AQUARIANS SUMMER SWIM CLUB
2017
PARENT HANDBOOK
2017 Executive Committee
Executive members are parent volunteers. We are dedicated to having the best season possible for all of our
children and club members. A successful season depends on participation of as many parents as possible.
Please feel free to contact us with your questions or concerns, and we always welcome your help in any way
that you can!
2017 Executive members:
Executive:
President
Mark McCullough
Vice President
Jackie Mitchell
Secretary
Jane Zeyha
Treasurer
Shawna Holmann
Directors:
Fundraising
Joann Cazakoff , Tracey Thiemann, Connie Dunn, Trina Williams
Coaching
Ron Hoveland
Shane Zeyha
Equipment
Trina Williams
Officials Chair
Randy Hopkins
Sponsorship
Ryan O’Toole
Club Philosophy
The Grande Prairie Aquarians Summer Swim Club provides members with opportunities to develop and
improve the four competitive strokes (Backstroke, Breaststroke, Butterfly and Freestyle), and to compete with
other swimmers and clubs in Alberta.
The club provides a team environment while focusing on individual swim skills that assist each swimmer in
achieving personal improvement.
Goals of Summer Swimming with GP Aquarians

To develop a strong sense of self-confidence

To establish and work on individual goals

To learn the importance of physical fitness / conditioning

To develop and maintain a strong commitment to oneself and the team

To learn the concept of good sportsmanship while forming lasting friendships with teammates and
competitors alike
Club Structure
Swimmers are assigned to lanes as per ability. Swimmers will be assessed by the coaches during the first week
of swimming, and periodically throughout the season. Training groups have been established to enable the
coaches to work effectively with swimmers. Training in a lane either “higher” or “lower” than a swimmer's
ability actually hampers a swimmer’s development. Placements in lanes are NOT based on social factors (i.e.
swimming with friends, siblings or based on carpool goals) or to accommodate other sports schedules.
For the safety and success of all swimmers, swim squads are the coach’s decision.
Training for beginning swimmers focuses on developing technical skill and enjoyment of the sport of
swimming. As swimmers develop and in later years, more physical challenges are incorporated into the
training program.
The Grande Prairie Aquarians are a part of the ASSA (Alberta Summer Swim Association www.assa.ca ). The
region that the club belongs to is Region A with approx 400-500 swimmers around North Western Alberta.
Most Swim meets will have anywhere from 100 to 200+ swimmers (Grande Prairie meet has traditionally seen
the highest attendance). Swim meets are optional but encouraged.
Refund Policy
No refunds will be made after May 5, 2017. You must notify an executive member no later than this date to
be eligible for a refund.
Practice Attendance
Swimmers and parents should make every effort possible to be on time for every practice. Coaches often
request that swimmers be on deck 15 minutes prior to the start of practice so that they have time for
stretching and do not miss warm-up.
Being late makes it difficult for a swimmer to have a safe and effective practice.
Our coaches develop training plans based on regular attendance. It is not mandatory to attend every practice;
however, a child who misses many practices may become frustrated and may fall behind in their endurance or
technical skill. Coaches may reassign swimmers to a more appropriate lane if this occurs.
Coaches
All coaches with GP Aquarian Summer Swim Club have qualifications in Technical, Theory and Coaching
specific to swimming.
Coaches typically are available for consultation by email and usually after practice. It is a good idea to email
your child’s coach ahead of time to ensure that they can meet with you after a particular practice. Parents are
asked to refrain from speaking with their children and/or coaches during practice times. Should you have any
concerns or issues, please follow the 24 Hour Rule and contact the Coaching Committee via Vice President.
Should you have any questions or need to pass on information to your swimmer’s coach, please reserve this
for before or after practice. Members of the executive and the coaching committee will endeavor to be
present at all practices to answer any questions that are club related. Due to insurance regulations parents are
not allowed on deck during practices unless specified by the facility rules. Please watch practice from the
upper viewing area.
If you have concerns related to coaching please direct these to the Vice President or President.
Communication
We communicate by email whenever possible, as well as occasional notes (distributed at practices by the
coaches). Our website is the best source of up-to-date information. You are encouraged to take a tour of the
site so that you may be aware of all the information contained on it. Check back often as it will be updated
several times throughout the season. This will keep you updated with news, events, meets, etc. Email has
worked very well, so please make sure we have your email address. We also have a Facebook page Grande
Prairie Aquarians as does Region A. Each is a good source of information for local and regional news.
