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WELCOME TO THE
NORTHERN COLORADO ORCAS SYNCHRONIZED SWIM TEAM! We are very pleased that you have chosen to join the Northern Colorado Orcas Synchronized Swim Team! This handbook has been prepared as a reference guide for our members on synchronized swimming in general and on important policies and expectations for parents and swimmers. Parents and swimmers are expected to know and understand these policies and expectations. The purpose of the policies included here is to set forth the terms, conditions and guidelines governing the responsibilities of each parent member and NC Synchro swimmer in connection with membership on our team. These policies may be amended and supplemented from time to time at the discretion of the Board of Directors. Please feel free to speak to the Team Manager or to the members of the Board of Directors if you have any questions or concerns. We want your association with the Orcas to be a fun and rewarding experience! [This Handbook was originally compiled in August 2013. Revisions were made and approved in October 2014 Any subsequent revisions must be approved by the Orcas Board of Directors before inclusion in this book.]
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Table of Contents 1.0 GENERAL INFORMATION 1.1 What is Synchronized Swimming? 1.2 NC Synchro Synchronized Swimming Team Overview 1.3 Statement of Purpose and Mission 1.4 Membership 1.5 Board of Directors 1.6 General Equipment Needed 1.7 NC Synchro Team Gear 1.8 Competition 1.8.1 Competition Basics 1.8.2 Preparation for Competitions 1.8.3 What to Expect the Day of the Meet 1.8.4 Checklist of Items to Bring to Meets 2.0 CODES OF CONDUCT 2.1 Swimmer Code of Conduct 2.2 Parent Code of Conduct 2.3 Code of Conduct and Policy Violations 3.0 PRACTICE GROUPS 3.1 Practice Group Overview White (Intermediate) 3.2 Practice Group Selection 3.3 Competitive Upper Age Group Selection Process 3.4 Competitive Age Group Team Routines 4.0 SWIMMER EXPECTATIONS 4.1 Practice Expectations 4.2 Practice Attendance Policy 4.3 Competition Attendance Policy 4.4 Competition Policy 4.5 Other Age Group Level Expectations 5.0 COSTUME POLICY 5.1 Costume Overview 5.2 Competition Gear Policy 5.2.1 New Costumes 5.2.2 Team Library Costume Rental Program 5.3 Summary of Costume Fees
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5.4 Parent Volunteer Contributions to Costumes 6.0 TRAVEL POLICY 6.1 Travel Overview 6.2 Travel Policy 7.0 COMMUNICATIONS POLICY 7.1 Blast Emails 7.2 NC Synchro Website 7.3 NC Synchro Facebook Page 7.4 Media Relations 7.5 Photo Release 7.6 Use of Team Roster 7.7 Communication with Coaches 7.8 Swimmer Issues and Communication 8.0 PARENT VOLUNTEERING 9.0 FINANCIAL POLICIES 9.1 Registration Fee 9.2 Monthly Dues 9.3 Travel Costs 9.4 Other Fees 9.5 Fundraising 9.6 Late Payments or NonPayment 9.7 Leaving the Team 9.8 Injuries 10.0 TEAM CONTACT INFORMATION 11.0 VERIFICATION OF HANDBOOK
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1.0 GENERAL INFORMATION 1.1 What is Synchronized Swimming? Consider: ● A gymnast performing underwater... ● A 400 meter freestyle event in swimming with little opportunity to breathe… ● The figures, leaps, and spins of a figure skater performed in an unstable medium... ● The water polo player's ability to emerge above the surface of the water with power and strength with an added touch of elegance… ● A dancer's artistic flair with choreography, musical expressions, and audience contact... ● Add grace and fluidity and multiply by two, four or eight individuals synchronizing each part of every movement and... THAT IS SYNCHRONIZED SWIMMING! Synchronized swimming is a sport requiring overall body strength and agility, grace and beauty, splitsecond timing, musical interpretation, and dramatic flair. It is a unique sport in which power, strength, and technical skill are displayed in an artistically choreographed piece. The competitive rules and manner of judging of synchronized swimming are similar to its counterparts: figure skating and gymnastics. There are four routine events in synchronized swimming: solo, duet, combo and team (with four to eight swimmers). In addition to these routine events, each competitor must participate in the compulsory figure competition. The scores earned in the figures event are added to those of the routine competition to determine each event's winners. To perform a strenuous routine while maintaining an effortless appearance is a very difficult and important quality that is expected by the judges. To understand the physical demands and endurance needed to perform the 3 1/2 to 5 minute routines, consider running while holding your breath for lengths of time up to 30 seconds. The routines demonstrate what has made "synchro" so popular with audiences. Much of the appeal is found in the use of music to demonstrate the athlete's skills, technique and creativity. Routines are enhanced by the use of original and expressive movements, patterns, rhythms and audience contact.
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1.2 NC Synchro Synchronized Swimming Team Overview NC Synchro is a member of the Rocky Mountain Association of United States Synchronized Swimming Inc. (USSSI). The team’s legal name is Choice Cities Synchro. The team is registered as Northern Colorado Synchro with USA Synchro. Our team mascot is the Orca. Throughout this handbook the team is referred to as “NC Synchro” as an abbreviation to the full team name. There are four synchro teams within Colorado: ● 5280 Synchro (Boulder) ● Colorado Springs Novas ● Northern Colorado Synchro ● Rocky Mountain Splash (Denver) NC Synchro is managed by a volunteer Board of Directors that contracts with coaches, manages the financials, sets policies and assists with public relations and swimmer recruiting (see more details in Section 1.5). In 2013, the NC Synchro Board of Directors and their legal counsel applied for 501(c)(3) status to become an official Colorado nonprofit organization.
