2025/2026 HAC Volunteer Hours Program

Introduction

The Hamilton Aquatic Club (HAC) is a parent-supported, not-for-profit organization that depends on volunteers to make our swim meets and club operations successful. The HAC Volunteer Hours Program sets out clear expectations to help ensure the club runs smoothly and fairly for everyone.

This season, HAC will host 4 large competitive meets, each with 8 sessions, requiring approximately 1,600 officiating roles throughout the season. We will also be hosting 5 Jr. Competitive Meets, requiring approximately 250 roles throughout the season.

Hosting top-tier meets not only enhances the experience for HAC swimmers and visiting teams, but it also strengthens our club’s reputation across the swimming community. These events are also vital to the club’s finances, generating revenue that supports programming, pool rentals, equipment, and long-term development.

Officiating is essential to every swim meet—it ensures fair competition, swimmer safety, and efficient event management. What many families may not realize is that swim meets run entirely on volunteers! Without this support, our swimmers wouldn’t have the chance to race, compete, and connect with teammates.

Proposed Changes to the HAC Volunteer Hours Program

To meet the demands of the 2025–2026 season and ensure smooth planning and delivery, we’ve updated our Volunteer Hours Program. Starting next season, every family with swimmers in the Junior Competitive and Competitive Programs is asked to contribute volunteer time, focusing on supporting our swim meets. Since these meets are central to the athlete experience and club operations, a portion of your required volunteer hours must be earned by volunteering as an official at swim meet sessions.

Officiating is a rewarding way to get involved—it starts with the “Introduction to Swimming Officiating” course and can continue through Swim Ontario’s certification pathway. We recognize that many families may be new to officiating or club operations, so HAC offers plenty of support and opportunities to learn along the way. We’ll make sure everyone has the chance to learn, feel confident, and find a role that fits—no experience needed, just a willingness to jump in and be part of the team!

Additional hours can be earned in a variety of ways, such as by helping at:

• Club Events (e.g., Swim-A-Thon, HAC Gear Day)
• Team Support Roles (e.g., Group Rep, Photographer)
• Committees (e.g., Meet Management, Finance, Equipment)

Please refer to the Volunteer Hours Chart (Appendix A) to find all the roles and the hours assigned to each.

Tracking Volunteer Hours at HAC

At HAC, we utilize the Team Unify tracking system to monitor volunteer contributions. Our system awards 'Volunteer Hours' based on designated roles within committees, events, or meets, regardless of the actual time volunteered. Families are encouraged to fulfill their volunteer commitments by participating in swim meets, team events, and serving as group representatives. For a detailed list of roles and corresponding volunteer hour allotments, please refer to Appendix A. Please note, we use the term 'Hours' instead of points for clarity, as per our system settings.

Participation Requirements

Each family is responsible for completing a minimum number of volunteer hours based on their swimmer’s group level, including a minimum number of HAC-hosted meet sessions, as well as a minimum number of total hours required hours, per season (meet session hours count toward the total hours required):

Additional Details

• Have more than one swimmer in the family? You’ll be asked to complete 50% more hours for your second swimmer, but don’t worry — there’s a cap! Families are only required to complete a maximum of 50 volunteer hours total, no matter how many swimmers you have in the pool.
• Transfer Rules: Volunteer hours cannot be transferred between families and do not carry over to the next season.
• Prorating: Hours will be prorated for swimmers joining or leaving mid-season.
• Unfulfilled Hours & Participation Deposit: At season’s end (June), families with fewer than the required hours will be charged $30 per unfulfilled hour. For example: If a family earns only 8 of 12 required hours, they will be billed $120.
  • If families achieve their required volunteer hours but do not meet the specified meet session requirements and have not requested/been approved for accommodations, families must fulfill their meet requirements by the end of the season. Otherwise, they will be billed for the equivalent volunteer hours. For example, missing one meet session equals 4 volunteer hours.
• All volunteer roles—whether at meets, events, or behind the scenes—are assigned Volunteer Hours.
• Anyone (grandparent, friend, etc.) may volunteer on behalf of a swimmer’s family, as long as they meet the role requirements and notify HAC prior to completing the hours.

Families are encouraged to review their hours via their HAC TeamUnify account. Please report any discrepancies to [email protected].

Note: Volunteer hours will not be awarded for participation at non-HAC swim meets. However, families are strongly encouraged to volunteer at external meets to gain valuable deck experience and work toward higher levels of officials certification. This helps build confidence, enhances skill development, and strengthens officiating across the swim community.

New this Season! HAC Volunteer Hours Program Certification Incentives

To build officiating depth and celebrate your commitment, HAC is excited to offer new recognition and incentives tied to officiating certification! We will share more information about these incentives and how they can be applied as the program roles out.

Accessing Volunteer Opportunities

• Officials clinics are offered throughout the season by HAC’s Volunteer Officials. Families are also welcome to register for clinics hosted by other clubs and are encouraged to complete the five self-paced online clinics available through Swim Canada.
  • For more information on officiating clinics, please visit our website or contact Katie Kitney at [email protected].
• Volunteer opportunities are published on our Team Unify and through club emails.
• Job SignUps open at least 2 weeks prior to events. In the first week, families are limited to 2 positions to ensure fair access.
  • After the first week, sign-up restrictions are lifted.
  • Volunteers must meet the role’s requirements (e.g., officiating certification). Details can be found on the Swim Ontario website under Officials Certification.

Volunteer Responsibilities

• Arrive on time, fulfill commitments, and check in with the session lead/officials’ coordinator.
• Notify HAC at least 72 hours in advance if you are unable to attend your assigned session.
• Late cancellations or “no-shows” will result in a deduction of equivalent hours from your family’s account.

Inclusive Participation at HAC
We recognize that some families may be unable to provide a volunteer for swim meets due to varying personal circumstances. HAC is committed to supporting all members, and we welcome open, case-by-case discussions to explore alternative ways these families can contribute. If you anticipate challenges meeting the meet session requirement, please don’t hesitate to reach out—we’re here to work with you.

Questions and Support

For questions about your family’s volunteer hours balance, upcoming opportunities, or becoming an official, contact [email protected].

We thank all HAC families for your time, energy, and support. Your contributions help build a strong and successful club culture!

Appendix A

HAC Volunteer Hours – Volunteer Opportunities