CAROLINE ORCAS

 Summer Swim Team Handbook

Member of the Rappahannock Swim League American Division

A program of the Caroline Family YMCA

Welcome to the Caroline Family YMCA's Caroline Orcas Swim Team!

Dear Parents/Guardians,

We are very excited to welcome all of you to our seventh summer participating in the Rappahannock Swim League. This handbook is designed to help you navigate the season.  It includes team regulations and swimmer and parent responsibilities.  The tips for attending swim meets are particularly helpful, so keep the handbook in a place where you can find it when you need it.  We hope it will help to answer your questions as they come up this summer.

Summer Swim League doesn't happen without your active participation and support.  We look forward to helping you identify volunteer roles that are a good fit and to assist you in finding ways to use your gifts and talents to grow and improve our swim program.  Comments and feedback are always welcome.

We are looking forward to another memorable summer and are so glad your family will be joining in the fun!

Best Regards,

Caroline Orcas Staff and Volunteer Leadership

Team Website

https://carolineorcas.swimtopia.com

Team Description and History

The Caroline Orcas are a member of the Rappahannock Swim League (RSL) - a recreational summer swim league serving the greater Fredericksburg, Virginia region. Over 2,500 swimmers participate in this league ranging in age from 4-18. Currently the RSL oversees 25 teams divided into 6 divisions. The Orcas became a part of the National division in 2016,  and moved up to the American Division in 2022. There will be six regular meets this season culminating with a Division Finals Championship, which will be held the on Saturday July 26, 2026.

Swim Program

Our goal at the Caroline Orcas is to cultivate an atmosphere which fosters good teamwork, while also allowing for personal growth and achievement. Swimmers, parents, and coaches work cooperatively to support team functions, swim meets, and fundraisers.

Coaches strive to give each swimmer a chance to improve and compete in as many events in the Division Finals as possible. In order to qualify, a swimmer must demonstrate the ability to swim a technically correct stroke in one of the six dual meets of the season. Please understand that this may mean your swimmer is placed in an event that may not be their “best.” The coaches aim to challenge your swimmer.

Mission Statement

We believe all kids deserve the opportunity to discover who they are and what they can achieve. Our goal will be to instill a life-long love of swimming and encourage every athlete to realize continued improvement at his or her level of ability. This is made possible through a program of excellence in training, and character development that allows every swimmer the opportunity to reach their highest potential while building a healthy spirit, mind, and body.

Team Mascot and Colors

Our team mascot is the Orca, the largest species of the dolphin family.  Its' speed, incredible intelligence, adaptability, and propensity to collaborate make it a fitting mascot. Team colors are black and red.

Home Pool

The Orcas practice and host all home meets at the Caroline Family YMCA, located off the Ladysmith Exit #110 of I-95 in Caroline County.  The address of the pool facility follows:

Caroline Family YMCA

17422 Library Boulevard

Ruther Glen, VA 22546

Swim Season

Our 2026 swim season will run from our first practice, Tuesday, May 27, 2025 through the finals meet scheduled for Saturday, July 26, 2026. 

Prerequisites

To participate in swim team, potential swimmers must have their swimming ability evaluated by the swim coach.  To qualify for registration, children 6 and under must be able to swim at least 25 yards of freestyle and backstroke without stopping, or grabbing the side wall or lane line.  Children/youth 8 and up must be able to swim 50 yards.  Participants must be able to swim in deep water comfortably.  Swim team is not a swim lesson program.  The head coach may suggest that a child be placed in swimming lessons to improve his or her skills. 

Age Limit

Assuming a child/youth passes the swimming evaluation and is18 years of age or younger on June 1, 2026, they are eligible to participate with a parent/guardian permission.

Fees and Charges 

• All swimmers are charged a $35 administration fee at registration. 
• Past Orca/Kraken swimmers registered by May 13th is $135.
• General registration by May 13th is $145 Member/ $195 Nonmember
• Late registration after May 13th is $170 Member/ 220 Nonmember.

Administration fees cover: 1 team cap and admin fees.  Program fees cover RSL dues, insurance, use of the facility, compensations for coaches and lifeguards, rental of facilities used for the championship meet, awards, and other miscellaneous equipment and supplies.

Team Apparel

To build team spirit, it is important for each swimmer to have a team suit and cap. Caps will be provided before the first meet. If swimmers choose not to wear a team swimsuit, they must wear one that is solid black.

RSL rules state that swimmers on year-round, high school, or college teams cannot wear those team suits or caps to RSL meets.

