INTRODUCTION

Welcome to the Willow Fork Gators! If this is your first experience with a summer swim team, we hope this handbook answers your questions and provides the information you’ll need to enjoy being a Gator. This document provides an overview of the Willow Fork Gator Swim Team so that everyone has an understanding of how the team is run.

The Willow Fork Swim Team Board hires the coaches, sets the registration fees, maintains equipment, activities, and volunteers. They devise and execute various types of recognition; keep track of swimming times and records. The Board also facilitates communication between the Willow Fork Country Club, coaches, swimmers and parents.

Our team is completely independent of the Willow Fork Country Club. Because of this, Willow Fork Country Club does not benefit directly from the Willow Fork Swim Team. For most teams, the registration fees go to the community or association.

Willow Fork Country Club does not receive any part of our registration fees. However, since this is a private club an additional fee from those swimmers who are not members of Willow Fork Country Club is required at registration time. Willow Fork Country Club is very receptive of our team effort and enables our use of the pool, grounds and facilities within the pool area of Willow Fork Country Club.

The Willow Fork Swim Team is one of 30 summer swim teams in the West Houston Aquatics League (WHALe). The WHALe league divides up these 30 teams into five divisions based on team size. Willow Fork Swim Team currently competes in Division II. This means that we swim against the largest teams in the league.

WHALe organizes the summer swimming program designed to enhance the popularity of swimming and provide competition between communities in the West Houston area.

Swimming is a healthy, competitive sport. Developing quality swimmers is only one of our goals for this program. We also strive to instill team pride, sportsmanship, and respect for others. The goal of summer swim teams is to maximize participation by all children and provide an environment where children of all talents can have fun and feel like they have contributed to the team's success. Unless a child truly cannot swim safely and needs to take additional swim lessons, everyone is invited to participate. You don’t have to be fast to be on the team, you just have to want to come out and have fun.

When a child joins a swim team, so do the parents. THIS SPORT REQUIRES PARENTS TO BE PARTICIPANTS, NOT JUST SPECTATORS. It takes so many people to run a swim meet that there is literally a job for everyone. Training for some jobs takes only a few minutes; others require attendance at clinics. None are as scary or difficult as you might think. Please make sure that one member of your family works at least 3 jobs during the swim season. In total, approximately 60 volunteers are required to run each swim meet. Additional volunteers allow everyone to take breaks during the meet.

There is a strong emphasis on providing constant positive feedback to all children participating. So for example, all swimmers get “participation” ribbons at a swim meet so they feel like they have contributed to the team’s success even if they did not score any points for the team. Children usually go home feeling like they won a gold medal! Thus the key objectives are:

Gaining a positive self image

Feeling a Sense of Community Spirit

Learning Self Discipline

Enhancing Physical Health

Swimming is a wonderful sport because it is one of those life-long sports enjoyable throughout the years. It provides a total body workout without the muscular and joint stress associated with many other sports activities. Swimming provides proportional muscular development, aids in natural flexibility, increases coordination, and is the most injury-free of all children’s sports. Additionally, swimming programs are a total team effort. Everyone on the team gets to participate at every swim meet. Thus, the concepts of team spirit and cooperation are amplified.

The Willow Fork Swim Team strives to make the swim season safe, productive, and fun. To accomplish these objectives, our coaches use the first three weeks of practice to get back into swimming condition and for the young swimmers, time to work up to the ability to swim at least one length of the pool without grabbing onto the lane ropes. Keep in mind that the purpose of the team is NOT to provide swim lessons to those children who cannot safely swim across the pool under their own power. However, if you signed up a swimmer that is close to doing this and felt he/she could master it during the month of May, and you were wrong, then the coach may ask that your child swim in the half-lappers division. Five minutes prior to the start of the swim meet all half-lappers will have the chance to swim. Since safety is our number one concern, all half-lappers will be assisted by a coach in the water and in their lane with them at all times during their swim. Upon completion, they will get to choose a ribbon of their choice.

Additionally, Willow Fork Swim Team is one of the few teams in WHALe that offers a non-competitive swim division.  This is for younger, less experienced swimmers who do need to learn how to swim.  Non-competitive swimmers do not participate in swim meets and there are no parental volunteer requirements for non-competitive swimmers.  

