usas report from bob staab, at-large delegate to … oks 2016...usas report from bob staab, at-large...

USAS Report from Bob Staab, At-large delegate to the convention I appreciate the opportunity to attend the USAS Convention this year as an at-large delegate and to help represent OKS. Below you will find comments from some of the meetings I attended (Senior Committee, International Relations Committee, Rules and Regulations Committee, Steering Committee, #SwimBiz workshop, National Team Evaluation Committee, Central Zone meetings, and House of Delegates meetings).

• Senior Committee – o Futures summer 2017 – 4 sites TBD (QT to be the same as 2016) o Summer 2017 Nationals – Indianapolis, IN (QT to be the same at

2016 OT) o US Open 2017 – East Meadow, NY (QT to be slower that 2016) o Summer 2017 Jr. Nationals – East Meadow, NY (QT to be same as

2016) o Winter 2017 Nationals - The Ohio State University o Winter 2017 Jr. Nationals - University of Iowa o Summer 2018 Nationals and Jr. Nationals - Irvine, CA o Futures summer 2018 – TBD o Reviewing new time standards that would allow for approximately

900 swimmers in the future. o 2020 US Open and Summer Jr. Nationals could become a

combined event. o Olympic Team report from Frank Busch

§ 63% of times swum were an improvement from times at Olympic Trials

§ Only 2 of 47 team members had not raced internationally before

§ 40 of the 47 team member raced internationally in 2015 o Keys to preparation

§ Technical awareness § FUN § Take care of business regardless of distractions § Attention to nutrition, strength, and sports medicine § Fast and intense workouts during camp § Engaged coaching staff

o Keys to performance – discussed with swimmers that they “don’t have to be extraordinary, just do what you have been preparing to do.”

§ Mindset of ear to brain challenges § Late night adjustments § Ability to re-focus everyday § Owning the team area § Team culture § Athlete leadership § Momentum

o

o What can USA do for continued success § Be process driven § Independent and thoughtful athletes § Be coaches and teachers § Understand success around us § Embrace our best athletes

• Rules and Regulations o Ongoing discussions around the temperature at which wet suits will

be allowed for open water swims and if there will be a different temperature for those 18-under

o LSC Championships do not have to follow rule 207 o Discussion on whether LSC template by-law changes require 2/3’s

or a majority vote for changes to occur • National Team Evaluation Committee (I am a member of this committee)

o Reviewed Jr Pan Pac athlete and staff survey results o Decision made to sunset this committee and to have USA

Swimming staff perform this function and report findings to the Steering Committee chairman.

• #SwimBiz workshop o Publicity for teams = sales o What is your story? Your story is not just meet results. o Show or tell?

§ Define desired results § Identify audience § Select media outlets § Craft targeted messages § Pitch your story § Create impact to take the desired action

o Have a signed release for images and stories for those 18-under o Social media

§ Confine you’re your efforts to ones you have time to do § What are your goals § What platform is best for you § What is the right frequency § Where are you driving them back to (should be website) § Photos are viewed/liked twice as often as just text and videos

are shared 12 times as often as photos and text combined • International Relations

o 2020 Olympic Trials will be in Omaha (finishing working out details)

o 2017 World Junior Championship in Indianapolis, IN o USOC will be taking over Safe Sport role (similar to USADA) when

the event includes a sexual component o Younger athletes are affected more than older athletes by

concussions o Additional testing is ongoing for athletes in the top 10 in the world