SwimOutlet will be where we are purchasing all of our team apparel, practice suits, caps, goggles, etc.  To shop there, please use our link so the team can receive credit  https://www.swimoutlet.com/collections/carolineorcas

Swimmers should only wear the team suit or alternative black suit during swim meets. They may choose to practice in a different suit as the chlorine in the pool shortens the life of a suit. Rinsing swimsuits in cold water and hang drying will prolong suit life.

It is important your swimmers wear appropriate swimsuits for practice. Girls' and young women's suits should be one-piece and cover breasts and bottoms. While boys' and young men's swim trunks may be fashionable the drag caused by them increases the difficulty of a practice. 

Supplies and Equipment

In addition to swimsuits and caps, each swimmer should bring goggles, a towel, and a water bottle to every practice. The team will provide fins, pull buoys, and kickboards.

Communication

Effective and expedient dissemination of information to all members and their families is important to us. The following methods are used to keep you well informed:

• Coaches are available to talk with swimmers and/or parents after practice.
• This handbook contains useful information for both new and previous team members
• Our webpage is https://carolineorcas.swimtopia.com The site has general team information, alerts, team records, meet and practice schedules, and other useful information
• Find us on Facebook at: Caroline Orcas Summer Swim Team
• Email is our primary form of communication. It is imperative you check your email for information updates including details about upcoming meets, schedule changes, etc.

Problems and questions should be directed to the person best prepared to answer. Questions regarding practice and improving skills should be directed to the coaches. All other concerns should be directed to the main email: [email protected].  If for some reason you find you are not receiving the information you need, please contact the Aquatics Director at [email protected].

Practice Schedule

All practices are held at the Caroline Family YMCA. Practice will begin Tuesday, May 27th. Practice times are as follows: 

 Mornings

Monday, Tuesday, Thursday, Friday

7:00 AM - 8:30 AM*

Evenings

Monday, Tuesday, Thursday,

 6:00 PM - 7:45 PM* 

Swimmers will be split according to age and ability. All decisions regarding appropriate practice groups will be determined by the coach.

Attendance and Procedures

• Attendance at a minimum of 2 practices a week is expected of swimmers that wish to participate in swim meets.  While only a minimum of practices are required, swimmers are encouraged to attend 3-5 practices each week. The best way to improve is to practice.
• All Swimmers must sign in at the front desk when entering the YMCA, and on the clipboard located near the ORCA Bulletin Board when arriving for practice.
• Arrive at the pool no more than 10 minutes before the start of practice and be there to pick up your child/youth immediately after practice. It is critical that the swimmers arrive on time so that the coaching staff can use the limited pool time efficiently; however it is also important that children/youth not be left unsupervised at the pool prior to or after practice. 
• Parents of swimmers 12 and under are asked to drop off and pick up their swimmers on the pool deck,  These parents must remain at the YMCA for the duration of practice. 
• Neither the YMCA or the coaching staff are available for supervising swimmers prior to or following practice.
• If you have conflicts and your swimmer cannot attend practice regularly, please contact the Head Coach so special arrangements can be discussed.
• Announcements are usually made at the end of each practice.
• Unless an emergency, parents should not interrupt their swimmer during practice. 
• Our coaches are friendly and approachable when they are on deck, but please remember during practice time they are focusing their attention on the swimmers.  To have a discussion with a coach, parents should contact the coach in advance to make an appointment. 
• Should a swimmer be unable to perform a particular drill or participate in a practice session, the coaches will excuse that swimmer from that drill or rest until ready to continue. If the swimmer feels they cannot continue, the swimmer will be excused from practice and the swimmer’s parent or emergency contact will be called to transport the swimmer home or to an appropriate medical facility in case of illness or injury.

Guidelines for Consideration of Others:

• Always be respectful and bring a positive attitude.
• Be ready to do and be your best.
• Support your teammates.  Work to better yourself and your teammates.
• Listen and follow the Coach’s and other staff instructions.
• Hold firm the YMCA values of respect, responsibility, honesty and caring.

Safety is a priority:

• Start and finish at the walls.
• Never interfere with the progress of another swimmer during practice, e.g. pulling on the legs of others, jumping in front of them without permission, not staying on your side of the lane when swimming in circles, bouncing, jumping in near other swimmers, bullying, or engaging in distracting conversations..
• Use of the starting blocks and diving from the  pool side is prohibited unless supervised by a coach.  Jumping should be kept to a minimum.
• Do not play around the ladders.  Do not hang from the starting blocks, lane lines, or from the edge of the pool with your feet on the deck.
• Swimmers 12 and under may not enter, remain in the facility, or leave the pool area without an adult/parent/guardian to accompany them.
• All pool rules must be followed (no running, pushing, etc.) and each swimmer must shower before entering the pool.  Every swimmer must have shoes on when leaving the pool deck.
• Absolutely no Orcas swimmer is allowed in the therapy pool before, during, or at the end of practice. If the therapy pool is open, it will be for adult swim only.

