHAT IS A DQ?

DQ stands for "disqualification." Stroke and turn judges observe the swimmers to ensure that the starts, strokes, turns, and finishes are performed according to the rules. If a judge sees a violation of the rules, they will raise their arm and fill out a DQ slip. Coaches can use DQs as a learning aid to help the swimmer and the team improve. (For example, if swimmers are failing to perform a two-hand touch on a breaststroke finish, the coaches need to know that, and the DQ is how they know to work on that during practices.) A swimmer who DQs will not get an official time.

Please DO NOT be concerned about DQs; all swimmers DQ at some point! The coaches will try to avoid entering a child in an event he or she cannot swim, but there's no way around it: the first couple of times a child swims butterfly or breaststroke, there might be DQs.

Please do not approach or question a judge or a referee regarding a DQ. Direct any questions to your child's coach after the meet. Copies of the DQ slips are sometimes distributed for informational purposes, by filing them in the team ribbon boxes by last name, so that you can see the reason for any disqualification.

HOW ARE THE STROKES JUDGED AT MEETS?

Each meet has strokes and turns judges plus a meet referee to ensure fairness and legality of each swim heat. They watch the swimmers during their events and disqualify those who employ improper techniques. Disqualification means that the swimmer’s time will NOT count for that particular event and cannot be scored. Disqualifications are very common, especially with the younger swimmers, and should NOT be a source of embarrassment. This is a learning opportunity – praise is key!(See “What is a DQ?” above.)

Strokes & Turns Guidelines

Below are common infractions committed by swimmers:

Freestyle

• Pulling on the lane line to advance position
• Not touching the wall on a turn
• Walking/pushing off the bottom of the pool

Backstroke

• Not remaining on your back during the entire swim (including beginning, turn and finish)
• Gliding on the breast into the wall on a flip turn (turn should be continuous motion)

Breaststroke

• Kick not simultaneous (should be symmetric with feet turned out)
• Doing a butterfly/freestyle kick
• Touching the wall at a turn/finish with only one hand (should be simultaneous two hand touch)
• Non-simultaneous arm movement
• Stroke pulling past the hipline (exception: allowed during the 1st stroke after the start and each turn)

Butterfly

• Touching the wall at a turn/finish with only one hand (should be simultaneous two hand touch)
• Kick not simultaneous, feet alternating or not together
• Arm movement not simultaneous
• Arms are not coming out of the water (need to see elbows)

Relays

• Leaving before the swimmer before you has touched the wall
• Swimming the wrong stroke on a medley relay

HOW DO I FIND OUT MY SWIMMER’S TIMES?

Results are posted at the meet as soon as the times have been certified and recorded (typically taped to a wall near the exit). They will be shared with the team via email and will also be posted on the RMAL website within a couple of days after the meet

WHAT ABOUT RIBBONS & AWARDS?

At most meets, ribbons or a treat are awarded for each heat winner as the swimmers exit the water.

Award ribbons are given for places 1-8 within each swim silver, gold, & blue classification. These will be available to pick up from the team ribbon box a few days after each meet.

Swimmers are also always competing against themselves and trying to swim faster than their own “best times.” Our team recognizes swimmers who drop time in their event with personal best ribbons. These will be distributed in the team ribbon box.

At the end of the season, the team will have an awards banquet night to celebrate our swimmers.

DID WE WIN?

The team earns points for Woodlake swimmers or relay teams that place 1st - 6th in their event/classification. The 6 and under events do not count in the scoring.

Overall team standings for the season are available on the RMAL website.

WHAT IS CHAMPS?

At the end of the summer season, there is a championship meet called Champs. This meet is open to all swimmers who earn a qualifying time during the summer season. It is a great accomplishment for a swimmer to make Champs! You should plan on attending even if a swimmer is only qualified in a single event. All of the teams in the RMAL league will be competing against each other at the SwimRVA pool.