1.3 Statement of Purpose and Mission Our Mission: To promote competitive synchronized swimming for swimmers ages 719, serving the Northern Colorado area. Promoting a positive, healthy program for the whole swimmer, supporting each girl’s individual goal while encouraging team achievement in the art and sport of synchronized swimming.
1.4 Membership Membership in NC Synchro is voluntary and by registration with the Board of Directors of NC Synchro. Membership shall be available without regard to age, sex, race, religion, national origin or sexual orientation. All participants are expected to follow the rules of the club.
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1.5 Board of Directors The Board of Directors is a five member, volunteer group that manages the team. Elections are held every year for either two or three of the positions; members are elected for a two year term. The Board meets as necessary to set policy, make necessary decisions, create the annual budget and discuss other pertinent matters. General membership meetings are held at least once per year to elect new Board members. The existence of the Board and the team parents enables the coaches to concentrate on their role as coaches. They need not spend time preparing budgets or worrying about who will be volunteering at meets. With parents and coaches working in partnership, we are able to maximize the assets of both. In the pages that follow, you will find policies and regulations. Also available are the Articles of Incorporation and Bylaws for NC Synchro. They can be found on our website at www.orcassynchro.org.
1.6 General Equipment Needed ● Practice suit(s) 100% polyester suits will last much, much longer than lycra suits, but any one piece suit can be used for practice. Likely to need more than one suit during the season. ● Swim cap silicone caps are generally easier to put on and pull less on the hair, latex caps work as well ● Goggles try them on at the store before buying ● Nose clips competitive style nose clip, skin color, at least two, but they tend to get lost pretty frequently, so have some spares.. Recommendation: Sporti Swim Clip, size small, available on swimoutlet.com. ● Plain black suit this is required for every figures competition. Can have a visible logo, try for as small as possible. ● Plain white swim cap also required for every figures competition. ● Costumes team and small routines require special costume suits. Please see section 5.0 Costume Policy for more details. ● NC Synchro Team TShirt required for all swimmers to wear at meets
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● Black bottoms required for Intermediate swimmers; can be shorts, pants or skirt, to wear with tshirt for awards ceremonies. ● NC Synchro Team WarmUps required only for Age Group level swimmers ● Garment Bag NC Synchro will provide each swimmer with a garment bag that should be used to store routine suits and brought to each meet. The following stores carry swim equipment yearround: ● Dick’s Sporting Goods ● Sports Authority ● MI Sports (Loveland) ● swimoutlet.com
1.7 NC Synchro Team Gear NC Synchro has team gear available for purchase including tshirts, warmups, shorts, polo shirts, and backpacks. Parents and swimmers alike wear NC Synchro tshirts and polo shirts to show their team spirit at meets. Items may be ordered through the team apparel coordinator (parent volunteer position) after the season is underway. Older swimmers who have outgrown their team clothing may be willing to sell them to younger members. Team warmups are required for all Age Group level swimmers. Additional gear may be required to be purchased for Age Group level swimmers, details will be provided at the beginning of each new season. The cost of this gear is not included in monthly dues and is a separate, onetime fee.
1.8 Competition 1.8.1 Competition Basics Synchronized swimming meets are held approximately once a month, beginning in December. The number and type of meets attended will vary depending on the age and skill level of the swimmer. Development of a synchronized swimmer is a longterm process. The first year may be spent learning basic skills and techniques. As the swimmer develops muscle control and grace, confidence will be built through team identity and competitive experience.
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Competitions are divided into three different levels: Novice, Intermediate, Age Group. Swimmers are grouped into these levels based on ability (see more in section 3.0 Practice Groups). Swimmers compete in the following age groups: 10 & Under, 1112, 1315, 1617, and 1819. To determine a swimmer's competitive age, subtract the year of birth from the current competitive year. Because the majority of our competitions are in the first half of the year, a swimmer may be competing in the 1315 age group in January even though they may not actually turn 13 until September. These age groupings are standard throughout USSS. NC Synchro competes at the local, regional, zone and national levels. Local meets are held in the Denver metro area as well as in Ft. Collins, Loveland, Colorado Springs and Boulder. Regional meets can include travel to Kansas, usually every three years. We are part of the North Zone and compete at the North Zone Championships in the 1315, 1619 AG levels. The location of both zone and national meets rotate around the country. Usually, all swimmers compete in local meets. Generally, the first, second, and third place winners at Regionals qualify to attend the next level of competition. The more skilled a swimmer becomes, the greater the opportunity there is for travel. Synchronized swim meets generally include figure and routine competitions. In figure competition, each swimmer is required to perform a predetermined set of figures before a panel of judges. Points are awarded based in part on the accuracy of the figure timing, height, and control. The score for each figure is multiplied by its degree of difficulty and the scores are combined for a total figure score. In routine competition, points are awarded in three categories: execution, artistic impression and difficulty. Judges base their scores on several factors including synchronization, difficulty, choreography, and presentation. To arrive at a composite score, the figures and routine scores are added. Figures account for 50% of the composite score and the routine accounts for the other 50%. 1.8.2 Preparation for Competitions In the week(s) prior to the meet: 1. Be prepared for extra practices if required by coaches.. 2. Set aside time every day to landdrill your routine(s). 3. Complete all suits and headpieces or make any necessary repairs.