EQUIPMENT

GATOR TEAM SUITS

Team suits are not mandatory, but HIGHLY recommended. At a typical swim meet, out of approximately 300 swimmers, only 2 or 3 will not wear a team swimsuit. We really encourage the team members to look alike. To save wear and tear on your suit, swimmers should consider using a different suit for practices. The team suits are new every other season (on odd numbered years). The suits will be on sale during the mandatory parent meeting.  Our authorized distributor for our team suits is Q. 

GATOR GEAR

What’s the latest fashion statement for the summer? Gator gear, of course! Each year we will have a variety of fun items to buy to support the team, including team shirts. When you register for the swim team, we will ask you for your size. Moms and dads can order too!

Racing goggles are not required but go a long way toward protecting eyes from pool chemicals. Our coach also recommends the use of team caps, especially for the girls. Swim caps can be obtained through our swim team.  This year we will continue to have Gator Gear on sale at registration and on our website at the start of the season.

LOCATION

All practices will be held at the Willow Fork Country Club Pool. The address is 21055 Westheimer Parkway, located between Mason and Fry Road. On the first day of practice, swimmers should report to the pool deck to meet the coaches. Swimmers will be assigned a practice lane, then meet the other swimmers. Swimmers will be placed in lanes by age and ability level. Workouts will be designed to improve technique, speed and aerobic endurance. Please note that swimmers will not be allowed in the water until all paperwork and fees have been received.

SCOPE

Swim practices are organized by age groups. The age of each child on May 1st of each swim season determines the age group in which he/she will swim throughout the season. Each child must practice in the age group in which they will be competing.

PRACTICE SCHEDULE

Summer swim practice begins in late April and continues through the end of the swim season, toward the end of June/beginning of July.  Specific practice times can be found on our website.

MEET OF CHAMPIONS

Our Coach selects the swimmers at the end of the season of who will swim in this meet to represent Willow Fork Swim Team. If you are selected WORKOUTS WILL CONTINUE FOR THESE SWIMMERS UP UNTIL THE MEET OF CHAMPS – SAME TIME, SAME PLACE.

LEAVING PRACTICE

Willow Fork Country Club deserves respect for allowing us to use their facilities. Please be considerate and check your area before leaving the pool. Chairs, lounges, tables, etc. must be returned to the way they were found. Remove all personal belongings and trash. During morning practices, all swimmers and families that are non-members must leave promptly at 10:45 AM, when practice commences, so the Willow Fork Country Club members may enjoy their club.

PARKING

During swim practice, parking is available in the lot outside the pool area. Please be considerate of other swim team members and park in just one spot because spaces are limited.  When we are hosting swim meets at Willow Fork Country Club, we are not able to park in the parking lot.  This is to ensure all country club members have a parking spot when they arrive to enjoy their club.  Instead, we will guide all swimmers to park across the street at McMeans Junior High School.  

SUPERVISION

Only registered swimmers are allowed into the main pool during swim team practice. No swimmers will be allowed in the water at times other than their assigned practice time.  NO SWIMMERS ARE ALLOWED IN THE BABY POOL during any practice times. Parents should attend practices to watch their children; however, parents must remain out of the way of the coaches at all times. This affords the coaches the maximum amount of time with the swimmers. If you need to talk to a coach, please contact them via email through the website. PLEASE do not disturb them during practice for anything other than an emergency!

Our coaches are responsible for coaching. They cannot babysit or chase swimmers who wander and goof around. We strongly encourage you to remain at practice or place another adult in charge of watching your child if he/she is 10 years or younger.

CANCELLED PRACTICE

Many times, practice will start and then have to be cancelled for a variety of reasons, including thunder, lightning, or water contamination. If the weather is questionable, please check our website (www.willowforkgators.swimtopia.com). The website will provide the information you need. We will try to make the decision as early as possible to let everyone know of cancellations.

If it is raining, without thunder or lightning, practice will be held. Swimmers who attend practice without an adult should know what to do if practice is suddenly called off. Please discuss this possibility with your swimmer and devise a plan. A Gator Coach or board member will stay with any swimmer who is unable to get a ride. It is the swimmer’s responsibility, however, to approach the coach or board member for assistance. A swimmer who is not capable of calling the appropriate person or able to seek assistance, should not be left at practice without an adult.

