Team Policies
(State Relay Selection updated 5/2/09)
Eligibility
All children are welcome to join the program; however, children age five and younger must be approved by the head coach before signing up for the team. Any balances owe from previous seasons must be paid in full prior to signing up for the next season.
Practices
Practices will be at the Portage High School East Pool on Monday through Friday unless otherwise noted. Please refer to the monthly calendar and weekly newsletters for practice times and assignments. Practice begins with stretching exercises. Swimmers do not need to attend every practice; however, the more practice your swimmer gets, the bigger improvement you will see.
Cost
The cost for the regular season will be determined by the PPSC, Inc Board. Fees will include an amount sufficient to cover the regular season operating expense of the team. The fees also include USA Registration fee and NWIC dues. A family discount will be given for multiple swimmers. A minimum payment due is at this time of sign-ups. The minimum payment and a payment schedule will be outlined in the registration packet. There will be a deadline for remaining balances to be paid. In the event registration dues are not paid by the established deadline, the swimmer(s) will not be allowed to attend practices or meets until the unpaid balance is paid. Please talk to the club treasurer if you have any questions regarding payments or would like to make special payment arrangements.
Participation Hours
Each PPSC family is required to volunteer a specified amount of time each season which will be outlined in the registration packet. PPSC is a parent run organization and we need every family to contribute. A Participation Deposit will be request at the beginning of each season. This fee must be paid before you swimmer enters the water at the start of each season. If all Participation hours are worked by the end of the season, you deposit will be given back. The club Secretary keeps track of hours worked.
Fundraising Requirements
Each PPSC family is required to participate in Club fundraisers. A Fundraising obligation will be set by the PPSC Board prior to the beginning of each season. Families must reach this fundraising obligation amount by the end of the season or the family will be responsible for the remaining funds. At times, a fundraising buyout may be offered at registration. This fee must be paid in full at registration. Participation Deposits may also be used to cover any fundraising fee’s not met as well.
Refund Policy
During the first 2 weeks of the season, a refund of the club fees will be given minus an established administration fee outlined in the parent’s contract in the registration packet. Also, participation hours and fundraising obligations will also be waived. However, USA Swimming Card registration fees and NWISC dues are non-refundable at anytime.
All refund requests must be in writing with the swimmers intention to withdraw from the team and the reasons for the withdrawal. Refunds must be approved by the PPSC Board. Acceptable reasons for refunds to be given are injuries, prolonged illnesses, or moving. Other circumstances will be considered as well. Refunds will be given on a pro-rated basis. Participation & Fundraising obligations may still be required.
Mail Boxes
Every PPSC family will be assigned a mailbox. All club correspondence will take place through your mailbox. It is a goal of PPSC to keep all of our families informed of new and up-to-date information. The mailboxes are to be checked by parents only. Please do not let you swimmer check your mailbox for you. We want to insure that you are receiving all the essential information.
PPSC Website
All Club information will be post on the PPSC website. We encourage parents to check the site daily. Newsletters, club calendars, meet schedules, meet entries, meet results and a lot more is all available on the website. Coach and Board Member bios are also available.
Cancellation
We try to adhere to the practice and meet schedule whenever possible. As in any organization, changes do occur. We are, however, at the mercy of the school and its facilities and we ask you for your patience and understanding if the schedule has to be changed, unexpectedly, because of pool shut downs, conflict of schedules, or other emergencies. You will be notified in writing, by E-mail, or by phone call of any changes just as soon as we are made aware of them. Information will also be posted on our website as well.
Here are our guidelines:
1.) If Portage schools are cancelled, practice will be cancelled. No phone call will be placed in this case.
2.) If the temperature drops to 0 degrees or below, practice will be cancelled. No phone call will be placed in this case. Call 763-0001 to find out the current temperature, this will be our source.
3.) If weather conditions turn too severe to hold practice, a phone call will be placed by the phone tree. Please make sure we have your current phone number on file.
Locker Rooms
It is Portage High School's Policy that no PPSC swimmer is allowed to occupy the locker rooms at the same time as the High School Swimmers. PPSC Swimmers must wait to use the locker rooms until every High School swimmer has exited. This is for safety reasons. PPSC Swimmers may change in the bathrooms out side of the pool area if the locker rooms are unavailable. Swimmers are encouraged to come to the pool already dressed for practice. Swimmers should not bring any other belonging besides the items need for practice. Swimmers should leave all belongs outside of the locker rooms either with parents in the stands or along the wall or bench of the pool.
