Canal Winchester Dolphins

We are excited to welcome you and your swimmer(s) to a great season of competition and teamwork. This document provides essential information to ensure a smooth and successful season. Please review it thoroughly and refer to it as needed.

Communication Policy

All team communication will be conducted through SwimTopia to maintain a professional and organized environment. Please have the app downloaded to your phone and enable push notifications.

Messages sent via Facebook, Instagram, Twitter, or other social media platforms will not receive a response from coaches or commissioners.

• Any practice/meet cancellations or delays will be communicated as soon as possible.
• Please check SwimTopia regularly for the most up-to-date information.
• Enable push notifications for SwimTopia to ensure notifications are received.
• If additional people are needed within a registration, please contact Erin Warren.

Weekly Updates

Each Sunday, an informational email will be sent out containing:

• Upcoming practice schedule
• Meet details and deadlines
• Important announcements or urgent updates

Who to Contact?

Messages can be sent from Swimtopia by accessing the “About” menu and selecting “Contact Us”.

Head Coach – Holly Tucker

For questions related to:
✔ Practice schedules and times
✔ Meet information and logistics
✔ Swim practice details and expectations
✔ Stroke technique, training advice, and competitive insight

Commissioner – Erin Warren

For questions related to:
✔ Registration and team fees
✔ Swimtopia
✔ Spirit wear and merchandise orders

Response Time & Considerations

Please keep in mind that our coaching staff and commissioner have additional responsibilities outside of the team. While we will strive to respond as soon as possible, we appreciate your patience and understanding.

Practice Information

Practices are available five times per week and will be split by age groups. Note that there will not be practice on the Wednesdays there is a meet scheduled.

• Monday - Thursday
• 10 & Under - 6:30pm - 7:30pm
• 11 & Over - 7:15pm - 8:30pm
• Saturday – 9am - 11:30am

While attendance at all practices is not mandatory, swimmers are strongly encouraged to attend a minimum number of practices each week. Consistent participation is key to skill development, endurance, and overall improvement. The more practices a swimmer attends, the more opportunity they have to build technique and confidence.

• Swimmers aged 6 & under are recommended to attend at least 2 practices per week
• Swimmers 8 & under are recommended to attend 2-3 practices per week
• Swimmers 10 & over are recommended to attend 4 practices per week

Practice Expectations

• Arrive on time: Swimmers should be ready to begin practice at the scheduled start time.
• Lane Assignments: Swimmers will be grouped based on skill level and speed to ensure the most effective training experience.
• Effort & Attitude: All swimmers are expected to give their best effort at each practice.

Meet Information

Attached below is the official meet schedule for this season. Please review it carefully and direct any questions to the Head Coach. Note: Tri-County Aquatic League (TCAL) requires participation in at least one practice to swim in that week's meet.

Date	Event	Location	Start Time*
Sat, June 6	Home vs Groveport & Logan	CW Pool	8:00 AM
Sat, June 13	@Pickerington & Granville	Pickerington Community Pool, 11330 Stonecreek Drive, Pickerington, OH	8:00 AM
Wed, June 17	@Huntington Hills	Huntington Hill Recreation, 6613 Springbrook Dr NW, Pickerington, OH 43147	5:30 PM
Wed, June 24	Home vs Dresden	CW Pool	5:30 PM
Sat, June 27	Swim-A-Thon	Swimmers will swim for an hour to raise money for Dolphin timing system. Swimmers will enjoy breakfast after swim (sign-up in mid-June). Details to follow.	9:00 AM
Wed, July 1	@Baltimore & Pataskala	Johnson Park, 240 Summers Choice Dr, Baltimore, OH 43105	5:30 PM
Sat, July 11	Home vs Chevington	CW Pool	8:00 AM
Tues, July 14	Pasta party with practice	CW Pool – Sign-ups available in early July. Swimmers will have shortened practice and then carb load as a team.	6:30 PM
Wed, July 15	TCAL**	The Dresden Swim Center, 1330 Main St, Dresden, OH 43821	TBD
Sun, July 19	Swim Banquet	CW Pool. Pizza provided, sign-ups for sides, drinks and desserts.	4:00-6:00 PM

*Swimmers will need to arrive earlier (time included in weekly email) to participate in warm-ups.