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4. Purchase any supplies you might need (see meet checklist). 5. Put your name on everything you plan to take to the meet. 6. Nutrition is important swimmers should eat whole foods and generally avoid processed foods. Try to eat protein and highcarbohydrate meals prior to competitions. 7. Consistent and sufficient sleep is important for swimmers. 8. Be sure to hydrate well leading up to competitions. 9. Pack your bag the evening before the meet (or earlier). 10. Ensure your routine costume suits and headpieces are in your garment bag. 11. Get a good night's sleep! You will need to be at the pool early. For new swimmers and parents, NC Synchro will hold an annual training clinic prior to the first routine meet to teach you how to knox your swimmer’s hair. 1.8.3 What to Expect the Day of the Meet The figure competition is usually first. Wear your black suit to the pool to eliminate unnecessary changing. Each swimmer will be assigned a number, which will be posted. After the warmup, YOU MUST LISTEN CAREFULLY! The meet organizer will announce the figure stations and rotation by number. It is up to you to insure you are in the right place (younger swimmers will have an older team member and/or coach to assist). Be as quiet as possible throughout the figures competition in order to allow the swimmers, judges, and scorers to hear and concentrate. Following figures, the meet organizer will announce the order for routines. The number of your routine(s) will be posted. As soon as you are done with your figures, you may prepare for your first event, i.e., knox your hair; change into your suit, etc. Often there is a specific area designated for knoxing hair; please use that location and follow all pool regulations. (Note: if asked by your coach you should arrive at the pool with your hair already knoxed.) The locker room often becomes quite congested at this time. It is helpful for those who will not be swimming right away to stay out of the locker room to allow space for those who need to get ready immediately. Concessions are usually available at the pool. However, you may want to bring snacks and a sack lunch. Swimmers may not leave the pool for lunch; you must be ready to swim when it is time or you will be skipped, and most likely disqualified. Most swimmers find that eating small amounts as time permits between routines keeps their energy level high enough to swim while preventing them from becoming too full. Choose fruits, vegetables,
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and foods that are high in carbohydrates and proteins over highly processed sugary snacks. Always bring your water bottle! During the competition, we expect everyone to exhibit good sportsmanship by supporting teammates and showing appreciation for all of the competitors, officials and coaches. Walk quietly, as far away from the pool as possible and never while someone is swimming; wait until the routine is over. The deck will be wet and slippery, so please be careful and do not run. When you have completed your events, you will be asked to change out of your routine suit and look appropriate for the award ceremony. Intermediates are asked to where their NC Synchro shirts with black bottoms and AG swimmers should have on their full team warmups, jacket zipped. There is usually a short break between the end of the competition and the awards presentation. During this time gather your belongings and help pick up the pool and locker room areas. Check carefully for your possessions; many items are left at meets. You would be wise if, throughout the day, you put everything back inside your bag rather than just beside it. There will be lots of suits, towels, goggles, caps, etc. and THEY ALL TEND TO LOOK ALIKE! The coaches will email the meet result the week following the meet. You may want to keep these sheets in a notebook in order to chart your progress from year to year. 1.8.4 Checklist of Items to Bring to Meets ● Black swimsuit ● White swim cap ● Goggles (extra pair, spare parts also helpful) ● Nose clip (at least two) ● All routine suits and headpieces in garment bag ● Towel(s) ● Team warmups (AG only) ● Team tshirt ● Bobby pins (you can never have too many) ● Ponytail bands ● Bun maker (optional) ● Knox gelatin ● Cup/bottle in which to mix Knox
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● ● ● ● ● ● ● ●
Comb/paint brush to apply Knox Makeup remover Snack items Sack lunch Water bottle Money for concessions Suit repair kit (include thread, sequins, needles, etc.) CD player or iPOD and routine music
2.0 CODES OF CONDUCT
2.1 Swimmer Code of Conduct Swimmers are expected to conduct themselves in a manner that honors their team and themselves. Any behaviors exhibited during teamsponsored events that are detrimental to a team member, the team, or any person associated with the team are unacceptable. As a representative of NC Synchro, the swimmer will maintain ethical responsibility, demonstrate leadership and adhere to all behavioral expectations.
2.2 Parent Code of Conduct Parents are expected to possess a healthy attitude and demonstrate positive behavior in all aspects of the team and sport, maintaining the highest level of sportsmanship. NC Synchro has high standards and values for our athletes and these also apply to the parents. At all NC Synchro sponsored and USA Synchro events, parents, other family members and friends are expected to conduct themselves as spectators with a great deal of integrity and respect for all those involved in and outside of our team, including, but not limited to: swimmers, coaches, competitors, event officials, other parents and facilities.
2.3 Code of Conduct and Policy Violations 24 Hour Rule If for any reason there is a conflict between the parent and/or swimmer and a member of the coaching staff during a practice, meet or other activity, a minimum of 24 hours must pass before additional contact between the parent/swimmer and the coach.
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This is a cooling down period for all involved. If this requirement is not met, the coaching staff reserves the right to handle the situation as they see fit. For swimmers, behavioral issues will generally be addressed first by coach(es) and/or Lead Coach. (See Section 7.8 for more details) Parent/family behavioral issues or policy violations will generally be addressed first by the Board of Directors. If an issue cannot be resolved via these initial discussions, the Board of Directors may convene a confidential Board Hearing with all parties involved.The Board may vote by majority to reprimand, suspend or permanently dismiss the violator from the team. Any party involved or family member of parties involved may not participate in the hearing as a voting member of the Board of Directors. If an issue develops during a travel meet, a swimmer may be sent home early from the meet at the discretion of the Lead Coach or Team Manager. Additional detail is in Section 6.2 Travel Policy.