MISSING PRACTICE

It is not necessary to notify coaches if you will miss practice during the first few weeks of afternoon practice. We understand that other sports and end of the year activities will overlap. However, once the season begins, we ask that all swimmers show responsibility and respect when it comes to participating in morning practices. We understand that conflicts will come up and they will be excused with prior notice. The coach, however, has the right to give preference to the dedicated swimmers regardless of time trial results.

We ask that you be considerate of this rule. However, if you know at the beginning of the swim season that your child will be out because of basketball camp, soccer camp, scout camp, a previously paid vacation, etc., please let the coach know, in writing via email, at the start of the season. This is imperative so that your swimmer will not be penalized.

Furthermore, if a swimmer signs up for the team, but then chooses not to participate on the team, please notify the coaches and board president as soon as possible.

SWIM SEASON

Our swim season includes four dual meets, one Meet of Champs meet, and one All-Star Meet. The dual meets are open to everyone on the team. The Meet of Champions is a swim meet for swimmers who are selected by the coach toward the end of the season.  The All-Star meet is for swimmers who win their race(s) at eh Meet of Champions.  

TIME TRIALS

Time Trials are very important for all swimmers. An official start will be used and there will be two timers in each lane. The swimmer's time will be recorded. We will take the average of the two times and that becomes the “official” time. This is the method in which the coaches can place all swimmers, according to speed, into the proper heat for the swim meets. All 6 & unders will only be required to swim the 25 yard freestyle and backstroke. All the other age groups will swim the freestyle as well as the backstroke, butterfly and breaststroke, to get a recorded time in each event. No additional practice is held after the time trials because the time trials take up the whole amount of the designated time slots for each age group. Time trial results will be available on the internet (www.willowforkgators.swimtopia.com). Our coach asks that all swimmers swim the time trials in the age group that they are competing in. If this is not possible, you must obtain permission from the coach. Please ask in writing.

SWIM MEETS

Competitive swim meets are held for the enjoyment of the children. The meets help to teach the children good sportsmanship and discipline while helping to develop their competitiveness. These characteristics combined together result in TEAM SPIRIT; working together for a common goal. Parental support through active participation in Willow Fork Gator meets and events helps to reinforce those life skills that the children are learning.

ATTENDANCE

We ask that all swimmers participate in every meet. We will have a check-in table at the entrance gate for all swimmers to check off their name as they arrive for the meet. A Check-In Clerk will be on hand to assist the swimmers. We ask all swimmers to arrive one hour prior to the start of the meet. If your swimmer arrives past this point, he/she may be pulled from the relay events as well as the butterfly and breaststroke events. Other swimmers present will be put in their place. However, your late swimmer may still swim in the freestyle and backstroke events. If you will be late or for some last minute emergency cannot make the swim meet, please notify the coach immediately. He needs to hear from you no later than 4:00PM via email. If we do not hear from you and your swimmer doesn’t show up for a particular meet, he may be penalized and not be allowed to swim in the following meet. Our team stresses responsibility and respect and we will stand by this rule. If you are aware that you will have a conflict making a particular swim meet due to a pre-planned commitment, please state this in writing for the coach at the start of the season so your swimmer will not be penalized.

MEET DETAILS

Prior to each meet, our web site will provide details of warm-up and start times, directions, etc. Each swimmer’s events will be determined by the coaches before each meet.  The coaches will make the decisions as to who will swim in what events. Relays are a team event. Remember to check for both the medley and freestyle relays. Six & unders will only participate in the freestyle relays. The relay teams will be determined by the coaching staff by using a combination of swimmers that best meets the needs of the team. As swimmers improve their times, the relay teams may change. The coaches determine relays and individual events and parents must realize that there may be factors other than times alone which determine which swimmers are in various events. We ask for the parents’ support in this effort. If you have any questions, please discuss with the coaches at any time other than at practice.

EVENT SCHEDULE

A 30-minute warm-up for each team will precede the meet, with the host team swimming first. Meets start at 6:00 PM and finish around 11:00 PM. The event schedule includes the following:

WHAT TO BRING

Getting ready for a swim meet is important. The team provides shade tents for the swimmers.  We recommend cards, computer games, and coloring books to help kids pass the time. Please label all belongings. The checklist below might help you pack:

Swim Suit

Swim Cap

Goggles (an extra pair just in case)

Towel

Sunblock

Cards, games, coloring books, etc.