Pool Rules:

The pool rules are the same for every group that uses the pool.  Be respectful of the lifeguards as they are working to keep all swimmers safe.

• Never swim without a lifeguard present and refrain from distracting the lifeguards on duty.
• No diving is permitted in YMCA pools that are under 9 feet deep.  The Caroline Family YMCA pool is 6 feet deep, so there should be no diving unless it is under the supervision of a swimming instructor or swimming coach.  This rule protects swimmers from possible head, neck and spinal injuries.  Please take it seriously.
• Respect others' personal space by keeping your hands to yourself.  No horseplay.  Wrestling, dunking, and hanging around people's necks, shoulders and backs can endanger and harm other swimmers.  Pushing or throwing people into the pool or from the water and playing chicken (riding on another person's shoulders) are also prohibited.
• Our YMCA is a family facility, so profanity and interactions of a sexual nature will be called out.  Patrons are expected to be courteous and respectful of others.  Excessive noise is not permitted.
• No breath holding unless under the direction of a swimming coach.
• No food, gum, or drinks in the pool area with the exception of an unbreakable water bottle.
• Noodles, kickboards, and other swimming pool equipment and toys may only be used when under the supervision of a coach or swimming instructor.
• No swimming with open or infected wounds.
• Do not walk on the deck in fins.  Put fins on and take them off at poolside to prevent falling.

Swimmers that do not follow the rules will be given a warning and if they still refuse, will be asked to sit out.  The Aquatics Director will intervene as needed to curb misbehavior.

Parent Roles

The world we live in now can be quite chaotic.  The YMCA community and the programs that are part of it, offer an opportunity to transcend, even if just temporarily, to live a different way.  Guided by the core beliefs of respect, responsibility, honesty, and caring, we are reminded that regardless of our differences, we can work together and get along so our children can swim and play well together.  Be a professional volunteer.

Good Sportsmanship

The attitude and behavior of the parents in regard to their outlook on sports has an important effect on the swimmer.  In swimming, as in life you cannot succeed all of the time; there will be disappointments. Every member of our team can and will gain from the swimming experience whether or not he or she ever wins or places in an event. The important thing is to keep on working to do better. The secret is to produce great people who swim.

Parent Volunteer Requirements

All parents must work the swim meets.  Please put the meet dates on your calendar now.

Parents that are scheduled to work at a particular meet immediately report to the Meet Director when they arrive to let organizers know you are ready to work. Meet set up begins at 4:00 pm on meet days.  If you are planning to work the first half of the meet, plan on being present to help set-up.  If you are working the second half, keep track of the event number so you are ready to take over another volunteer's position before the second half.  Plan on staying to help with clean-up.

No previous swimming experience is required of volunteers.  All parents must attend training for at least one of the jobs listed below.  If your child swims in the meet, at least one parent must work that meet.  In rare cases, both parents may be asked to work. The number in the parentheses shows the number of volunteers per position to run one half of the meet.

*Seven of these positions require RSL Clinic Training: Referee, Stroke and Turn, Starter, Clerk of Course, Head Timer, Head Data, and Scorer/Computer Ops.  

One parent from each family must train to serve in one or more of these critical  positions for the meets and final competition to run smoothly.  We will need assurances that these positions are covered first and well ahead of time.

The clinics will cover the rules and responsibilities for each role, and training is not difficult.  A complete description of the job responsibilities can be found on the website. The importance of training for these positions cannot be emphasized enough. Meets will run more smoothly when more trained volunteers are available.

Swim meets cannot function without all of the volunteer positions filled for both shifts at every meet and for finals. If after signing up to volunteer, you find you cannot fulfill your volunteer commitment, inform the Meet Coordinator immediately (at least 3 days prior) so the position can be filled by another volunteer.  Even better, find your own replacement if at all possible.

Swim Meets - An Overview

The Caroline Family YMCA pool is our Home Pool. All home meets will be held there. There are three kinds of meets: Regular meets (aka Dual Meets), Double Dual Meets with two other teams, and the RSL Divisional Championship Finals. Dual meets start promptly at 6pm. Swimmers should arrive no later than 4:30 P.M. for home meets and at 5:00 P.M. for away meets.

The results of each meet will be posted on the team website, SwimTopia.  Times categorized by event and age group from fastest to slowest are updated weekly.

Meet Schedule

This year, we are in the "American Division" of the Rappahannock Swim League.  We will participate in a total of six meets and the American Division Championship Finals.