Note: Locker Room privileges may be revoked at anytime for any reason. Locker Rooms are to be used for showering and changing only. Any playing around in the locker rooms will not be tolerated. Any theft or vandalism will result in disciplinary action and/or dismissal from the team. The Head Coach has the power to ban swimmers or a team from the locker room because of misconduct.
Parent Responsibility
Swimmers are expected to take responsibility and maintain discipline, before, during and after practice. We recommend and encourage swimmers to arrive at their designated time. When swimmers are dropped off, an adult must report to the pool and sign the swimmer in and out. Loitering is prohibited! All swimmers are required to stay in the pool or on the deck area until practice is over. Everyone will be dismissed to the locker room at that time. Leaving the pool area during practice without knowledge and permission of the coaching staff is forbidden. PPSC will not be liable for anyone in the undesignated area.
Attention: When bringing your swimmer(s) to practice, please be sure that a member of the coaching staff or a PPSC Board Member is present before you leave. Do not leave your child unattended. When picking your swimmer(s) up, please come into the pool area to get them and sign them out. Children will not be permitted to leave the pool area unattended. These rules are for the safety of all our swimmers.
Swimmers Responsibility
All swimmers are to remain on the deck for warm up exercises. No swimmer is allowed in the water before the coaches’ instructions. There is to be no running on deck, gum chewing, obscene language or horseplay permitted. Any misconduct, fighting, vandalism, stealing or destruction of school property can lead to dismissal from the club, with no refund of fees. Since participation is on a voluntary basis, it is expected that the swimmers attend practice with a serious attitude towards swimming and to be attentive and cooperative with their coaches. Disruption of practice due to misbehavior or rule violation will not be tolerated. If the coaches feel that the swimmer has a negative attitude towards competitive swimming, the parents will be contacted and asked to reconsider their commitment to the team.
Swimmers are expected to conduct themselves in a responsible manner both in and out of the pool. Locker rooms are to be kept neat and orderly and all rules of conduct apply to the locker rooms as well. A monitor may be assigned if behavior becomes a problem.
Coaches’ Responsibilities
The Coaches’ job is to supervise the entire competitive swim program. The club is dedicated to providing a program for children that will enable them to learn respect, responsibility, cooperation, commitment, teamwork, and the value of striving to be the best you can be.
The Coaching Staff is in control in matters relating to training and competition. It is the Staff responsibility for placing swimmers into practice groups based on their individual ability. Stroke instruction should be given by the coaches at the pool, not by parents at home, to avoid confusing swimmers. At meets, coaching staff will offer constructive criticism regarding the swimmer’s performance. The coaching staff will have sole responsibility of putting together relay teams in all competitions.
Discipline Policy
Most behavior problems can be addressed during practice with verbal warnings or a swimmer may be given a time out to think about their own behavior and how it’s disruptive to the team goals. If however, the swimmer does not respond to these limits and it becomes necessary to implement further action the following policy will be implemented:
First formal Warning: The swimmer will be warned about inappropriate the behavior and that it will not be tolerated. The swimmer's parents will be notified of the problem in a prompt manner. The swimmer will be encouraged to evaluate their commitment to the team. Warning will be documented with date and incident.
Second Formal Warning: The swimmer will be warned about the problem behavior and incident, a meeting will be arranged with the swimmer, their parents, the coach, a board member and others who may have valuable input into the situation. Communication will focus on limit setting and what can be done to help the swimmer to improve their behavior. Warning will be documented with the date and incident. The swimmer and family will be informed that a third warning will constitute a dismissal from the team without a refund.
Third Formal Warning: This constitutes a dismissal from the team. The swimmer will be told and the parent will be contacted immediately. The incident will be documented with the date and action taken.
If a swimmer exhibits behavior that is dangerous and poses a threat to their own safety or the safety of another swimmer, the swimmer may be immediately dismissed without formal warnings and with no refund.