versus top 50 or top 100

CONCUSSION UPDATE

2016 USA SWIMMING OPERATIONAL RISK COMMITTEE WORKSHOP

STARRE HANEY RN, MS

DEFINITION

•Concussion is a type of brain injury

• defined as a traumatic brain injury which results from either a

direct or indirect contact to the head which results in short-lived

changes in normal brain function

• Zurich 2012 4th International Conference on Concussion in Sports

REVIEW SIGNS AND SYMPTOMS

• Headache

• Nausea or Vomiting

• Dizziness

• Blurry or Double Vision

• Bright Lights bother some

• Sleepiness

• Balance problems-can’t walk straight

• Amnesia

• Loss of consciousness

WHAT DO YOU DO WHEN YOU SUSPECT A POSSIBLE CONCUSSION OR OTHER BRAIN INJURY

• Remove swimmer from the pool-practice or meet

• Swimmer should be examined by a healthcare provider that is experienced in

caring for patients with concussions-

• Swimmer’s personal physician

• Emergency Department physician/nurse practioner/physician’s

assistant

• Call 911 if patient is unconscious

• Have parents transport to the Emergency Department for other symptoms

RECOVERY

• No concussion is alike

• Everyone recovers at a different pace

• May take a week, maybe months

• Sleep and rest, especially the first few days is very important and helps the

brain recover

• School must be aware of concussion and assist in recovery-requires

communication from the healthcare provider, parent, school and swimmer

APPROVAL FOR RETURN TO SWIM

•Who can sign a return to swim?

• Depends on your state law and regulations

• Licensed healthcare provider who has been trained in the

evaluation and management of concussions. This could

include a physician, nurse practitioner, physician assistant,

certified athletic trainer, or board certified sports physical

therapist.

RETURN TO SWIMMING

• Swimmer must show you a signed return to swim statement from that

licensed health care provider

• For the healthcare provider to sign that form the swimmer must:

• no longer have any academic restrictions

• be symptom free

• not be taking any concussion related medications

• be able to do light exercise without problems

• be able to walk on the track, around the pool at increasing pace without headache or other

symptoms

• be able to use an exercise bike at low speed

RETURN TO SWIMMING

• More to come on this from our Sports Medicine Committee

• But in the mean time- start slow-

• Kicking sets only (no flip turns)

• Swim without flip turns- easy free style, easy breast stroke

• No hypoxic- (breath holding) sets

• In water starts only

• Gradually increase yardage, intensity and stroke work

• Add flip turns and starts from the block last

WE ONLY HAVE ONE BRAIN

We need to treat it well

POSSIBLE CONCUSSION AT THE POOL

1. SIGNS AND SYMPTONS

☐ Nausea

☐ Vomiting

☐ Headache

☐ Dizziness

☐ Blurry Vision

☐ Balance Problem

☐ Amnesia

☐ Loss of Consciousness

2. NEEDS IMMEDIATE MEDICAL ATTENTION

☐ Unconscious: Not waking up WATCH FOR AIRWAY PROBLEMS

Not able to talk IMMOBILIZE NECK

☐ Seizure

☐ Was awake, now is not

☐ Slow to talk

☐ Confused

☐ Not breathing well

3. DO YOU SEND FOR MEDICAL EVALUATION? YES IF:

☐ Person was “knocked out”

☐ They don’t know their name

☐ They have vomited

☐ They feel like they might throw up

☐ They have a severe headache

☐ They can’t walk straight

☐ They just want to take a nap and its 10 am

☐ They don’t remember if they did warm ups or not and its midway through the session

☐ They don’t remember the name of their school

☐ They don’t remember their name

☐ They don’t remember what team they are on

☐ They have trouble with their vision- hold up 3 fingers and ask the person how many they see

4. QUESTIONS TO ASK

☐ Ask about their headache- is it an “owie” in one place (normal) OR does their head hurt all over, worst

headache of their life

☐ Ask if the sun or bright light bothers them

☐ Ask if they feel like they might throw up.

☐ They should want to eat (unless they just ate)

☐ They should walk normally

☐ They should answer questions clearly and fast

5. RE-EVALUATION

If the swimmer or injured person stays at the pool:

o Have the coach report back to you on the swimmer’s condition

Hourly for a few hours

o If the person is an adult or driving teenager- find out who else may be with them:

Be sure another reliable adult can assist and observe

The injured person should not drive

Have them check back with you hourly

OR

o You check back on the injured person hourly

People with a concussion may not be able to make the best decision regarding their own

healthcare. Their judgement may not be the best. Concussion symptoms can be subtle, variable,

and may not show up until hours after the initial injury.