3.0 PRACTICE GROUPS
3.1 Practice Group Overview White (Intermediate) ● Includes new, beginner and younger swimmers ● Competes at Intermediate level ● Competes with team routine and figures ● Coach: Rachel Minor Silver (Lower Age Group) ● Competes at Age Group level ● Competes with team routine and figures, may have small routines at coach’s discretion ● Coaches: Audrey McMahon, Alyssa Carson (SeptDec), Savannah Thomas (JanJun) Black (Upper Age Group) ● Competes at Age Group level
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● Competes in multiple routines: small, combo and team as well as figures ● Coaches: Audrey McMahon, Alyssa Carson, Charlotte Alster
3.2 Practice Group Selection At the very beginning of the season only, swimmers will be grouped by “synchro” age (age they will be by December 31 of the competition year) rather than by ability. During the first month or so of practice, coaches will be working with and evaluating each swimmer to determine their practice group placement for the rest of the competitive season. Swimmers may be moved around between groups during the month of September. Swimmers will be placed into one of three levels for the season based on their ability level rather than age: ● Intermediate ● Lower Age Group (LAG) ● Upper Age Group (UAG) NC Synchro does not currently have a separate “Novice” group. This group is typically for young, beginner swimmers. For 20142015, beginner swimmers will be placed into the Intermediate practice group. In the future, if enough beginner swimmers join the team, a Novice group could be created again. Group placement is at the discretion of the coaches and they will have the final decisionmaking authority. Swimmers are encouraged to talk to their coaches directly about any questions they have on their placement. Both Age Group levels require a high level of commitment to the team and outofstate travel to meets; parents and/or swimmers who have questions or concerns about this should speak with coaches early in September so those concerns can be factored into level placement.
3.3 Competitive Upper Age Group Selection Process In September, interested 13 & up swimmers will compete in a trials process that will include National team land and water skills, Jr Compulsory figures and a short routine which will be taught at practice in September. These tryouts will determine routine placements. Other factors such as attitude and effort will also be taken into consideration; coaches will be communicating this directly to the swimmers.
3.4 Competitive Age Group Team Routines
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The team routine is the priority in our Age Group program. Most of our practice time will be spent working on the team routine and figures. With the potential for more than eight swimmers at the UAG and LAG levels, alternates may need to be designated for competitions. These alternates may change at any time throughout the season at the coach’s discretion on what works best for the team. All Age Group swimmers are held to the same expectations regardless of whether they are designated as an alternate. All swimmers should respect and include all of their teammates regardless of whether they are swimming in a routine or are a designated alternate. Members of the team that will travel and compete at North Zones, Regionals and Nationals will be decided by the coach with sufficient advance notice to the swimmers. Alternates may or may not travel to all meets; coaches will make the final determination. 3.5 Practice Schedule and Locations NC Synchro is a yearround competitive swim team. Although the competitive season does not last the entire year, the noncompetitive months are used for conditioning and skill training. Practice usually begins the end of August and continues through May. Swimmers qualifying for national level meets continue their practice schedule through June. Practices are held at: Thompson Valley High School (TVHS) (a.k.a. the Dick Hewson Aquatic Center) 1669 Eagle Drive Loveland, CO [easiest to park on the north side of the pool between the buildings and enter through the north doors] EPIC 1801 Riverside Avenue Fort Collins, CO OUR NORMAL SCHEDULE IS AS FOLLOWS:
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Intermediate Sunday 3:00 – 5:30 PM TVHS Tuesday 5:30 8:00 PM EPIC Lower Age Group (LAG) Sunday 3:00 6:00 PM TVHS Tuesday 5:30 – 8:00 PM EPIC Thursday 5:30 8:00 PM TVHS Saturday 8:00 11:00 PM TVHS (1x per month) Upper Age Group (UAG) Sunday 4:00 – 8:00 PM TVHS Tuesday 5:30 – 8:30 PM EPIC Thursday 5:30 – 8:30 PM TVHS Saturday 8:00 12:00 PM TVHS (2x per month) Practice times may be amended slightly depending on pool availability, coach availability and needs of swimmers. Additional practices may be scheduled as necessary to maximize pool time, to prepare for upcoming meets or during school breaks. Each coach will let swimmers know of the exact practice schedule (and it will also be available on the team web site). Practices may be cancelled due to inclement weather. We err on the side of caution for the safety of our swimmers and coaches. For those practices at TVHS we will follow the Thompson Valley School District closures. Practices at EPIC will follow Poudre School District closures. NC Synchro will announce by email and on Facebook as soon as possible and also initiate a phone tree by Group beginning with the Group’s “pod mom.”
4.0 SWIMMER EXPECTATIONS
4.1 Practice Expectations Synchronized swimming is a team sport and requires sufficient practice in order to be successful. Therefore, the following practice expectations are upheld:
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1. All swimmers will be expected to bring a positive attitude and give 100% effort at every practice. 2. Swimmers must be ready to swim at the time practice is scheduled to begin. Arrive a few minutes early in order to change, gather goggles, nose clips, etc. 3. NC Synchro supports the importance of education and maintaining good grades and study habits. The pool atmosphere, however, is not conducive to studying, and every effort should be made to complete homework before coming to practice. 4. If a swimmer is late or does not begin practice at the appointed time, all required workout laps, figures, etc. must be completed before beginning work on routines. 5. Swimmers must comply with the Attendance Policy for their Group (see section 4.2). 6. Swimmers will respect the experience and authority of all coaches at all times. 7. Cell phones and other electronics should not be used on the pool deck or when participating in a synchro function with coaches or other swimmers, with the exception of using it for land drilling. At the coaches discretion, they may or may not be used during down time. 8. After practice, swimmers must change and vacate the locker room area as quickly as possible, leaving the facility clean and tidy. We only have the facilities rented for 15 minutes after the end of the last practice and need to be out of the building within that time frame. 9. Swimmers will not be left alone at the pool. Therefore, parents should drop off their swimmer no earlier than 10 minutes before their start of practice and arrive no later than the scheduled end of practice to pick up their swimmer(s). If a swimmer is not picked up within 15 minutes of the scheduled end of practice, the swimmer's parent is liable for paying the coach a $15 late fee as well as any fees charged to NC Synchro by the facilities.