This is an all day event. Typically, 12 and under swimmers attend the morning session starting around 7-8am, and 13 and older swimmers attend the afternoon session starting around 12-1pm.

Parents of swimmers who qualify for and swim in the Champs meet will have additional volunteer commitments at the Champs meet. These volunteer slots are given to us by the Champs committee and it is our responsibility to fill them. We will communicate them to the team after we have the assignments from RMAL.

WHAT DOES BLUE, GOLD, QUAL OR SILV MEAN?

These labels on heat sheets and results indicate the highest time standard achieved in an event by the swimmer. If there is a plus sign next to the label that means it is a newly achieved time standard. For example, QUAL+ on the results would indicate a swimmer has just qualified to compete at Champs in that event! A Champs qualified swimmer (QUAL) continues to compete in the Silver division until they reach the next time standard goal.

Competitive Classifications

For each event, swimmers are placed in one of three classifications (Silver, Gold and Blue) based on their fastest established time in that event. Reaching a time standard in one event does not affect classification in different events. A swimmer competes in the Silver division until they equal or surpass the Gold qualifying time for that event in a competitive meet. At the next meet(s) the swimmer would compete in the Gold division until they achieve the Blue time standard. Blue is the highest classification in the RMAL (Richmond Metro Aquatic League) system. Once a swimmer attains a Gold or Blue time in an event, they must continue to compete in that event as a Gold or Blue swimmer in their age group. These Gold and Blue classifications are most often achieved by swimmers who participate in year round competitive swimming programs, in addition to summer swim team.

Time standards are revised each year (or so) and are available on the RMAL website as both yard and meter times. Swimmers compete against other swimmers of their same gender, age group, and competitive classification. Each classification within an event is separately awarded ribbons and points.

WHAT DOES ALL THIS SWIM TERMINOLOGY MEAN?

Block – The starting platform

Clerk of Course – A designated area at the meet where swimmers gather before an event. Volunteers line up the swimmers in the right event, heat, and lane. Remember to figure out where the Clerk of Course is when you arrive, so you can send your kids there when their events are called. At home meets, this area is behind the blocks and swimmers should enter from the side near the large dry erase board.

Dryland – Training done out of the water that aids and enhances swimming performance; usually includes stretching, calisthenics

Dual Meet – A meet with only two teams competing

Entry report – A list showing events for each swimmer, organized by swimmer name.

May or may not include the heat/lane info.

False Start – Occurs when a swimmer is moving before the start is sounded. The buzzer will sound repeatedly to indicate a false start. Any swimmers already in the water should stop swimming and return to the blocks.

Heat – Each event is divided into heats. Since pools have a limited number of lanes (usually 6 or 8) all the swimmers in an event cannot swim at the same time, so they are split up into smaller groups called heats. Swimmers are sorted into heats based on their fastest time. In RMAL, the swimmers with faster times will be in the first heat and the swimmers with NT/no time will be in the last heat(s).

Heat sheet – A full list of all the events, heats, lanes and swimmers for the swim meet.

Lane – Each swimmer will have their own lane.

Meet – Competition designed to be a learning experience; swimmers race against the clock to determine improvement; series of events held in one program organized by stroke and distance.

NS – No Swim (or no show), indicates that the swimmer did not compete in the event

NT – No Time; entering ‘No Time’ on an entry form indicates the swimmer has never swam the event or distance previously, or has no current (within one year) or sanctioned time.

Opt Out Form – This form should be filled out at the beginning of the season to let the coaches know which meets each swimmer plans to attend.

Pre-seeding – Swimmers are sorted into heats and lanes based on times before the meet starts. ALL meets will be pre-seeded.

RMAL – Richmond Metro Aquatic League, www.swimrmal.org

Seed time – The time listed for a swimmer on the entry/heat sheet indicates their previous fastest time for an event. This is used to sort the swimmers into their heat.

Strokes & Turns Judges – Deck officials who observe the swimmers from both sides of the pool and report infractions of the technical rules of swimming to the referee & coaches.