The Meet Ref or Swim Coach should require the athlete with a possible

concussion/head injury be evaluated by a healthcare provider who is experienced in

treating concussions, prior to returning to competition or practice. If there is any

suspicion of head injury with or without the listed symptoms, the athlete should be referred for

follow up with a healthcare provider (experienced in treating concussions). State Law may

require this evaluation as well.

The athlete must also present a release to return to swimming competition or practice that has

been signed by the healthcare provider.

WE ONLY HAVE ONE BRAIN. TREAT IT WELL

1

USA Swimming, Inc.

Operational Risk Committee

Hypoxic Training Recommendations

September 13, 2016

If hypoxic training is utilized by coaches in the development of advanced competitive swimmers, it must be conducted only when following appropriate principles and under the direct supervision of an experienced coach. These principles are:

1. Coaches should stress to athletes that they should never ignore the urge to breathe. 2. Hypoxic training should involve progressive overload, in line with the athlete’s physical

and skill development – for example, beginning with efforts over 5m, 10m, then 15m etc. - as the swimmer develops the appropriate skills and physiological capacity.

3. Coaches should ensure adequate rest between hypoxic efforts to ensure full recovery. 4. Athletes should not hyperventilate (take multiple, deep breaths) prior to any

underwater or other hypoxic efforts. 5. Hypoxic training should not involve competitive efforts of maximum duration, or

distance covered.

Hypoxic Training – On the Surface and/or Underwater

Drills may be conducted as part of on top of the water training or under water training. Extreme

care must be undertaken by the coach when under water training is being conducted. The risk

of a swimmer losing consciousness when on the surface is lower than during underwater

swimming drills. While on the surface, swimmers are more likely to take a breath when needed

whereas underwater they may resist the urge to breathe. In addition, any loss of consciousness

while swimming on the surface is more likely to be noticed by coaches or aquatic supervisors,

allowing for a faster rescue response. If a swimmer loses consciousness underwater, that

swimmer may go unnoticed for a period of time thereby increasing the likelihood of injury.

Common risk reduction strategies include: • Hypoxic training should involve progressive overload, in-line with the swimmer’s

physical and skill development – for example, beginning with efforts over 5m, 10m, then 15m etc. - as the swimmer develops the appropriate skills and physiological capacity.

• Adequate aquatic supervision is provided. Swimmers should never swim alone.

2

• Never hyperventilate (take multiple, deep breaths) prior to any hypoxic training or efforts or before any underwater swims.

• Structuring sessions to minimize involuntary hyperventilation immediately prior to a hypoxic set.

• Encouraging swimmers to breathe as needed and to stay within their comfort zone. • Ensuring adequate rest for full recovery between hypoxic efforts. Recovery time will

vary from swimmer to swimmer. • Hypoxic training should not involve competitive efforts of maximum duration, or

distance covered. Coaches and swimmers must not engage in breath holding games or challenges.

Underwater Drills

Common underwater activities that can lead to hypoxic blackout include repeated underwater swims or underwater kicking drills as well as stationary breath holding competitions for time. In all instances, the nature of the risk can be high. Even with successful resuscitation, complications including hypoxic brain damage and respiratory infection can occur.

The following considerations must be factored into hypoxic underwater training:

1. Coaches should be aware of the dangers and understand the risks of hypoxic training. 2. Swimmers should be instructed to surface and breathe when they feel it necessary

when swimming underwater. Never resist the urge to breathe. 3. Stationary breath holding should never be used as a training method.

4. Only one deep breath should be allowed prior to submersion. Hypoxic blackout is

closely linked to hyperventilation.

5. Underwater drills should be at the start of a workout when swimmers are not close to

their maximum aerobic capacity (VO2 max).

6. In general, the drill distance should not exceed 25 yards for a one time attempt. No

immediate repeat attempts or challenges should be undertaken. More experienced,

elite, athletes may attempt longer distances but should only do so under direct

supervision of an experienced coach.

7. Allow adequate time for recovery, which will vary from swimmer to swimmer. Some guidelines suggest at least a two minute recovery time should be allowed before attempting another underwater swim, depending on age and experience.