Lawn Chairs

Money for Concessions

WHAT NOT TO BRING

Outside food and drinks. The club provides wonderful food to purchase.

WHAT TO EXPECT

Plan to arrive one and a half hours before the meet for warm-ups. This way you can park, sign-in, get to your designated area, set up and organize your belongings and report to the coaches when the announcer calls for warm-ups. Shortly after teams have warmed up, the meet should begin. When you hear your event called over the loudspeaker, report to a Ready Bench Volunteer. This is the person who gets the swimmers in order for their event. Younger swimmers must be supervised at all times by Ready Bench Volunteers.

It is important to allow your child to remain at the Ready Bench. Parent volunteers can do their job best if they don’t have to contend with extra moms and dads! If you have never attended a swim meet before, here are a few things you can expect.

Mud, towels and kids everywhere!

Hot and muggy evenings

Extremely limited viewing space (except for deck volunteers)

Boredom between your kid’s events if you do not volunteer for a shift (or two) of timing, recording, ready bench, etc.

New friends and a great time if you get involved with the team!

HEAT SHEETS

Heat sheets are one of the most vital items to a swim meet. It lists the event number as well as the number of heats in each event. Each swimmer is listed in the event in which he/she is swimming. The swimmers also have received a designated lane in which they are to swim. Unfortunately there are always last minute changes due to a swimmers inability to make a swim meet because of an emergency or illness. So we cannot have a final copy of a heat sheet available until the evening of the swim meet. We strongly encourage everyone to have one. They serve as meet guidelines and later on as a memento.

WHAT IS MY TIME?

Swimmers can look onto the website for their time. Simply log-in to our website and select MY ACCOUNT.  There, you will be able to select your swimmer(s) and see their time(s) from the meet.  All event results are computerized and retained for each swimmer all season. Parents, please keep in mind that the times your swimmers receive are as accurate as possible using a hand held timer. Keep this in mind if you feel your swimmer was faster, or slower, than the time he was received. Remember, good sportsmanship and respect for others is our team goal.

MEET OF CHAMPIONS/ ALL STARS MEET

The Meet of Champions (MOC) is very exciting because it is the season finale. All teams in our division will select their fastest swimmers to compete in one large swim meet.  Unfortunately, the coach has to limit the amount of participants. The swimmers will be picked during the second half of the season and will be notified, after the last regular season meet.

The rules of this swim meet are the same as in dual meets. So you can expect hundreds of swimmers and their families at one pool for this Meet of Champs. Don’t let this discourage you. Making the Meet of Champs is a lifetime experience. The top swimmers from the Meet of Champions then go on to the All-Stars Meet.

WHO’s WHO – PLEASE SEE THE ORGANIZATION’S BY-LAWS FOR ADDITIONAL INFORMATION

READY BENCH

The ready bench chairperson is responsible for contacting parent volunteers to serve in the ready bench area for each swim meet. Each age group has a designated ready bench volunteer. The ready bench volunteer for each particular age group organizes the seating (assists the swimmers in lining them up into the proper heats and lanes) of the swimmers and gets them to the ready bench area on time for their event. The chairman supplies heat sheets to all the ready bench volunteers before the start of the meet so they will have the seating information available to them.

JUDGES

The judges chairperson is responsible for providing a trained stroke judge, one trained touch/turn judge, a meet director, a scorekeeper, a starter and an announcer for each swim meet. This is needed for the safety and supervision of the swim meets.

STROKE JUDGE – This volunteer observes the swimmers within each heat of the meet to ensure that their strokes are legal according to WHALe swimming rules. If they see an infraction they immediately raise their hand and report to the Meet Director for the swimmer in question. Leniency in cases of “no harm” fouls or fouls among the ten and under age groups is encouraged. There are no disqualifications in the 6 and under and the 7 – 8 age groups, unless, in the opinion of the Stroke Judge or Meet Director, the swimmer has had an unfair advantage in swimming the wrong stroke.