Meet Dates for the 2026 Swim Season:

6/11/25 Caroline @ CHST

6/18/2025 @ Buccaneers

6/25/25 Blue Dolphins @ Caroline

7/2/25 Hammerheads @ Caroline

7/9/25 Caroline @ Ferry Farm

7/16/25 Spotsy Dragons @ Caroline

7/26/25 RSL American Division Finals

Meet Entries

A competitor may participate in a maximum of three individual events and three relay events: one freestyle relay, one medley relay, and one graduated relay. A 6 & under competitor may be entered in only one 25 freestyle and one backstroke event.

The team coaches and head data are responsible for deciding which meets and events swimmers can participate.  The goal is to ensure that all swimmers participate as much as they are eligible.  Newer members are given a chance to try various events to identify their strengths, while veterans focus on improving their times. The Head Coach has final discretion in making all individual and relay entry decisions.  Swimmers are encouraged to attend all meets and participate in as many meets as possible.  Please notify the coach if you know your swimmer will have to miss a meet so they can plan accordingly.

Age Groups

Swimmers compete in age group categories as follows: 6 and under, 8 and under, 9-10, 11-12, 13-14, 15-18, Junior and Senior. The coach may ask your swimmer to swim “up” in an older age group on occasion.

Meet Procedures

What to bring:

• Swim suit, 2 team caps, 2 pair of goggles, 2 towels, sweatshirt and sweat pants, deck chairs, water, healthy snacks, sun block, and bug spray. 
• A great attitude!

When you arrive:

• Swimmers’ meet event assignments are provided the day of the meet. 
• Several copies of the meet entry sheet will be available to reference.
• Meet entries will also be posted online. Please do not write heats/lanes on swimmers  until after meet entries are finalized (5:30 pm)

Warm-ups:

• Arrive at the pool ready by 4:30 pm for home meets and 5 pm for away meets. 
• Report to your coach with your suit, cap and goggles on. Warm-ups will begin shortly. Be ready!
• Orca coaching staff organizes, conducts, and supervises the teams warm-ups. 
• Each group has its specific warm-up time as designated by the Head Coach. Become familiar with your assigned warm-up group.

Meet Apparel:

• All Orca swimmers must wear the team cap, and wearing the team suit is strongly recommended. 
• Wearing the team uniform promotes team unity, pride and greatly improves the spectators' ability to recognize individual swimmers.

Reporting to the Clerk:

• Each swimmer is responsible for knowing which events he/she is swimming in and for being present at the Clerk of the Course at the scheduled time prior to each event.  Especially new and younger swimmers may need help getting to the clerk at the right time.

Relays:

• The Clerk of the Course will give swimmers their heat and lane assignments. Relay Events do not report to the Clerk of Course. Please see the Relay Coordinator or Coach for lane assignments for relays.

Timing:

• Hand timers are used. 
• The official time is recorded and entered by scorekeeping personnel and posted as final results.

Between Races:

• In between races, swimmers should rest and stay warm. 
• Store up your energy for your next event or cheer on your teammates. 
• Drink and eat throughout the meet. Limit ‘heavy’ foods. Avoid milk products.

Meet Behavior

● Remember, when you wear the team colors, you represent the Caroline Orcas Swim Team. Be your best self in your words and actions as much as in your swimming performance.

● As a matter of respect and proper procedure, all questions swimmers or parents may have during a meet concerning results, an officiating call, or the conduct of a meet should be referred to the coaching staff only. They in turn will pursue the matter through proper channels.

● When at an ‘away’ meet, leave the team's area cleaner than you found it. 

● The Head Coach has final say on event assignments. Parents or swimmers are not to add, scratch, or change relay team assignments without first consulting with a team coach.

RSL Finals

The Rappahannock Swim League  American Divisional Championship meet runs most of the day on Saturday, July 20, 2026. 

Place Ribbons

All swimmers will receive an official RSL ribbon if they place in the top 6 in any dual meet event. Divisional Championship finals awards may include ribbons and medals at the discretion of the RSL.

Coaches Award

This award is given by the Coaches to one boy/young man and one girl/young woman in each age group that demonstrates willingness to listen and exhibit exemplary character.

High Point Award

The High-Point Award is awarded to the boy/young man and girl/young woman swimmer in each age group that scores the most points over the dual meet season

Team Spirit Award

The Team Spirit Award is awarded to one swimmer who demonstrates the highest levels of sportsmanship and team spirit.

Participation Award

All swimmers will receive a participation certificate at the end of the season awards event to commemorate their participation on the team.

The awards event will be held TBD.  More details will be forthcoming.