8. No competitions or challenges; i.e. see who can swim the greatest distance underwater

or hold their breath for the longest time will be conducted by coaches or swimmers.

9. There will be no pressure or penalties for swimmers who are unable to hold their

breath as long as other swimmers.

Operational Risk Committee

Warm – Up Guidelines

Best Practices

Presenters / Moderators:Adam Zeichner, Allan Meier, Lynne Shine

)

Pre-Meet Recommendations:

Determine what Safety/ Warm-Up information is to be included in the Meet Announcement.

Subsequent to meet entry deadline host team should determine final safety / warm-up procedures to be implemented based on number of athletes entered.

Examples to determine include: total number of swimmers, numbers by age group, numbers by event / stroke

Once appointed, the meet director is responsible for identifying and coordinating meet marshals for the meet. ("arranging for personnel" USA Swimming Rule 102.9)

Question for Discussion:

What does your LSC recommend that meet hosts use for determining final safety/warm-up procedures based on number of athletes entered, and/or types of age groups or events in any given meet?

Responsibilities of Marshals:

Marshals should arrive at the swim venue at least fifteen (15) minutes prior to the beginning of warm-ups. They should check in with the referee to receive instructions, i.e. where they will be positioned, special safety concerns for the meet, etc.

Marshals should be easily identifiable by a distinctive article of attire. (Hat, jacket, vest, etc.)

During warm-ups, the head marshal should have a whistle.

Warm-down areas must be marshaled throughout the meet.

Marshals must not leave the area until coverage is provided or until excused by the referee

Marshals Duties

General Warm-Up

Making sure that swimmers behave in a safe manner. (No running, abusive behavior, etc.)

During general warm-ups, making sure that swimmers enter the water feet first from the starting end only and ease into the water ("3 point entry"). ABSOLUTELY NO DIVING IS PERMITTED!

Swimmers should enter the pool FROM ONE END ONLY, and never from the sides during warm-up.

Being alert to dangerously overcrowded warm-ups and alert the meet referee.Notifying the coach of any swimmer who is behaving or acting in an unsafe manner.

Maintaining professional composure in all interactions with coaches, athletes or patrons.

Helping create a safe environment.

Prohibit the use of training equipment in the pool.

Specific Warm-Up

Coordinate with coaches and athletes for the opening of "sprint/start" lanes with the approval of the meet referee.

When overseeing "sprint only" lanes, position yourself so that you are able to intervene quickly and effectively if a safety issue should arise. (i.e., a swimmer climbs up on the block with a swimmer already in the water preparing to complete a backstroke start)

Ensure that athletes are being "started" by a supervising coach - as opposed to a teammate or on their own.

Provide assistance to meet referee in clearing the competition pool prior to the start of any individual session.

USA Swimming Rulebook:

102.19 MARSHALS-Shall wear identifying attire and enforce warm-up procedures and maintain order in the swimming venue. The marshal shall have full authority to warn or order to cease and desist, and, with the concurrence of the Referee, to remove, or have removed from the swimming venue anyone behaving in an unsafe manner or using profane or abusive language, or whose actions are disrupting the orderly conduct of the meet.


What does your LSC require or recommend that meet hosts provide in the way of marshals?

Pool Capacity and Control

Coaches should maintain contact with all their swimmers throughout warm up. Recommended contact includes both line of sight, and verbal control of all athletes under a coach’s supervision. All teams must be made aware of changes to warm-up procedures for a meet.

25 Yard Pool 25 Meter Pool 50 Meter Pool

Age Group (12 andUnder)

12-15 15-18 28-35

Senior (13and over)

10-12 12-15 21-28

Recommended Maximum Number of Swimmers Per Lane

General Warm up – 3 point entries (sit and slide), no start or diving.

Specific Warm up – 1 and 8 (1 and 6) push pace, 2 and 7 (2 and 5) one-way starts, 3 through 6 (4 and 5) general

Never have a swimmer on the blocks while another is in the water for a backstroke start.

Allow enough space between swimmers doing sprints with special notice regarding breaststrokers.

