Service Hour Information

SJAC Volunteering

BCY/SJAC sponsered events thrive on the support of our families. Families working together and sharing responsibilities needed to run team events ensure a more rewarding and successful swimming experience for our children and their families. We have many activities that could not run without your help. With this in mind we have set up a service requirement for all families. Each family must accumulate 18 service hours during the swim year (Sept to May).

Hours Requirement

All Families will be subject to an Hours Requirement Fee (HRF) of $20 per hour or no greater than $360 per year.
Families who have completed their yearly service obligation will not be assessed the HRF.
Those families who have completed less than the minimum service hourse required will be billed $20 for each hour less than 18.
Hours accumulated above the minimum requirement will not carry over into the following year.
Families who leave or join the team mid-season will have a prorated service hour requirement.
Report your volunteer service hours as explained below. Hours must be verified and reported through coaches and/or parents advisory board members. Families should not e-mail individual hours directly to the volunteer coordinators.

Volunteering at Meets

Meets where SJAC volunteers are required: Volunteer coordinator Mary Lou Bears-Groff will contact all parents via email as well as post a notice on the SJAC website regarding requirements. At these meets, sign in with the SJAC volunteer coordinator on arrival
Meets where there is no request for SJAC: Check in with the volunteer coordinator for the host team upon arrival at the meet. If you volunteer to time at these meets, you will need to let your group's coach know how many hours you time. The coach will notify the volunteer coordinators.
At any meet: If you need to leave early, make sure you have arranged a replacement ahead of time.
Officiating at meets: Contact Tim Richter at cupwinner@aol.com. Tim will be coordinating officials and reporting all volunteer officiating hours to the Volunteer Coordinators.

Email Mary Lou Bears-Groff @ marylou214@verizon.net if you wish to time at an upcoming meet.

Email Mary Lou Bears-Groff if you are a coach reporting volunteer hours from a meet.

Volunteering on Parent Committees (Parent Advisory Board)/Team Activities

If you are on a parent advisory board committee, report your hours spent on committee activities to your committee chairperson. They will send the information to the volunteer coordinators.
If you are helping with an activitiy specific to your child's swim group (that is not covered by an existing parent committee), report your hours to the Membery At Large.

Email Rebecca Werth @ rgwerth@comcast.net if you are either a Chairperson or Member At Large reporting hours for your volunteers. Email after any significant activity.

Advisory and Billing Statements

Advisory statements (not a bill) with status of volunteer hours will be sent in early January and early March to each family. It will be your responsibility to make sure that you have been given credit for the correct hours. Any requests for adjustments must be made within 2 weeks of receiving an advisory statement.
January advisory statements will include hours received up to Dec 19th, 2012.
March advisory statements will include hours received up to Feb 27th, 2012.
A final statement and bill will be sent May 1st. This will show the total amount of hours and the Hours Requirement Fee (HRF) owing (if any). All hours for the year must be volunteered AND reported by May 31st of the current swim season to be eligible for the current swim season.
Families withdrawing their swimmer from the team will receive a final statement on withdrawing.

Email Mary Lou Bears-Groff @ marylou214@verizon.net if you have a question about your families' total volunteer hours to date.