**Swimmers must participate in 3 swim meets in order to participate in TCAL on July 15.

Meet Changes & Updates

• Any delays, cancellations, or changes will be communicated as soon as possible.
• Updates will be posted on SwimTopia, so please check regularly for the latest information.

Meet Requirements

• A weekly email will be sent out each Sunday with details about the upcoming meet.
• This email will include a registration deadline for swimmers and open volunteer jobs for signup.
• Swimmers must be registered before the deadline to compete. Late registrations will not be accepted.
• If accommodations are needed, please notify the Head Coach as soon as possible.

Meet Arrival & Warm-Up Expectations

• Please ensure your child arrives at the meet at a reasonable time to allow for check-in and preparation.
• Swimmers are expected to be in the water on time for warm-ups.
• Being late to warm-ups can impact performance and readiness, so punctuality is crucial.

Event Assignments

• The coaching staff determines event placements for all swimmers.
• We recognize that not every swimmer may enjoy every event, but entries are made based on both individual and team needs.
• All swimmers are expected to give their best effort in every race.

Cancellations

• All meet and practice cancellations are at the coaching staff’s discretion.
• If a cancellation is necessary, a notification will be sent via SwimTopia at least 15 minutes before practice.

Volunteering Requirements

Swim meets are entirely run by parent volunteers. In 2026, Canal Winchester Dolphins will continue with a Volunteer Commitment System to increase parental involvement, promote fairness, and distribute responsibilities across the team.

Each home meet requires 50 volunteer positions to ensure an efficient event. With six meets plus Champs this season, we’ll need many volunteers.

If your child is swimming in a meet, please make every effort to volunteer in some way that day. The more help we have, the smoother and more enjoyable the meet will be for everyone! By working together, we can ensure all positions are covered fairly and that meets run seamlessly.

Volunteer Requirements

• All families must meet the volunteer requirements outlined in this packet.
• Families will be billed $50 if the required four volunteer credits are not fulfilled by the end of July. Credits will not be prorated.
• Families may have another family member or another swim family complete credits on their behalf if agreed upon.
• If another family is working for you, notify Commissioner Erin Warren or make a note in the signup to ensure proper credit is given.

Commitment Hours & Credit System

• All Canal Winchester Dolphin families must complete four job credits during the season.
• Timing
• Officiating
• Bullpen Coordination
• Meet Setup/Teardown
• Scoring
• Awards
• Other meet operations
• Each job is worth one credit, unless otherwise indicated.
• Families can track their job credit obligation and balance in their SwimTopia account.
• Sign-ups will be online and announced via email at least three days before each meet.

Junior Coaches

Swimmers ages 14 and older are eligible to apply for our Junior Coaching Program. Interested participants must complete an application, and selected swimmers will be notified prior to the first practice.

Junior Coaches are expected to take on a leadership role by assisting with practices at least twice per week and supporting the team at a minimum of two swim meets throughout the season. This program is designed to help swimmers develop leadership skills while staying actively involved in the team.

Details and a link to the application will be available at the end of the parent meeting and due by May 27. Selected candidates will be notified on May 29.

Officials

Officials play a vital role in ensuring that meets run smoothly and fairly. All teams are required to provide officials for each meet.

Official Roles & Responsibilities:

• Stroke & Turn Judges – Monitor swimmers to ensure strokes, turns, and finishes comply with regulations.
• Starter – Announces and starts each race, ensuring fairness in all starts.
• Referee/Head Official – Oversees the meet, makes final decisions on rule interpretations, and ensures all procedures are followed.

Becoming an Official:

• Training is required to become a certified official. Details on training sessions will be provided on Swimtopia.
• Officials must wear appropriate attire (blue bottoms and white top) and conduct themselves professionally at all meets.

Parent & Swimmer Expectations

To create a positive and productive team environment, all swimmers and parents are expected to adhere to the following guidelines:

Swimmer Responsibilities:

• Arrive on time for practices and meets, ready to swim.
• Bring appropriate swim gear, including suit, cap, goggles, and water bottle.
• Show respect to coaches, teammates, officials, and competitors.
• Always demonstrate good sportsmanship, both in and out of the pool.
• Follow all instructions given by coaches during practices and meets.
• Stay in designated team areas during meets and be prepared for events.