A minimum two marshals or officials should be assigned to monitor the pool for every 6 to 8 lanes.

Questions for Discussion:

Given the above recommended numbers of maximum swimmers per lane, what does your LSC feel is

reasonable?

How long are your warm-up sessions?

Lower Body Dynamic Warm-up

Stretches for Swimmers

StretchesforSwimmerspage2

Operational Risk Committee Warm-Up Guidelines Presentation

Pre-Meet Recommendations:

Determine what Safety/ Warm-Up information is to be included in the Meet

Announcement.

Subsequent to meet entry deadline host team should determine final safety / warm-up

procedures to be implemented based on number of athletes entered.

Examples to determine include: total number of swimmers, numbers by age

group, numbers by event / stroke

Once appointed, the meet director is responsible for identifying and coordinating meet

marshals for the meet. ("arranging for personnel" USA Swimming Rule 102.9)

Question for Discussion: What does your LSC recommend that meet hosts use for determining final safety/warm-up procedures based on number of athletes entered, and/or types of age groups or events in any given meet?

Meet Marshal Guidelines:

Responsibilities of Marshals:

Marshals should arrive at the swim venue at least fifteen (15) minutes prior to the

beginning of warm-ups. They should check in with the referee to receive instructions, i.e.

where they will be positioned, special safety concerns for the meet, etc.

Marshals should be easily identifiable by a distinctive article of attire. (Hat, jacket, vest,

etc.)

During warm-ups, the head marshal should have a whistle.

Warm-down areas must be marshaled throughout the meet.

Marshals must not leave the area until coverage is provided or until excused by the

referee

Marshals Duties: General Warm-Up

Making sure that swimmers behave in a safe manner. (No running, abusive behavior, etc.)

During general warm-ups, making sure that swimmers enter the water feet first from the starting end only and ease into the water ("3 point entry"). ABSOLUTELY NO DIVING IS PERMITTED!

Swimmers should enter the pool FROM ONE END ONLY, and never from the sides during warm-up.

Being alert to dangerously overcrowded warm-ups and alert the meet referee.

Notifying the coach of any swimmer who is behaving or acting in an unsafe manner.

Maintaining professional composure in all interactions with coaches, athletes or patrons.

Helping create a safe environment.

Prohibit the use of training equipment in the pool. Specific Warm-Up

Coordinate with coaches and athletes for the opening of "sprint/start" lanes with the approval of the meet referee.

When overseeing "sprint only" lanes, position yourself so that you are able to intervene quickly and effectively if a safety issue should arise. (i.e., a swimmer climbs up on the block with a swimmer already in the water preparing to complete a backstroke start)

Ensure that athletes are being "started" by a supervising coach - as opposed to a teammate or on their own.

Provide assistance to meet referee in clearing the competition pool prior to the start of any individual session. USA Swimming Rulebook:

102.19 MARSHALS-Shall wear identifying attire and enforce warm-up procedures and maintain order in the swimming venue. The marshal shall have full authority to warn or order to cease and desist, and, with the concurrence of the Referee, to remove, or have removed from the swimming venue anyone behaving in an unsafe manner or using profane or abusive language, or whose actions are disrupting the orderly conduct of the meet.


What does your LSC require or recommend that meet hosts provide in the way of marshals?

Pool Capacity and Control:

Coaches should maintain contact with all their swimmers throughout warm up. Recommended

contact includes both line of sight, and verbal control of all athletes under a coach’s supervision.

All teams must be made aware of changes to warm-up procedures for a meet.

Warm Up Safety Guidelines

Maximum Swimmers Per Lane

25 yard pool 25 meter pool 50 meter pool

Age Group (12 and under) 12-15 15-18 28-35

Senior (13 and over) 10-12 12-15 21-28

General Warm up – 3 point entries (sit and slide), no start or diving.

Specific Warm up – 1 and 8 (1 and 6) push pace, 2 and 7 (2 and 5) one-way starts,

3 through 6 (4 and 5) general

Never have a swimmer on the blocks while another is in the water for a

backstroke start.