Attendance Policy
Swimmers do not need to attend every practice. However, the more practices your swimmer participates in, the more improvement you will see. Attendance will be taken at all scheduled practices. Swimmers are encouraged to attend all scheduled practices. Tardiness or leaving early will result in ½ credits for attendance of that practice. Those swimmers who have a doctor’s verification of an injury and will not be able to swim for an extended amount of practices will not be penalized for their absences. Families planning vacations during the season are asked to notify the coaching staff in writing, prior to the vacation, of the planned absence. Those whom fail to do so will be penalized for the missed practices. Swimmers who participate in other sports will not be penalized for those practices missed while participating in that sport. Attendance will be counted after that sport has ended. Swimmers that have any medical condition are required to notify the coaching staff ASAP. If certain medications, i.e. inhalers are required, a written note from the doctor along with usage directions is required to be given to the Head Coach. Tardiness and early dismissals will be excused for academics as long as the privilege is not being abused.
Equipment
Each swimmer is responsible for providing their own equipment necessary for practice and competitions. Each swimmer must have:
Proper Swim Suit (see explanation below)
Goggles
Swim Cap (only for swimmers with long hair)
Towel
Advise your swimmer to carefully check to make sure they have all of their belongings after practice. Do not bring valuable items to practice or competitions as they can easily be lost or stolen. Parents are also advised to check your swimmers bag before leaving practice to make use they have all of their belongings.
Swimmers may wear any swim suit for practices with a few restrictions. Girls must wear a one piece swim suit. Two piece swim suits or bikinis are not appropriate for practice.
Official Uniform for Team Competition
Team swim suit or a red or black suit
Team Cap (for swimmers with long hair)
Team Shirt
All Swimmers are required to wear the team outfit at all competitions. Wearing the uniform displays pride in the program and promotes each individual who participated in the program. Wearing the team uniform enhances “team spirit” and has an effect on the competition. It is a privilege to wear the Portage Porpoise Swim Club uniform. Swimmers out of uniform may lose the privilege to compete, at the discretion of the coaches and/or board.
Team suits are available for purchase at registration. Team Caps are also available for purchase through out the season, while supplies last. Also, every PPSC swimmer will receive 1 team shirt per season, with no additional cost as long as the PPSC budget allows. Extra team shirts and other apparel will be available for purchase. Information will be sent out to you when orders are being taken.
Spectators
Parents and children are allowed to observe practice, provided they remain quietly in the bleachers. Unless approved by PPSC and the Head Coach, parents are not permitted on the deck area at any time during practice. This is a distraction to the coaches and swimmers and also violates our insurance. If you have a specific concern or question during practice, please see a Board Member.
Dual Meets
Dual meets are included in the registration fees. All swimmers are expected to participate unless otherwise instructed by the Head Coach. A sign up sheet will be put out about two weeks before the meet. It is the parent’s responsibility to check “Yes” if the swimmer is attending or “No” if the swimmer will be unable to attend. The Head Coach will pick which events they feel the swimmer will do the best in. If you do not check “Yes” on the sign up sheet, the swimmer will not be able to attend the meet. In the case of illness or emergency, after a swimmer has signed up, please notify the coach as early as possible. Dual meets take priority over an Invitational! PPSC will provide a coach for all Dual Meets.
Transportation to an away meet is the responsibility of the swimmers parents. Parents are expected to help at home meets and to donate to the concession stand. Sign-up sheets for volunteering will be posted in the pool several days before a meet. These hours go towards Parent Participation hours.
Invitational’s
An invitational is an additional and optional opportunity for a swimmer to compete. The Head Coach will decide, with the collaboration of the PPSC Board of Directors, which invitationals PPSC will enter as a team each season. PPSC will provide a coach for ALL scheduled meets that swimmers will be attending. A meet schedule will be posted at the pool and on the PPSC website.
Sign ups for Team Invitational’s will be announced in advance. A sign-up sheet will be provided. Each meet has a different cost per event. Parents may choose the individual events they wish to enter their swimmer in accordance with the specific rules of the invitational. However, you may ask the coach to pick out the events for you. A coach pick fee of $20, per swimmer, will be required and should cover the event fees. Parents will be responsible for balances that exceed the coach pick fee. Any monies left over will be credited to your account.
Complete payment is due before the sign up deadline. No late entries will be accepted. Any swimmer who has not paid for the invite will be scratched from the meet.