Executive Ruling
The Executive strives to meet the needs of the club. Finding a balance between the club, coaches, swimmers,
parents, facility, and officials can be difficult. All issues brought to the Executive are taken seriously. Decisions
are made after extensive deliberation. Decisions no matter how difficult are necessary in order for the club to
run and are made in order to benefit the majority of swimmers and the club as a whole. Some decisions may
not be seen as favorably by all parents regardless they have to be made and the board does not make such
decisions haphazardly.
The Board takes the work they do very seriously and makes all efforts to be fair and unbiased. It is a process
that must be respected and adhered to despite an individual’s feelings or opinions on the decisions that were
made. There is an avenue for any parent to have a voice at all levels of decision making 1. Be a Board member
2. Be a committee member 3. Attend open meetings to ensure that the members elected in are best
representative of your opinions and expectations of the club.
Lastly when a decision is made that a parent does not feel is in the best interest of their child the process is to
discuss the decision with the Board. The Board expects that appropriate processes will be followed and that
their decisions will be final and adhered to.
Bulletin Board
At times we will post information on the bulletin boards by the entrance to the pool and by the entrance to
the Coke Cola Centre across from the Winter Club office, next to the stairs that lead to the observation area.
Competitive Swim Suit Information
If you are new to competitive swimming there are a few things we would like you to know about swimsuits.
Your child will receive a team swimsuit, and we always try to ensure that these suits arrive before the first
swim meet (this is sort of beyond our control, but we do our best). For swim meets, please wear the team
suit. We ask that you “save” the team suit for swim meets and team events, because they do wear out. You
may notice some kids practice in their team suits this is not necessarily this year’s team suit and likely their
suit from last season. Speak to the equipment coordinator for the swim suit options available for your
swimmer.
Both chlorine pools and salt-water pools (and combo pools) are VERY hard on swimsuits. Suits fade and
stretch, especially when being worn several times a week. Expect that your child will wear out a swimsuit or
two. For girls, one-piece suits that fit tightly are the best suits to practice in. For boys, any swimsuit that fits is
fine to practice in. Our team suit for boys is the “jammer” shorts style suit but it is not necessary to buy this
type of suit for practice.
Chemicals in pools, hot tubs and especially sunscreen are harmful to the fabric of the swimsuit. A few tips to
extend the life of your swim suit:
 Hand rinse in cool water with a mild detergent after each use. Do not wring it out!
 Never put your swimsuit away while it is still damp.
 Drip dry away from sun and heat. Do not wring.
 Exercise care when applying sunscreen.
Swim Meets
The Club is competitive and each club in Region A hosts their own swim meet. Swim meets are great fun for
both the swimmers and for the whole family!
Attendance at swim meets is not mandatory. However, all swimmers are encouraged to attend as many
meets as possible. The meets provide an excellent opportunity for development of each swimmer’s ability, as
well as building team spirit. You may be surprised at how much your child enjoys competing not only with
other swimmers but with themselves in pursuit of personal best times.
For the regular season, swim meets are held within our zone (Zone A). We may have the opportunity to
attend meets outside our Region at different times throughout the season. If this opportunity arises you will
be notified by email with the details. Sign up for meets will be done using sign up genius through our website.
Your child and a coach will have a discussion before every meet to determine which events are appropriate for
your child to swim.
Regionals (Provincial Qualifying Meet) are being held this year in Peace River. This is a two day meet with
heats and finals. All Swimmers are able to compete at the Regional Meet; however, as this is a qualifying meet
for eligibility to attend Provincials your swimmer has to have attended at least one regular swim meet within
the season to be eligible to qualify for Provincials. The top three swimmers in each event receive a medal for
placement. Provincials are being held on Aug 18-20 in Edmonton, Alberta (more details will become available
as the season progresses). Swimmers need to qualify at Regionals as only the top two finishers in each event
are eligible to compete in the Provincial meet. Please refer to the ASSA Rule Book for more details.
The list of dates and locations of the summer’s meets are included below. The club generally needs to know
which swimmers are attending a meet the Monday before the scheduled meet date.