4.2 Practice Attendance Policy Synchronized swimming is the ultimate team sport. A practice without every swimmer in a routine limits the productiveness of the entire team. Swimmers and parents are asked to commit to a highlevel of attendance out of respect for their teammates and coaches. Ideally, every swimmer achieves 100% practice attendance. While that is the goal, things do happen, so NC Synchro has an attendance policy in place: Intermediate ● Swimmer/parent must notify practice group coach, Lead Coach and Team Manager of an absence prior to the start of that practice via email, text or phone call.
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● For vacations, please communicate to practice group coach, Lead Coach and Team Manager at least two weeks in advance ● Coaches will address excessive absenteeism on a case by case basis Age Group Level (Lower and Upper) ● Maximum of two missed practices per month with notification of practice group coach, Lead Coach and Team Manager prior to the start of that practice via email, text or phone call. ● Swimmers with mild injuries will be expected to attend practice and help on deck. ● All UAG absences need to be communicated directly by the swimmer, not by the parent. ● Vacations ○ Communicate planned trips at least two weeks in advance to practice group coach, Lead Coach and Team Manager ○ No trips between Regionals and Nationals ○ Winter break trips should be planned at the beginning of the break, extra mandatory practices will be held during early January ● Not complying with this attendance policy may result in a swimmer not being able to compete at a future meet(s) or even being moved out of the competitive Age Group program at the discretion of the coach. Understandably, extraordinary circumstances may arise and those will be considered on a case by case basis.
4.3 Competition Attendance Policy Swimmers are expected to participate in all assigned routines at all appropriate meets 100% meet attendance. If a conflict arises, discuss details with the practice group coach, Lead Coach and Team Manager as far in advance as possible (at least two weeks). The team pays meet entry fees for all routines and money is wasted if swimmers do not compete. Barring illness or family emergency, the swimmer may be asked to reimburse NC Synchro for any entry fees for routines that are scratched. In addition to the regular season meets: ● For LAG, National meet attendance is mandatory ● For UAG, North Zones and National meet attendance is mandatory
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4.4 Competition Policy The Northern CO Orcas is a competitive swim team. Competition may include solos, duets, combo and team routines with the main emphasis, both locally and nationally, on the team. Therefore, NC Synchro recognizes the following: 1. Team routine assignments are generally made by early October. Small routine assignments may take place through January (and not all swimmers will swim a small routine). While the coaches may ask swimmers for input and desires, the decisions of the coaches are final concerning routines and partners. 2. Music will be distributed as soon as possible once assignments have been made. 3. The coach responsible for that routine will choreograph the team routines. 4. During practice time, team routines will take priority. 5. Swimmers and parents must practice good sportsmanship by supporting teammates and showing appreciation for all competitors. 6. Swimmers are not allowed to leave the competition area during a meet. Swimmers are expected to remain with their team until the competition is completed.
4.5 Other Age Group Level Expectations Age Group is a competitive program and requires a higher level of commitment to the team. Swimmers will need to dedicate additional time outside of regular practice. ● Bring a figure journal to all practices and make regular entries in it to review between practices. ● Regularly land drill each routine at least once daily. ● Stretch regularly. Three inches from flat on both splits is required all season ● Teams may take the initiative to get together outside of practice to land drill together. ● Anytime a new section is taught or a change is made that section should be land drilled five times before the next practice. If you don’t remember it, it is your responsibility to contact a coach or teammate prior to the next practice. Once a change is made or a section is taught you are expected to know and remember it, no excuses!
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5.0 COSTUME POLICY
5.1 Costume Overview Suits used for routines are generally decorated (embellished) with sequins, glitter, rhinestones, etc. with headpieces to match. In some cases, renting a suit will be an option rather than creating new suits. The team owns a selection of suits that may be rented and then returned at the end of the season. Small routine (solo and duet) suits for any level are the responsibility of the swimmer and can be rented from the suit library, designed to be custommade (for Age Group level) or an off the rack suit can be embellished (for Intermediate level). At the Intermediate level, team routine suits can either be rented from the team library (if there are the right sizes and theme) or a suit bought off the rack can be embellished. At the Age Group level, NC Synchro typically pays the cost of team routine suits and headpieces with those expected to qualify at the national level taking precedence. This equipment belongs to the team and will be collected by the team at the end of the season. The rental fee for this suit is included in the monthly dues. It is the responsibility of each swimmer to care for their routine suits. They should be kept on hangers in the garment bag provided to each swimmer by NC Synchro. The Age Group team suits will be cared for, stored and transported by the volunteer parent Practice Group Leads.
5.2 Competition Gear Policy 5.2.1 New Costumes ● Design, suit selection, and budget for all small routines and Intermediate team routines will be agreed to among the Costume Coordinator, Coach and Parents. In the event of not having a consensus, the Coach will make the final decision in the best interest of the swimmer and the team. ● Design, suit selection and budget for the Age Group combo and team routines will be decided by the practice group coach and Lead Coach.