Parent Responsibilities:

• Ensure your swimmer arrives at practices and meets on time and is prepared.
• Encourage and support your swimmer, regardless of performance.
• Allow coaches to coach—please refrain from interrupting practices with questions.
• Direct all concerns to the Head Coach or Commissioner at appropriate times outside of practice or meet hours.
• Demonstrate sportsmanship toward all swimmers, coaches, and officials.
• Fulfill the required volunteer credits.

Team Gear & Equipment

Swimmers are required to have the following items for practices and meets:

• Practice Gear:

• Swimsuit

• Goggles (backup pair recommended)

• Swim cap (if needed)

• Water bottle

• Meet Gear:

• Team swimsuit

• Team cap

• Goggles

• Towel(s)

Team spirit wear is available for purchase. Details on ordering will be provided via SwimTopia.

Weather & Safety Policies

• Practice Cancellations: Decisions regarding weather-related cancellations will be made at least 15 minutes prior to practice time and communicated through SwimTopia.
• Meet Cancellations: The coaching staff will determine if a meet is delayed or canceled due to inclement weather. Updates will be sent promptly through SwimTopia.
• Lightning Policy: If lightning is detected within a certain radius, practice and meets will be paused and swimmers will be required to exit the pool until it is deemed safe to continue.

End-of-Season Banquet & Awards

At the conclusion of the season, we will celebrate our swimmers’ hard work and achievements with a team banquet.

• Date & Location: July 19 from 4:00 to 6:00 p.m. at the CW pool.
• Awards Categories: Most Improved, MVPs, Leadership, and more!
• Families are encouraged to attend and celebrate our athletes.

Final Notes

We are excited for a fantastic season filled with growth, competition, and teamwork. Our coaching staff is committed to helping each swimmer reach their potential while maintaining a fun and positive environment.

If you have any questions or concerns, please refer to the contact section above. We appreciate your cooperation and commitment to making this season great!

Thank you,
Coaching Staff and Commissioner

Code of Conduct & Disciplinary Policy

All participants in CWJRD programs must abide by the Code of Conduct for this organization. The Code of Conduct applies not only to participants, but also to any volunteer acting on behalf of the CWJRD and parents attending CWJRD events. The following list is meant as a guideline for the general conduct, and does not attempt to be all-inclusive of every conduct violation. The CWJRD Board reserves the right to assess penalties and/or suspensions for actions that are not listed, but are considered by a consensus to be in violation of proper conduct.

The following conduct will not be tolerated when participating in CWJRD activities:

Foul language or obscene gestures

Mental abuse - which includes yelling at, threatening, making insulting or negative remarks (directly or indirectly) towards another player, coach, official or spectator.

Physical abuse – includes pushing, fighting, or obsessive contact.

Use of alcohol, tobacco, or any illegal substance.

Intentionally damaging any equipment or property.

Social media posting on Facebook, Twitter, Instagram, Snap Chat, or any other social media website disclosing confidential information about our participants, officials, coaches or spectators negatively; or pictures regarding any aspect of the Youth sport and comments that are posted that can be construed as harassment or bullying will not be tolerated.

The following conduct is expected when participating in CWJRD activities:

Wear proper apparel or uniform to all practices and games.

Talk to coaches, officials, and spectators with respect, and address them by their appropriate title.

Display sportsmanlike conduct always – before, during and after games/practices. Coaches and Volunteers for CWJRD are role models for the youth that participate in our activities. Therefore, we expect an even higher level of conduct from them. Not only should they be modeling the Code of Conduct for participants, but should also be teaching the Code to the participants.

Violation of the Code of Conduct, or displaying unsportsmanlike conduct, may result in disciplinary action by the CWJRD Board, up to and including removal from the coaching or volunteer position. Parents and Spectators must also abide by the code of conduct when attending CWJRD activities. Violations of the Code of Conduct can result in the parent or spectator being removed from the activity, and/or suspended from attending future activities, subject to the penalties listed below. The CWJRD Board will review each violation and take the action that is warranted in its discretion.