The club pays for the meet fees for all swimmers for all meets. What we need from parents is the notification
of your attendance.
Last minute entries are sometimes (but not always) accepted by the host club. If you wish to attend a meet,
but did not sign up by the deadline, check with the coach to see if this is a possibility.
Despite the best of planning, sometimes circumstances might cause you to be unable to attend a meet that
you have signed up for. If this happens, please notify the coach. “No-shows” at swim meets make it very
difficult for coaches and meet officials who are running the meet and will incur a $25 penalty. They also
reflect poorly on our club.
Swim meets are sanctioned events of the Alberta Summer Swim Association, and there are sets of rules
governing the running of the meet and the officiating. For complete rules and regulations please go to the
Alberta Summer Swim Association (ASSA) site at assa.ca. I would encourage you to look through this site to
see all it has to offer for you as a parent and your swimmer. www.assa.ca
Swimmers may compete in up to four (4) individual races and may be placed in up to two (2) relay races.
Relay teams are determined at the meet, and coaches generally try to have all swimmers swim in at least one
relay race. There are a number of different races that swimmers can enter – (Different strokes and/or
distances). The coach in consultation with the swimmer does selection of events. Coaches will usually
encourage swimmers to try as many different types of events as possible.
Not all the coaches will attend all the meets, this will provide an opportunity for coaches and swimmers to
work together in a different environment and not become dependent on every meet, every coach, and every
event being exactly the same. This will allow swimmers to develop different relationships and handle changes
of a meet environment.
Here is the proposed swim meet schedule. Please note that the swim meet schedule can change, please refer
to the web site for the most up to date information. Swim Meets are Saturdays with the exception of our
meet which will be Friday Night and Saturday this year. Regionals are Saturday and Sunday and Provincials are
Friday through Sunday.
MAY 27, 2017
JUNE 3, 2017
JUNE 10, 2017
JUNE 17, 2017
JUNE 24, 2017
JULY 8, 2017
JULY 15, 2017
JULY 22, 2017
JULY 29, 2017
AUGUST 12, 13
AUGUST 18,19,20
BEAVERLODGE
SLAVE LAKE
FAIRVIEW
HIGH LEVEL
GRANDE PRAIRIE
VALLEYVIEW (outdoor)
GRIMSHAW (outdoor)
HIGH PRAIRIE
PEACE RIVER
REGIONALS – G. P.
PROVINCIALS - EDMONTON
Sometimes beginning swimmers are nervous about participating in swim meets. Participation is not
mandatory, but we do encourage all swimmers to attend at least one meet. Swim meets are fun events, and
an excellent team building time. You can also help your child with your encouragement, your presence at
meets and by helping them focus on their individual improvements in time. Swim meets are a great way for
swimmers to increase their confidence as they can improve their race times regardless of their placements.
Further information about swim meets will be available prior to the first meet. Check the website and/or
watch your email.
It takes about 60 volunteers to run every swim meet! We rely on parents to volunteer at meets and to
volunteer to train as officials. Meets will not be able to proceed if there are not enough officials present to
assist. The Club requires that all parents participate in the Grande Prairie Swim meet with officiating, set up,
take down or providing food for the officials and coaches. Please do your part and help us to make swim
meets enjoyable for all!!!! More information will be made available once we get closer to the meet. Training
to be an official is free and friendly!
Travel and Equipment Information (Swim Meets)
Travel to and from the meets is the responsibility of the parents. Carpooling is common and is also the
responsibility of the parents to arrange.
Please make allowances for weather and ensure that your swimmer is properly dressed and prepared for
meets. Arrival at the meets is anywhere from 6:30 to 6:45 AM with warm-ups starting at 7:30 to 7:45 AM.
You must be present for warm-ups or the coaches will assume that you are not attending and scratch your
child from the meet. Your child’s coach will advise you of the exact times for arrival for each swim meet.
Recommended equipment for meets include
Warm-up Suit
Team Swimsuit
Swim cap(s)
Goggles(2 pairs are recommended in case one breaks)
Towels,
Sleeping bag, blanket or bed roll
Warm clothes for between events
Deck shoes such as flip flops, or crocs.
Coolers filled with meals and snacks.
Parents it is a good idea to have some camping chairs on hand in your vehicle as some meets have limited
seating and or less than comfortable bleachers. Some meets chairs can be used if you arrive early enough.