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● Costumes and prices must be agreed upon by coach and parents of each level prior to initiating any orders (except for Age Group team and combo suits since these are usually purchased by the team). ● Generally, Intermediate costumes are embellished stock/off the rack suits. Any deviation from the foregoing sentence must be agreed upon by Coach and Intermediate parents. ● When funds are available, suits will be purchased by NC Synchro for the AG team and combo routines with six or more swimmers if there are not already appropriate suits available in the costume library. ● Where NC Synchro purchases the suits, they retain ownership of the suits and the swimmers will rent the suits from the team. ● For brand new suits, parents will be expected to embellish the suits or hire someone to do the embellishment. ● For custom made suits, a professional seamstress will be selected by NC Synchro based on their qualifications. 5.2.2 Team Library Costume Rental Program ● Reusing suits from the NC Synchro Suit Library is a potential option depending on swimmer size, number of suits needed, music, etc. ● Rental program shall be coordinated by a parent volunteer. A database of available suits will be kept, including: ○ Photo of suit (just one) ○ Sizes available and if owned by NC Synchro or nonOrca swimmer ○ Contact information if not owned by NC Synchro ● Rental suits will be stored in bags in a safe and secure location. ● Suits will be available for rental during subsequent seasons. ● Any rental to other teams besides NC Synchro must be approved in advance by the NC Synchro Board of Directors. ● There is a fee and a deposit for renting any suit (see Section 5.3, Summary of Costume Fees for details).
5.3 Summary of Costume Fees Intermediate Level Swimmers ● Pay rental fee of $20 per suit rented from the Team Library ● Pay deposit of $50$100 (depends on suit quality) per rented suit
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● If an offtherack suit is bought and embellished, swimmer/parent is responsible for the cost of the suit, headpiece and decorations for both the Team and Small Routines. Age Group Swimmers ● For Team and Combo Routines: rental fee for team and/or combo suits is already included in monthly dues. NC Synchro will pay for the embellishment and headpiece materials, swimmers/parents are expected to do the embellishment work. ● For Small Routines: $20 rental fee per suit rented from the Team Library along with $50$100 deposit (depends on suit quality). If new suit is needed, swimmer/parent is responsible for the cost of the suit, headpiece and decorations.
5.4 Parent Volunteer Contributions to Costumes ● If a parent has the appropriate skills, such parent may offer his/her skills to assist in alterations/costuming/creation of headpieces. This will be considered a parent volunteer contribution. ● Any parent volunteering his/her skills will not be able to charge any labor costs associated with his/her volunteer contribution. ● See Section 5.3 Costume Fees for responsibility for the cost of materials
6.0 TRAVEL POLICY
6.1 Travel Overview Attending an outoftown meet with the team is both a challenging and very worthwhile experience. Besides building team identity and encouraging social relationships, traveling provides an opportunity for individual growth and responsibility. It is also an invaluable competitive experience as the swimmers are able to see and compete against toprated teams from around the country. Traveling opportunities increase with the increased skill and age of the swimmer. The NC Synchro schedule is normally structured so that most swimmers have the opportunity to attend at least one "away" meet, even if it is only to Colorado Springs, Boulder, or Denver.
NC Synchro Handbook page 22
Regional meet locations rotate each year. Our region includes Colorado and Kansas; we typically travel to Kansas every three years for this meet. All swimmers may attend the Regional Meet, with the coach making the final decision on which swimmers will attend (especially when the meet is outofstate). These meets rarely last more than a couple of days, although travel time may add to that. NC Synchro also competes in a Zone competition (for Upper Age Group swimmers only). Zone meets rotate between the eastern, central and western part of the zone. Because of the distance, NC Synchro may travel to these competitions by air. The North Zone Championships is divided up into the 1315 Age Group Invitational and the North Zone Senior Championships. The Zone meet is typically held in March. Regional competitions may allow swimmers to qualify for National meets. National meets may be held anywhere in the country. Usually, the location rotates from one region to another. Swimmers ages 11 and up are eligible to participate in the National Age Group meet. Because the distances required to travel are usually great, air transportation is often required. These meets are generally held during June and the swimmers may need to be away for up to a week. Other travel competition opportunities may arise from time to time. The Coach and Team Manager will decide on which competitions to attend and which swimmers will represent NC Synchro. The annual budget will include line items for one or more meets depending upon Group. Travel cost estimates will be discussed during registration and followon planning meetings. Travel is expected for 1315 and older age groups swimming competitively. Depending on the group makeup, the Lower Age Group (1112) may be also expected to travel. Expectations will be laid out during preseason meetings with budgets discussed as appropriate.
6.2 Travel Policy Traveling with NC Synchro is not a right, it is a privilege. While it is important to have fun, the main emphasis of all trips is on the experience and the competition. Good sportsmanship must be practiced and the team must be represented well. To accomplish these goals, the following policies are enforced for the Upper Age Group team:
NC Synchro Handbook page 23
● NC Synchro Handbook policies apply on all teamsponsored trips. ● For outofstate trips, the UAG team swimmers and coaches will travel together as a team, chaperoned by the coaches and additional parent chaperones if needed. Family members are welcome to join the team on the same flights and at the same hotel. ● Air tickets, hotel and other transportation for team members and coaches will be booked centrally by a team travel coordinator. NC Synchro will advance the money to pay for these reservations, but parents/swimmers will be required to reimburse NC Synchro for all travel costs. ● Swimmers will share hotel rooms with teammates, not with their families. Coaches will be responsible for ensuring that swimmers are following rules, getting their meals, and are provided with appropriate downtime, homework time, etc. ● Swimmers will travel to/from airports, hotels and pool together. The team travel coordinator will provide logistics to families at a team travel meeting prior to the event. Parent volunteers may be needed to assist with transportation. ● Team meals will be organized depending on the event logistics. ● Swimmers may be allowed to depart from events with their families, but only with prior approval from Team Coach and Team Manager. ● When traveling by air, swimmers should pack all essential swim gear in a carryon bag so that if luggage is lost, they will still have what they need to compete in the meet. ● At all venues, swimmers will respect all hotel rules as well as rules established by their coaches. ● During all travel, team members are required to wear their team warmup jacket as traveling apparel when directed to do so by the coach. ● In the event that swimmers do not follow team policies, the coach and Team Manager shall work with the swimmer and their parents to ensure appropriate behavior. If, at the discretion of Lead Coach or Team Manager, a swimmer has become too disruptive to the team during the traveling event, the swimmer will be immediately sent home from the event. The Team Manager will contact the parent(s) of the swimmer to immediately come (regardless of location) and shall be responsible for any and all costs associated with the logistics for their swimmer from that point forward. The travel policy for the Lower Age Group team is pending inputs from parents and will be incorporated into the Handbook at a later date.