The following minimum penalties constitute a general guideline, but the Board reserves the right to modify the penalties listed above, depending on the violation and the situation in which the violation occurred:

Warning – The 1st violation of any of the Code of Conduct listed above, except making threatening remarks or physical abuse, which automatically results in a stiffer penalty.

One-week suspension – The 2nd violation of any of the Code of Conduct listed above

One-year suspension – Any form of physical abuse listed in the Code of Conduct violations.

Permanent suspension from CWJRD – Repeat physical abuse.

The Commissioner of each sport is responsible for reporting all violations of the Code of Conduct to the Recreation Director who will report to the Board. The Code of Conduct Incident Report Form will be used to document violations. However, the absence of an Incident Report form will not excuse inappropriate conduct, nor lessen the penalty. The Commissioner is also authorized to take immediate action and assess penalties at the time of the conduct violation, based on his/her judgement of the situation. The penalties can range from a warning to ejection from the CWJRD event. Suspensions cannot be assessed by the Commissioner, and can only be by the CWJRD Board, after review of the violation.

TCAL Rules & Regulations

Rules and Regulations Rules for the TCAL are governed by the current rules issued by USA Swimming with the following amendments:

A. The Start

a. There will be one allowable false start per swimmer per heat.

b. In pools with a depth of less than 4.5 feet (or the minimum depth specified by the State of Ohio), a water start must be initiated.

B. Mixed Freestyle Relay 10 & Under 100 Free Mixed Freestyle Relay shall consist of 1 female and 1 male. The additional two swimmers may be of any gender. There will also be a 11 & Over 200 Free Mixed Freestyle Relay, which shall consist of 2 females and 2 males.

C. Mixed Freestyle Relay and Freestyle Relay Mixed Freestyle Relay and Freestyle Relay are considered different events in a meet. A coach can choose to enter a swimmer in both for their two allotted relays.

D. Swimming Up in Age Groups Swimmers of a younger age group can swim up in an older age group, within the following parameters:

a. Relays: There must be at least one swimmer in the correct age group within which the relay is swimming.

b. Individual Events: A swimmer may not repeat an event in another age group. For example: a swimmer may swim freestyle events in two age groups providing the two events are of different lengths, ex. 50 yard free in the 13-14 age group and 100 yard free in the 15-18 age group.

E. Eligibility

a. Age grouping for the league will be determined by the age of the child on May 31.

b. Exception: age brackets for invitationals will follow this guideline, unless, at the discretion of the host team, ages are determined by the child’s age on the day of the invitational.

c. Swimmers may compete up to the age of 18, if they have not competed on a college swim team.

d. Swimmers must be able to safely traverse 1 length of a pool unassisted to be entered into a meet.

F. League Meets

a. The home team will provide workers and supplies for all “critical jobs” in running a meet, including a starter, meet referee, head timer, and head scorer and water for coaches and volunteers.

b. All teams in a meet should provide an official and one scorer.

c. The home team will supply 2 timers per lane, away team 1 timer per lane.

d. If Electronic Timing Systems are used:

i. Electronic timing systems will serve as the primary source of times for each heat and manual timers will serve as backup.

ii. At least one manual timer per lane will be provided as backup.

iii. The manual times shall be written on paper at the lane and retained by the hosting team for at least 1 week in case of challenge or error.

e. Weekday meets start at 5:30 p.m. and Saturday meets start at 8:00 a.m. unless otherwise determined by the coaches participating in the meet.

f. In dual meets, swimmers are allowed to be entered in a maximum of three individual events and two relays of the coach’s choice. In triangular meets each swimmer may swim two individual events unless all coaches agree to 3 individual events.

g. Ribbons will be provided by the Executive Committee for league meets.

h. Each team is responsible for printing out labels and distributing ribbons to their team after each meet.

i. Participation and outstanding swimmer ribbons will be provided by the league and distributed at the discretion of each team.

j. Scoring:

i. Individual Events: Dual meet: 5, 3, 2, 1

ii. Individual Events: Tri meet: 7, 5, 4, 3, 2, 1

iii. Relay Events: Dual meet: 7, 4

iv. Relay Events: Tri Meet: 7, 4, 1

k. Tri meets may be scored as a double dual meet out of curiosity by the participating teams, but official results and ribbons awarded shall reflect scoring as stipulated above.

l. A swimmer will not be disqualified for wearing additional swim attire for health or modesty reasons if the item does not enhance the swimmer’s time.

m. Technical suits may not be worn by any swimmer.

n. The swimmer’s registered preferred name shall be used for swim entries, bullpen, heat sheets, and official TCAL records.

o. Once the league schedule has been approved, extra meets may be set up by the individual teams.

p. Virtual meets will not count toward the required three (3) meet rule for the Championship meet.