Invitational Meet Policy
PPSC Board of Directors, upon recommendation of the coaching staff, will designate one or more invitational per season as a Team Effort. Entry information and deadline will be distributed to the members as soon as it becomes available.
All invitationals are optional, including those designated as a Team Effort. The coaching staff has the sole responsibility of putting together relay teams. All entry forms and entry fees for any invitational must be submitted to PPSC in order for a PPSC registered swimmer to participate, before the assigned deadline. No Exceptions! Strict adherence to specified deadline dates for fees and sign-ups will be followed. No late entries or fees will be accepted. Invitationals do not excuse a swimmer from participating in a scheduled dual meet or in the NWISC Championship Meet
PPSC coaching staff will be happy to consult with any parent regarding the readiness of a swimmer to attend invitationals, the appropriate number of invitationals to attend the events a swimmer is considering etc… Please feel free to make arrangements to speak with your coach before or after practice.
Swim Meet Policy
All swimmers who are entered in a given meet are required to participate in warm-up. Swimmers should arrive at the meet location in adequate time to be dressed, stretched and ready to get into the water at the warm-up starting time. Warm-ups are very important for increasing the chances for success. Swimmers who are repeatedly late or miss warm-ups may lose privilege of competing at the coach's discretion.
All swimmers are expected to swim the events in which they are entered. A note from a parent before the start of the meet regarding a medical reason is the only exception. Swimmers may not request changes. If you would like to swim other events, discuss with your coach after the meet or at the next practice.
All swimmers are expected to conduct themselves in a sportsmanlike manner. Displays of temper and self indulgences are unacceptable and could lead to a disqualification by officials.
All relay assignments will be accepted with grace and courtesy. Complaining about a relay assignment or another relay member is unsportsmanlike and will be addressed accordingly.
Swimmers are not allowed in the unused area of the pool. This is for safety reasons. Address questions or concerns about a swim meet to the Coach After the meet is over or at the next practice
We are a swim team! Remember, there is no I in T-E-A-M. The coaches have many decisions to make regarding who will swim in each event. In order for us to win as a team, we must have swimmers in as many events as possible. This means that you may be entered in an event you do not like or feel you are particularly good at. Remember that each swimmer has different abilities and talents. No one has the right to make another swimmer feel bad by complaining that they are not “good enough” to swim on a relay or in a particular event. If you want to talk to the coach about this, see them after the meet or at the next practice.
Conference
Attendance at Conference is mandatory for all PPSC swimmers, except in cases of illness, emergency, or family or school commitments. The conference meet is rotated among the eleven NWISC teams. Our club is in the summer rotation. The date and location of Conference is listed on the meet schedule.
State Relay Selection Criteria
Selection to the State Relay should be considered a reward and honor for a season of hard work and dedication. Each relay member should take pride in their commitment to the TEAM. Relay members are expected to attend ALL State Championship Practices once notification of their selection has been given.
Relays will be assembled from the top 4 swims that will collectively meet state standards.
Championship/State Relays will be selected the Monday after the Conference Championship Meet. Once notified of the STATE RELAY Selection parent/swimmer has 24hrs to accept/decline this great opportunity, if no response is given within 24hrs, PPSC Coaching Staff will then select the next eligible swimmer.
If 2 or more swimmers are TIED for a relay position the following categories will be considered by the Caching Staff and Board members to determine the 4 swimmers to participate on the state relay.
- Practice Attendance
- Dual meet participation
- Team Invite Participation
- Attendance at “Team” Functions
- Overall attitude of swimmer
- The decision of the Board and Coaching Staff will be final and not open for debate after final relays are selected.
- The following Courses will be used to determine relay members for each season:
A. Fall/Winter-Short Course Yards Times
B. Summer-Long Course Meters Times (we will not accept SCY times for Summer Relays, the reason being a non conforming time can greatly influence where the relay is seated at the State Meet) All swimmers that plan on making a State Relay must swim in a LCM Invite.
Dismissal Policy
All swimmers and parents are required to read the team policy and abide by the rules. Any infraction of these rules can lead to dismissal from the club with no refund in accordance with our discipline policy.
With everyone’s cooperation, we can have a smooth and successful swim season.
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