NC Synchro Handbook page 24
7.0 COMMUNICATIONS POLICY 7.1 Blast Emails ● Email is the primary means of team communication. ● Email communication must be authorized by Lead Coach, Team Manager and/or Board ● The coach has authorization to contact the team directly ● When sending an email blast all recipients must be bcc’d ● When communicating with the team about sign ups or gathering information, wherever possible Google Docs will be used to limit the number of emails being sent.
7.2 NC Synchro Website ● All content on the website must be approved by Board and Team Manager prior to posting ● The Webmaster will be the main person to change and update website. In lieu of availability the Board has the right to update the website at anytime.
7.3 NC Synchro Facebook Page ● Only Board members, Team Manager and/or approved marketing committee members may post to the official Facebook Page ● All content will be positive and informative ● Intent of content is to communicate about our team, events and accomplishments. ● All content is to revolve around Synchronized Swimming or relevant as determined. ● It is not to be used by anyone for personal gain ● Two Board members will be made administrators of the page
7.4 Media Relations ● Team Manager and Board Members should be the ones that talk to press unless otherwise agreed upon in an emergency situation ● Preapproval of press speaking with a swimmer is recommended
7.5 Photo Release
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Swimmer photos may be posted on the team website or Facebook page or used with the media. However, only swimmers who sign the photograph release form will have their names included with the photos. Generally, NC Synchro does not include any swimmer names on the team website or Facebook page.
7.6 Use of Team Roster The roster list, including all contact information (addresses, phone and email), may not be used for personal promotional purposes as required by NC Synchro’s 501(c)(3) status.
7.7 Communication with Coaches ● Please allow 24 hours for Team Manager and Coaches to respond to emails. ● Coaches will generally not have time to discuss issues during practice or meets, please make arrangements to speak at another time. ● Please communicate any absences prior to the start of practice to the practice group coach, Lead Coach and Team Manager via
[email protected] or via text or phone call.
7.8 Swimmer Issues and Communication For all swimmers: 24 Hour Rule If for any reason there is a conflict between the parent and/or swimmer and a member of the coaching staff during a practice, meet or other activity, a minimum of 24 hours must pass before additional contact between the parent/swimmer and the coach. This is a cooling down period for all involved. If this requirement is not met, the coaching staff reserves the right to handle the situation as they see fit. For swimmers ages 13 and up: Step 1: All swimmer issues are to be addressed FIRST by the swimmer with their coach, NOT the parent or guardian, including absences. Step 2: If the issue is still not resolved, a discussion with the Lead Coach, Assistant Coach, parent and swimmer will take place. Step 3: If the issue is still not resolved, a discussion with the Lead Coach, Assistant Coach, parent and/or swimmer and Board Members will take place. It will be decided in advance if the swimmer will be present or not for this meeting.
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The mission of these steps is to encourage swimmers to speak directly with their coaches and work through concerns and issues one on one, thereby creating a relationship. We ask that parents respect this process as the coaches will ask parents to follow these steps should they have a parent contact them about an issue and the swimmer has not yet raised it with them. For swimmers ages 12 and under: It is at the parent’s discretion if they want to encourage their swimmer to directly communicate with their coach using the steps for ages 13 and up outlined above. (please also refer to Handbook section 2.0 Code of Conduct)
8.0 PARENT VOLUNTEERING NC Synchro is a small, parent run team and we rely on all parents contributing in some volunteer position as well as volunteering at meets. NC Synchro works on the honor system volunteer hours are not tracked and there is no minimum requirement. One of the greatest benefits of being involved with NC Synchro is the relationships and bonds that form among team members and also among parents! Along with other RMSSA teams, NC Synchro will have volunteer requirements within the association such as meet volunteers, meet volunteer coordinator, treasurer of the association, scoring room assistance and technical assistance that may also be filled by NC Synchro parents. Parent volunteer roles (list may not be all inclusive): ● Fundraising Committee ● Marketing & PR Committee ● Volunteer Coordinator (multiple roles for different meet days and also for overall RMSSA) ● Webmaster ● Concessions Coordinator (for meets) ● Team Apparel Coordinator ● Costume Coordinator (see Section 5.3 for more details on costume policy) ● Costume/headpiece alterations/creation (see Section 5.4 for more detail) ● Social Coordinator ● Practice Group Leads (one per practice group) ● Official synchro judge
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● ● ● ● ●
NC Synchro Team Directory creator Scoring Volunteer (at meets) Travel Coordinator Legal Counsel Board of Director members
9.0 FINANCIAL POLICIES The NC Synchro Board makes every effort to meet the team's financial obligations while keeping expenses to parents within reason. Dues are based on the swimmer’s Practice Group placement. Dues and other fees may fluctuate during the year and also from year to year. Swimmers who have swum for another team or club must be in good standing with that entity before their NC Synchro registration is finalized. Returning NC Synchro swimmers must also be in good standing with no outstanding dues/fees before registering for the new season.
9.1 Registration Fee Every swimmer is charged a onetime registration fee at the beginning of each season. This includes a required annual membership with USA Synchronized Swimming as well as a fee to cover some of the team expenses not specific to any one group. This fee may vary year to year.