G. Canceling a Meet

a. Due to the difficulty in rescheduling meets, the cancellation of a meet should be considered very carefully.

b. In the event of inclement weather, just prior to the start of the meet, and initiated by the host team’s meet director, the teams participating in the meet, by mutual consent and subject to the host pool’s rules, may choose from one of the following options:

i. Delay the start of the meet, if it is perceived that the inclement weather will pass shortly

ii. Cancel the meet on the scheduled day with the intent of making it up at some later date.

iii. Eliminate entire events at the discretion of both teams

iv. Cancel the meet in its entirety. 1. If the teams cancel the meet prior to arrival at the host team’s pool, credit toward the required three (3) meet rule in the Championship Meet will be given to those entered and appearing in the heat sheet.

c. After the start of the meet, it is the responsibility of the meet referee, upon consultation with all coaches to determine if the meet should continue in the event of darkness/inclement weather.

d. Considerations for these decisions should include the safety of the swimmers foremost and the fairness of continuing the meet to the swimmers.

e. If a team cancels a meet (if hosting) or decides they will not be attending a meet (as visitors) unexpectedly or for an inappropriate reason, no credit will be given to that team toward the required three (3) meet rule for the Championship meet. This meet will count as a forfeit for that team. However, the opposing team will be given credit for that meet toward the Championship meet by swimming against themselves or arranging a meet with another team on that same date. Inappropriate reasons shall be determined by the League President.

f. If a meet is canceled, the host team should mark the meet as a rainout and the heat sheets shall remain in Swimtopia. Page 7 of 9 Tri-County Aquatic Swim League Constitution and By-Laws Revised April 7, 2024

H. Rules for the Championship Meet

a. Championships will be held at the pool chosen by the Executive Committee at the final meeting of the prior season and no later than the first meeting of the current season.

b. Each swimmer may swim a maximum of 2 individual events plus 2 relays of the coach’s choice.

c. Teams with a season roster of 50 or less swimmers shall have the option to enter swimmers in 3 individual events and 1 relay

d. The entry cut-off date will be determined by the Championship Meet Committee.

e. No late entries will be allowed unless approved by a majority vote of the Championship Meet committee. All late entries approved by this committee shall be assessed a $50.00 fine.

f. Swimmers shall swim in at least three league meets to qualify for the Championship meet. One of these three meets may be a league sanctioned “closed” Invitational meet. A meet, at a location, where more than 2 teams are present still only counts as one qualifying meet towards the championship eligibility.

g. Each swimmer must have swum in at least one league meet in each event to which they are entered. “No-times” (NT) shall not be used for entries.

h. Entry times used for seeding must be from TCAL meets, or from a league sanctioned “closed” Invitational from the current season.

i. If a swimmer is entered in more events than is allowed, the first sequential events for that swimmer will be allowed, and any events after that will be scratched.

j. Awards will be selected by the Meet Committee. Heat winner ribbons will be awarded for all 10 and under swimmers.

k. Scoring for the Championship meet:

i. Individual Events (8 places): 9, 7, 6, 5, 4, 3, 2, 1

ii. Relay Events (8 places): 18, 14, 12, 10, 8, 6, 4, 2

iii. Only one relay per team per event will score.

iv. Scoring relay team does not need to be designated in advance.

v. Awards will be awarded as placed for all events.

I. Score Sheets

a. All scoring will be done using Swimtopia.

b. Results are available in Swimtopia for viewing by the league President and the participating teams.

c. Heat sheets shall remain in Swimtopia if the meet was canceled to ensure swimmers receive credit for the meet.