WHAT IS A “PARENT CAPTAIN”? 

Parent Captains are the official liaisons between coaches and families. As a Parent Captain, you may be asked to help plan group events and social outings, organize snacks, or simply share information with other parents as the need arises.  There will be two Parent Captains per group to help share the work.  As a Parent Captain, you should have:

  • A desire to be involved
  • Great organizational and communication skills
  • The time, energy, and enthusiasm for helping out in a hands-on way. 

 

WHAT WOULD MY RESPONSIBILITIES BE?

  • Plan & organize group events - In addition to team wide celebrations, training groups sometimes host their own events. As a Parent Captain, you’ll host or organize small get togethers like pizza and movie nights, ice cream outings, or activities at meets outside of the competition time frame.
  • Help celebrate and recognize the swimmers in the group  -We want to recognize and celebrate milestones and achievements.  We can celebrate birthdays with treats, first time qualifiers with a shout out, and when members of the group go to championship meets, we want to give them a nice sendoff and a goodie bag to enjoy as well.
  • Recruit other parent volunteers - You don’t have to go it alone! Finding a Co-Captains to support you or delegating specific tasks to other parents in the group can make things easier. One parent can be in charge of organizing events, another in charge of parent communication, another on birthday dury and another on snacks.  Other parents may have specific skills they’re willing to  share, so be ready to rally the troops!
  • Connect with the group coach(es)  - The group coach will want to know what social events are happening (they might want to attend!) and stay in touch with communication (is the same question being asked a lot?  We can be clearer in our message).  Help the coaches be successful for your kids.
  • Fundraising/Event support - Each fundraiser/event will have a team lead, but they will need to communicate with you on how your group is doing what challenges they might be having in getting information, getting organized, and help guide the process with your support.     
  • Organize Thank Yous & Gifts - When it comes time to organize an end of season gift for your group coach, help gather ideas, collect funds, purchase the gift, and present it to your group coach. Remember that all fundraising asks for the group should always embrace a  “give what you can,” sliding-scale philosophy, so families can contribute meaningfully (whether through volunteering,  baking something healthy to share, or the like), even if they can’t contribute financially.  
  • Act as a resource for new families - When new swimmers join the team, Parent Captains should reach out to them to answer any questions (or guide them to answers) and make them  feel welcome on the team.  

GETTING STARTED 

The coaches will set up a time to meet with you at the beginning of the season so you can learn about the group and your coach’s preferences and expectations. You will be given a group roster with contact information at that time.  From there, reach out to your group with a welcome letter and let them know who you are and find out who is interested in helping from time to time.  You may already have ideas about some social outings, community service activities or celebrations you want to have, brainstorm!

When organizing get togethers, remember to cover all your bases:

  • Is there something offered each month that might be fun?  Map out dates around swim meets.
  • How many kids are in the group?  Will parents be staying or dropping their kids off?  Is there room for everyone?  
  • Are there food considerations to keep in mind?  At swim meets, keep it healthy, at Juniper keep it clean, at a public venue, keep it organized, and a private residence, keep it simple. 

When you reach out to your group: 

  • Send a welcome email/letter to families introducing yourself, your role, and what parents can expect from you,  including your contact information. (CC your group coach)
  • Ask parents if they have special interests or talents they would like to share with the group.

When planning:

  • Build a calendar of class events along with volunteer needs for each. 
  • Make sure all families receive all communications (is everyone on Band?  Do people open their emails?  Do you need to send the kids home from practice with a paper of information?)

TIPS FOR BEING A GOOD PARENT CAPTAIN

  • Get support early - Ask parents to sign up to help at the beginning of the school year for activities throughout the year. Offer options so working  parents or those with young children can pitch in from home (sending snacks or treats, preparing and purchasing supplies). 
  • Budget - If there’s a teacher’s birthday, holiday gift, or party supplies needed, create a budget and alert parents at the beginning of the year what’s coming down the road, so they can budget and plan for those, too. Be clear what’s optional (teacher gift money) and what’s mandatory (field trip fees). 
  • Delegate - Don’t try to do it all yourself. Be specific about what jobs need doing and when, and invite other parents to participate in organizing parties and activities. Identify your most active volunteers and call on them when you’re short — and show your  appreciation! They’ll keep coming. 

QUESTIONS TO ASK YOURSELF BEFORE SIGNING ON 

  • Do I have the time to do this job well?  Before making any volunteer commitment, make honest assessments as to whether you have the time and personality to be a good Parent Captain.  Factor in other commitments for the various activities your family is involved with so you can be involved consistently throughout the season.
  • Am I aligned and loyal to the coaching staff?  A Parent Captain is an ambassador for the program and the coaching staff, are you aligned with the program’s values and prepared to help solve problems from the inside when issues exist?  Coaches will consider you a teammate, so your words and actions need to reflect the coach’s values.  You are becoming a cheerleader for the group and its coach, you need to genuinely connect with the coach and what they are trying to do for the kids.
  • Is there another way I can help?   Not ready to take on the responsibility of a Parent Captain, but still want to help? You’re in luck! We will have lots of ways to pitch in throughout the year, count on being available during swim meets to volunteer for specific shifts, and make yourself available to your group Parent Captain for one off type of contributions.  The more help the better! 

  

Don’t use your role as a Parent Captain to ask families or coaches for special favors or to hold unplanned parent/teacher conferences.  This is considered “poor form” as you are signing up to be in service to the families and the team and not to gain favor, popularity, or access.