Substitute Policy and FAQs

What do I do if I can’t fulfill my job assignment?

You can make arrangements with another Meadow swim team family to switch assignments or you can hire a replacement by visiting the Meadow Team Unify website to find list of potential substitutes to cover eligible obligations.

You may also use your own substitute as long as they meet the substitute criterion and are capable of performing the duty in question. OMPA requires that all substitutes to be at least a rising High School Sophomore (16 years old).

Once you have made arrangements for a substitute, it is important that YOU contact the Meet Directors and Registrar to let them know the name and age of the person who will be filling your work obligation. Please remember that even though you make arrangements to have someone work for you, the responsibility for that shift is yours. If your replacement is late, performs poorly, or doesn’t show, you will be fined.

A meet job generally involves a 4-5 hour time commitment.  Meet Job holders must show up and check-in with the Meet Director at least 30 minutes before the scheduled meet start.  Check the Meadow website for meet start times.  (Dual meets typically start at 5:30pm on Wed/Tues or 9:00 am on Saturdays.) Reminder emails/texts will be sent prior to the meet or event to confirm arrival times, and to communicate any more details about the job as needed.

 

I signed up for a job at the start of season that I can no longer do. Can I cancel this work assignment?

No, you cannot cancel this specific work assignment. Our meets and activities rely on every member fulfilling the obligations they signed up for. You have a few options:

  1. Find a substitute. Please refer to the approved substitute list, or you may find one of your own. Please remember to comply with the notes from the previous question.
  2. Swap a job with another volunteer. If you are able to do this, please notify the Swimchairs ([email protected]) of this switch so they can keep track of the work credits.  You should inform the Swimchairs ideally 5 days prior to the meet/activity of your inability to work this assignment. 

 

Is there a roster of swim team families where I can look for a substitute?

All Meadow families and potential substitute contact information is available on the website after you log in using your user ID and password.  

 

Important Terms and Conditions

Both the family and the hired sub must understand and agree to the following conditions and expectations:

  • Minimum Age for Substitute
    • Rising High School Sophomore
  • Communication
    • Communicate to the Meet Director, Registrar, and/or Swimchairs the following details of the substitution
      • Your Name
      • Name & Contact Info of Substitute
      • Job Assignment 
    • Meet Directors:
      • Home Meet Director: See Swim Committee
      • Away Meet Director: Volunteer Parent listed on the jobs list.

$20 per hour or other agreed upon amount by sub and hiring family

 

Consequences

The below fees are incurred by the swim family, even if it is the hired substitute that is at fault.

  • LATE fee: $50 if after start of meet
  • NO SHOW fee: $300
    • The substitute will be removed from the list after 2 no shows. 

If the hired substitute demonstrates poor performance/engagement on the job, he/she will be removed from the sub list.

Protocol for replacing or assigning a person to cover Timer position during meets:

  • Reasons for alternate placements:
    • No show/late
    • Uncompleted Shift
    • Poor Shift Performance or Poor Attitude
    • Emergency (fees or fines may be waived)
  • Positions that can server as replacements for timers
    • Runner
    • Floater positions
    • Away jobs can pull from the desk positions