Allow enough space between swimmers doing sprints with special notice

regarding breaststrokers.

A minimum two marshals or officials should be assigned to monitor the pool for every 6

to 8 lanes.


1. Given the above recommended numbers of maximum swimmers per lane, what does your

LSC feel is reasonable?

2. How long are your warm-up sessions?

George T. Edelman, MPT, OCS, MTC www.esopt.com

On-Deck Shoulder Dynamic Warm-Up Complete 2 sets of 15 for each activity

#1

Start Finish

#2

Start Finish

#3

Start Finish

#4

Start Finish

#5

Start Finish

DRONE BASICS 101 Risk Management Services, Inc. What is a drone?

• UAS – Unmanned Aircraft System • UAV – Unmanned Aerial Vehicle • Quadcopter, etc. • Considered by Federal Aviation Administration (FAA) to be an “aircraft”. • Based on FAA classification, commercial insurance companies look at them as “aircraft” as well.

Potential drone usage:

• Law enforcement and SWAT • Emergency response teams (FEMA) • Fire and Rescue • Homeland Security • Agriculture • Construction • Real Estate • Shipping and Maritime • Archaeology • Movies/Video

Commercial Drone Guidelines ((H) Applies to Hobbyist Drone) FAA released new guidelines regarding drone operation Aug 29th, 2016. Basic guidelines are…

• Must be under direct line-of-sight control. (H) • Must remain under 400ft. • Cannot fly above people other than operator. • Cannot exceed 55 lbs in total. (includes potential cargo) (H) • Operator must conduct pre-flight inspections. • Must remain out of restricted air spaces. (airports, etc.) (H) • Relaxed requirements for operator certification.

o Minimum age 16. o Pass an aeronautical exam. o TSA Screening.

Drone Insurance

• Standard CGL (ISO) forms will not provide coverage for drones. • Most companies have exclusions that read, “arising out of the ownership, maintenance, use or

entrustment to others of any aircraft owned or operated by or rented or loaned to any insured. • Insurance industry is slowing catching up to drone phenomena. Recently released a “drone”

based CGL (ISO) policy. Additionally, many companies have crafted endorsements to offer minimal coverage for drones on a typical CGL policy.

• Those in the business of drone operation have aircraft insurance widely available to them for around $800 - $2000 per year.

• Hobbyists can sometimes find coverage under a homeowners policy, but very rare. Predominant Coverage for Drones (others available)

• Bodily Injury and Property Damage • Invasion of Privacy (Personal and Advertising??) • “Hull” coverage (damage to drone)

Recommendations for organizations that purchase and operate their own drone…

• Make sure you have the appropriate insurance coverage. • Always operate the drone in accordance with and in compliance with all FAA guidelines. • The drone should only be operated by a trained and certified experienced individual. • Strict parameters should be put in place for drone use. (locations, weather, etc)

Recommendations for organizations that utilize a third party for drone operation…

• Make certain a valid contract is in place between both entities. • Drone operator must show evidence of insurance and operational ability. • Make certain they operate within FAA guidelines for commercial operators.

Article that contributed to this information: Risk Management Magazine; FAA Clears Drones for Takeoff; by Dennis M. Cusack. September 2016 issue. http://www.rmmagazine.com/2016/09/01/faa-clears-drones-for-takeoff/ ** Please note that this is a very brief and basic overview of drone regulation and insurance

coverage. Make sure you review all appropriate FAA guidelines thoroughly prior to drone operation.

** Please be sure to consult an expert in drone operations and related issues surrounding drone

operations and insurance.

SAILOR/PENGUIN DIVES

AND RUNNING DIVESOperational Risk Committee

Atlanta Convention

Wednesday, September 21, 2016

ATLANTA CONVENTION

Sailor Dive or Penguin Dive (regional names)

Head first entry with arms at one’s side

Dangerous dive style that exposes the head and neck to injury if performed in shallow water ( water less than ones height)

Does Not have a place in USA Swimming. They are Not allowed.