Chairs are a must for outdoor meets (Valleyview and Grimshaw). Swimmers often put up tents at the outdoor
meets as well.
Parent Conduct Code
I have read and fully understand and will respect the Grande Prairie Aquarians Summer Swim Club handbook
which states:
•
All coaches with GP Aquarians Summer Swim Club have qualifications in Technical, Theory and
Coaching specific to swimming
•
Parents are asked to refrain from speaking with their children and/or coaches during practice times.
•
Due to insurance regulations parents are not allowed on deck during practices.
•
All swimmers, relatives and friends must adhere to the 24 Hour Respect Rule by waiting a full 24 hours
prior to contacting the Vice President regarding any coaching concerns or issues.
•
Decisions made by the board regarding issues, concerns, and complaints shall be final as detailed in the
parent handbook.
•
Registering your child with the Aquarians Summer Swim Club guarantees that your family: parents,
grandparents, swimmers, and spectators will comply with all rules and regulations of the Aquarians
Summer Swim Club, including the parent handbook, ASSA, Swim Canada, and the 24 Hour Rule.
If you have concerns related to coaching please direct these to the Vice President.
Discipline Policy
The coach has the authority to discipline swimmers at all club functions. Inappropriate behavior on the part of
the swimmer may result in any or all of the following disciplinary actions:
1.
Swimmer is given a verbal reprimand by the Coach.
2.
A conference with the Coach, Club President, and one member of the Coaching Committee, parents
and swimmer may be called for upon the discretion of the coach prior to any disciplinary action being
taken. The disciplinary action taken will be based upon the offense and the behavioral history of the
individual.
3.
The swimmer is given a three-day suspension and parents will be notified of the suspension and the
reason in writing.
4.
Swimmer is expelled from the Club, with no refund.
Each swimmer and parent(s) will be required to sign the discipline policy acknowledging their understanding
of the policy. This is available on our website under the Registration Tab some copies will be available at
Registration night.
Harassment Policy
This club adheres to the Alberta Summer Swimming Harassment Policy, which is available at any time. Please
refer to the policies and procedures on the website assa.ca
Fundraising Policy
It costs the club approximately $1000 per swimmer to operate the club. Fundraising is the major source of our
club’s income, and as such, parents and/or swimmer(s) will be expected to volunteer time to work these
fundraisers. Information on fundraising will be made available at Registration night. Please contact the board
member responsible for fundraising for any questions or concerns.
Please visit the club’s website at gpaquarians.ca for fundraising information including a list of past sponsors.
Please contact the club President for a letter from the club that you can use to solicit donations and a
sponsorship brochure is also available.
Glossary of Competitive Swimming Terms
ASSA: Alberta Swimming Association is our provincial component of SNC, governed by Swim Alberta.
Deck: The area surrounding the pool.
DQ: Means that a swimmer has been disqualified during his/her event for a rule infraction. The swimmer’s
time will not be valid. A disqualification should be viewed as a learning experience. The coaching staff will
discuss corrective action with the swimmer, and will file a protest if the coach feels that the DQ was
unjustified.
Heat: When there are more competitors in any given event than lanes in the pool, the event will be divided
into more than one section. Each section is a heat. Swimmers are typically seeded by times.
Lane Card: Card identifying the swimmer’s event, heat and lane assignment. This card will be handed to the
swimmer immediately prior to their event.
Marshaling: The process by which swimmers are organized for each event and given a lane card.
Scratch: The process by which a swimmer is removed from an event that they were previously entered into.
SNC: Swimming Nation Canada.
Warm Ups: At meets, each team is given 15-20 minutes of pool time in the morning of practice and to
familiarize the swimmers with the pool.
Important Dates in May
May 1st swim season begins times to come via email
May 1st Cash Draw cheques cashed and winners declared!
May 5th – last day of Free Trial
May 10th – All Parent Spring Meeting; Eastlink Kitchen upstairs across from the Indoor playground 7pm
** Please note we will be hosting a Level 1 Officials course early in the season(dates to be determined). We
ask one parent from each family have their Level 1 officials. If you are a Level 1 we encourage you to move to
a Level 2 Officials. Our Officials Chair Randy Hopkins can be contacted regarding officials courses. **