TOUCH/TURN JUDGE – This volunteer shall be responsible for watching the stroke as they enter the turn; the turn itself, and as they exit the turn for the swimmers in their lane. They are also responsible for observing the finish touches and watch for false starts on the relay takeoffs. If they see any infraction they immediately raise their hand and report to the Meet Director for the swimmer in question.

MEET DIRECTOR – This person is in complete charge of the swim meet at their designated home meet. They will solve all disputes and have the final word in such disputes. They present a written report to the President on each disqualification.

SCOREKEEPER – This individual is responsible for accurate scoring on WHALe approved score sheets. They can award individual awards and they transport all the scores to both coaches at the end of the meet. There is only one official scorer for each team.

STARTER – The starter signals the start of the heat using a starter mechanism.

ANNOUNCER – The announcer calls out the upcoming events to alert the children for their event. He/she also makes general announcements.

EVENT CARD CLERK – The event card clerk will be responsible for turning the event cards during the swim meet so that the ongoing events will be visible for all swimmers, parents and spectators. This person will work closely with the Announcer.

RIBBONS

These volunteers are responsible for affixing the ribbon sticker to the appropriate ribbon for each swimmer's events. Ribbons are then sorted and made available to the swimmers at the practice following the meet.

TIMERS

The timer's chairperson is responsible for providing timers, writers, runners, and time check clerks at each meet and at all time trials. The timers conduct a timing clinic to teach the volunteers on how to operate, read and record a time from a stopwatch. They must make sure that all watches are working properly at all times during usage. At the end of the season this chairperson provides the League Representative with a list of suggested timer’s for the Meet of Champions.

RECORDS

This chairperson is responsible for compiling and posting pool records. They are responsible for giving the swimmers’ time from the time trials and swim meets to the coach so the coach can properly seed the swimmers at the meets and select the swimmers for the Meet of Champions. They also aid in compiling the end of the year awards.

EQUIPMENT

The equipment chairperson(s) will be responsible for the inventory, purchase (as directed and approved by the board) and maintenance of all equipment necessary for the operation of the swim team. They are also responsible for getting volunteers to help with the set up for the pool area for home swim meets and they arrange for a representative at the Meet of Champions.

SOCIAL

The hospitality chairperson plans and provides refreshments for parent meetings, home meets and coordinates do-nut Fridays. This chairperson also makes arrangements with the photographer for a group swim team picture, individual pictures and button pictures.

LEAGUE REPRESENTATIVE

The league representative chairperson attends or provides a representative at all WHALe meetings and reports back to the board. They provide the league with the eligibility list and score totals from the swim meets throughout the season. They also coordinate the swim team’s responsibilities for the Meet of Champions as stated by the league.

REGISTRATION

The registration chairperson organizes the Willow Fork Swim Team registration. They are also responsible for turning in all registration money to the Treasurer and they prepare a roster for the coaching staff.

AWARDS

The awards chairperson organizes all trophies, awards and certificates for the

swimmers. Many of these are distributed at the end of the year awards night ceremony.

SWIM MEET AWARDS

Participation Ribbon – These are handed out to all swimmers at each meet:

Gator of the Week – Awarded to recognize attitude, effort, attendance, etc.

The coaching staff makes selection. This certificate will be awarded at the practice following the swim meet.

Participation – a trophy awarded to each swimmer for their participation.

TEAM PHOTOS

The entire Gator swim team will be photographed at the beginning of the season. On picture day, please be on time, and wear your team suit. Please do not get wet until after your individual and team photo have been taken.

TEAM PARTY

To cap off the summer swimming season, the Gators will host a family party and awards celebration. (Everyone gets a participation trophy and certificate). Then we head out to the pool for an evening of swimming, pizza, drinks, relays, games and prizes. You don’t want to miss this special evening. Details will be provided as the season progresses. If you do miss the awards night, please contact the awards chairperson to arrange a mutually convenient time to pick up your swimmer’s award(s).

CLINICS

CLINICS FOR SWIMMERS

Our coach will be holding clinics throughout the summer season. Details will be provided.

CLINICS FOR OFFICIALS

An instruction clinic, given by the WHALe League, is mandatory for anyone wishing to be a Meet Official. Meet officials include: Meet Directors, Stroke Judges, Touch/Turn Judges, Starters, and Coaches.

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