Should be prohibited by coaches and facilities

RUNNING DIVE

Running dives in the past have been done like this:

Needs to be performed in deep water (over 5 feet)

Should use slip resistant matting

Should not dive over any obstacles

USA Swimming does Not allow sailor dives for risk associated with slipping and concussion.

Swimming Facilities do not allow running dives.

Running dives entrance velocity is equal to the velocity of take off from a one meter diving board.

https://www.youtube.com/watch?v=zjFNy4omf9M

https://www.youtube.com/watch?v=woeLMMSdrls

https://www.youtube.com/watch?v=zjFNy4omf9M

Resources

Cornett, Andrew C., et al. Racing Start Safety:

Head Depth and Head Speed During

Competitive Swim Starts Into a Water Depth of 2.29 m. International Journal of Aquatic

Research and Education, 2011, 5, 14-31 © 2011

Human Kinetics, Inc.

Gabrielsen, M. Alexander, et al. Diving Injuries:

Research Findings and Recommendations for reducing Catastrophic Injuries. CRC Press Boca

Roton 2001.

Always an Elise Cerami Fan, Lori Cerami

Volunteer Management Plan

Please use the following questions to help determine your needs and plan for volunteer management

LSC Development Committee Volunteer Task Force

September 2016

Volunteer Management Plan Template LSC Development Committee Volunteer Task Force - Final copy 2016 2

Basic Volunteer Information

How many LSC | club board | event/meet (circle one) members do you have?

How many LSC | club board | event/meet (circle one)

volunteers do you have?

Which months of the year do you use volunteers and how many do you need each month?

Jan. Feb. March April May June July Aug Sept. Oct. Nov. Dec.

Which months of the year do you need to recruit volunteers and how many do you need each month?

Jan. Feb. March April May June July Aug Sept. Oct. Nov. Dec.

Start with the basics: what, who and when?


Volunteer Orientation

Does your organization currently have a volunteer orientation?

Is yes, what does the orientation cover?

If no, how do volunteers know what is expected of them?

Does your organization have job descriptions for volunteers?

List who has to be oriented?

Communicate culture, structure, duties, expectations, assistance


Mission Alignment

What is your organization’s mission?

How do you engage volunteers in this mission?

Do all volunteer positions support this mission?

Yes or no, please explain

Mission & values of organization align with volunteers’ and their role within mission


Succession Planning Information

How many leadership positions do you have that are filled by volunteers?

How often are volunteer leadership positions filled (e.g. annually, bi-annually)?

Do you have a formal succession plan?

If yes, please explain:

Do you have an informal succession plan?

If yes, please describe:

Do you conduct “exit” interviews with volunteers?

If yes, please describe

All thinking about their replacement & the organization not repeating a bad experience


Volunteer Retention Information

How are you avoiding overloading your volunteers? How are you delegating to volunteers?

How are you keeping the “joy” in volunteering? How do you keep things “fresh?”

How do your volunteers provide feedback about their experience or satisfaction?

How are recognizing your volunteers?

How do you create or build a culture of celebration and gratitude of volunteers?

Without enjoyment and celebration volunteering is simply unpaid work


Volunteer SWOT Analysis (Strength, Weakness, Opportunity, Threats)

What are the strengths of your current volunteer program?

What are the weaknesses of your current volunteer program?

What are the opportunities for your current volunteer program?

What are the threats to your current volunteer program?

What is priority to leverage a strength listed?

What is priority to address a weakness listed?

What is priority to implement an opportunity listed?

What is priority to address a threat listed?

What are the resources needed to leverage this strength?

What are the resources needed to address this weakness?

What are the resources needed to implement this opportunity?

What are the resources needed to address this threat?

Based on when you need volunteers what is the optimal timing for this action?




Management Plan: Assess, Prioritize, Organize, Schedule


Name __________________________ Contact information___________ ____ (email)

Please let us know what you think How did we do presenting information today? What do you like about this form? How would you make this form more relevant to your organization? How would you make this form more helpful to other LSCs/clubs? Any other suggestions?

usas report from bob staab, at-large delegate to … oks 2016...usas report from bob staab, at-large...

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