9.2 Monthly Dues ● Monthly dues are calculated to include nearly all costs: coach pay, pools, administration, meet entry fees, coach travel, etc. Fees are averaged out to create a consistent cost per month. September is calculated separately as the entire team will be practicing together. ● Should RMSSA fees and dues change, an additional assessment may be applied to a swimmer’s account. ● Fees are based on the number of swimmers and amount of pool time. Should the number of swimmers in any given group change, NC Synchro may choose to raise or lower monthly dues. Pool time may change in the second half of the season to increase practice time; if this occurs, monthly dues may be raised.
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● Dues are payable monthly, and are paid nine/ten months of the year (September – May/June), dependent on Group placement. ● Dues are collected for the current month. For example, dues for the month of October are invoiced October 1st. You will receive notification by email concerning the amount of dues owed for the month. ● Families with multiple swimmers qualify for a 5% discount from their total dues. ● A check or money order payable to NC Synchro should be remitted to the NC Synchro Treasurer by mailing payment to: NC Synchro 1298 Main St. Unit A,PMB #4230 Windsor, CO 80550 ● Payment is due upon receipt, no later than the 15th of the month.
9.3 Travel Costs ● While NC Synchro may book travel on behalf of swimmers, each swimmer is ultimately responsible for the payment of all meet travel costs. ● Travel costs for UAG and LAG may be billed monthly to spread out the cost over the full season. This monthly billing would be based on an estimate of travel expenses from the previous season. Should there be a difference in actual versus estimated travel costs, a corresponding refund or assessment would take place. ● As an alternative, travel costs may be billed to swimmers as a lump sum 60 to 90 days in advance of the meet. This lump sum would be based on an estimate of travel expenses from the previous season. Should there be a difference in actual versus estimated travel costs, a corresponding refund or assessment would take place. ● Parents, coaches and the Board will discuss different travel cost billing arrangements at the beginning of the season. Only one method of billing will be decided on for each practice group. For example, all UAG could decide to be billed on a monthly basis and then that would apply to every UAG swimmer. NC Synchro does not have the resources to allow different billing methods for individual swimmers.
9.4 Other Fees Late Pickup Fee: If a swimmer is not picked up within 15 minutes of the scheduled end of practice, the swimmer's parent is liable for paying the coach a $15 late fee as well as any fees charged to NC Synchro by the facilities.
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Costume Fees: Fees are assessed for renting costumes from the Team Suit Library; see details in Section 5.3: Costume Fee Summary Required Team Gear Costs: Age Group level swimmers will have required NC Synchro team gear (e.g., warmups) which will be billed separately from monthly dues.
9.5 Fundraising In an effort to keep monthly dues at a reasonable level, NC Synchro coordinates multiple fundraising activities throughout the season. The team needs help from all swimmers and parents in this area; all team members are expected to participate in fundraising activities.
9.6 Late Payments or NonPayment For any payment made by check, the member is liable for all charges incurred by the team as a result of that check being returned due to insufficient funds. Should more than one check from any member be returned, that member will then be placed on a cashonly basis for any future financial obligations. Returning NC Synchro swimmers must be in good financial standing with no outstanding dues/fees before registering for the new season. NC Synchro will work to communicate past due accounts with families as appropriate. Swimmers with consistent outstanding dues/fees may potentially not be allowed to participate in team activities or meets.
9.7 Leaving the Team Since synchronized swimming is highly dependent on teamwork, it is very difficult when a swimmer leaves the team during the season. If at all possible, swimmers are strongly encouraged to wait until the end of the season to leave the team. Of course, extraordinary circumstances may arise and in that case, swimmers are asked to follow these policies: 1. Discuss the situation with the swimmer’s practice coach and the Team Manager 2. Submit a written and dated letter of resignation to the Board of Directors 3. Return all rented routine suits and headpieces before swimmer’s last day of practice
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4. Full monthly dues are payable through the month in which the letter of resignation is submitted and are due no later than the 15th of that month. Dues will not be prorated. 5. No portion of previously paid fees will be refunded 6. Any outstanding credits are released to general team funds and are not refunded. 7. Board of Directors will consider any extraordinary circumstances on a case by case basis in application of these policies.
9.8 Injuries Should a swimmer become injured and not able to swim per a doctor’s written recommendation, the swimmer and coach should work together to create a plan which will be customized based on injury, ability to train, age, level, etc. ● Upper Age Group: Based on the nature of the injury and the doctor’s recommendations, swimmer would continue to pay monthly dues (should also be at the pool on deck) and would work on other skills and/or conditioning as appropriate. ● Other Groups: monthly dues will be waived as long as doctor’s orders keep the swimmer from practicing with the team. Coach will discuss practice attendance with swimmer.
10.0 TEAM CONTACT INFORMATION Any general questions:
[email protected] Team Manager: Ami Reintsma (970) 2176954
[email protected] pls cc: Ami on all communications with coaches Lead Coach: Audrey McMahon (303) 968 8187
[email protected] Coaches:
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Charlotte Alster (520) 4192328
[email protected] Alyssa Carson (303) 9577441
[email protected] Rachel Minor (970) 5938368
[email protected] Kellie Stump (925) 3233149
[email protected] Savannah Thomas (970) 4203632
[email protected]
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11.0 VERIFICATION OF HANDBOOK We, the undersigned, acknowledge receipt of the NC Synchro Handbook. We further verify that we have read and understand its contents, and agree to abide by the policies contained therein.
Signature of Swimmer
Signature of Parent/Guardian
Date (Please sign this page, one for each swimmer and return to the Board of Directors or Team Manager by October 31)