Volunteer Job Descriptions

Here you will find a comprehensive list of the positions that need to be filled to run a successful race for the athletes.  There are many technical as well a non-technical roles, so there is something for everyone!

It takes more than thirty people to run a safe and successful race. This section identifies these positions and provides a brief description of each. More detailed information about the responsibilities of officials and about planning and running a race can be found in the officials training manuals and reference document published on the ACA website under “Officials,” “Resource Course Materials.”

Registration Desk:
Organizing Bibs/Race Packages (1-2 hours day before race, or morning of for afternoon races)
Organize bibs by club according to start list (each club has a bin).
Get the tickets from MSLM and put in the bins.
Add start lists to the bins (at least 3 copies per club)
Handing out race packages day of race 1 hour prior

Starter:
Gives the correct start signal to each racer and, in collaboration with the timer, ensures the proper start interval between signals.

Hand Timer:
Operate the stopwatch at the start and finish.

Start Referee:
Ensures that the regulations for the start are followed; controls access to the course for inspections; determines late and false starts; manages the start process at the beginning and end of the run and during “Stop-Starts;” reports the names of the competitors who did not start to the referee. The start referee remains at the start from the beginning of the official inspection time until the end of the event. He/she is a non-voting member of the Jury.

Chief Gate Judge:
Organizes and supervises the work of the gate judges and designates the gates each will supervise; supplies each gate judge with control cards, pencil, start list, etc.; ensures that the numbering and the marking of the gates is done; collects the gate judges’ control cards at the end of each run and delivers them to the referee.

Gate Judges:
observe the passage of each competitor through the gates they are assigned; decide whether the passage is correct; when a fault is observed, prepare a proper record of the fault (bib number, gate number, drawing); respond to competitors questions about whether they have committed a fault; make a record of any competitor who leave4s the course and requests a re-run. Gate judges may be asked to perform other duties such as the replacing/repairing poles or flags; helping keep the course clear, etc.

Chief of Course:
Directs and supervises the preparation and maintenance of the course, including the start and finish areas. He/she works with the course setters, supervises course maintenance during the race and directs post-race cleanup immediately following the event. He/she needs to know course preparation standards and techniques.

Race Crew:

Race Crew is required before, during, and after each race. You can volunteer for the entire day and do most of you hours in one day or select to do shorter periods of time on a couple days.
Crew will do a variety of these tasks. You are not required to do all.  
B Nets Install and removal: Place ‘B’ Nets where particular hazards exist (before and after race) 
Course Setter Support – Carry gates and cloth panels for the course setter as they work their way down the track setting gates (before race, between 1st and 2nd race, and end of race for removal). 
Course maintenance – during races, crew maintain the track by shoveling and raking ruts, repairing nets challenged by racers and repair gates.  Requires quick action and deft movement.
High Speed Slip/Maintenance - during races, crew side-slip the course to remove loose snow and to try to smooth out ruts. Slipping is done in sections and after every 8-10 racers

Finish Referee:
Ensures that the regulations for the organisation of the finish and the finish in-run and out-run are followed; responds to requests for re-runs; supervises the finish controller, the timing and the crowd control in the finish area; reports the competitors who did not finish to the referee and informs the Jury of all infringements against the rules. The finish referee remains in the finish from the beginning of the official inspection time until the end of the event. He/she is a non-voting member of the Jury. (ICR 601.3.4)

Chief of Timing (also called Chief of Timing and Calculations):
Supervises all electronic and manual timing and results calculations, plans and sets up all timing and communication systems, oversees the starter, timers, recorders, finish controller, announcers, spotters and others.

Timing A:
Operates the "A" timing equipment and software and ensures that accurate start and finish times are recorded for every competitor; communication with the starter throughout the race;

Timing B:
Operates the "B" timing equipment and software and ensures that accurate start and finish times are recorded for at could affect the accuracy of the timing; and otherwise assists the timer.

Whiteboard:
The day before (or morning of for afternoon races) obtain a start list from head timer and copy the names into the whiteboard (this is usually done in the downstairs hallway of the clubhouse, try to pick a “quiet” time)

Finish Line Whiteboard Recorder:
Ensure whiteboard is at finish line prior to race
Ensure markers and erasers are at finish line
Record times during the race
At end of race ensure that whiteboard is returned to the clubhouse
Erase the data from the board
****this can be split up into shifts if you don’t desire to do this for the entire race

Announcer:
Announces each competitor‟s results as soon as they are available.

Bib Collector (end of race):
Ensure bib bin is at finish line
After the second run, help racers remove their bibs and put them in the bin and turn them right side out
At the end of the race the bibs need to be organized back into numerical order in the bins provided with #1 on top

Chief of Administration (also called the Race Secretary):
Responsible for all administrative work for the competition, including receipt of registration and preparing the draw; ensures that the official results contain the required information; prepares the minutes of technical, Jury and team captains’ meetings; ensures that the forms for start, finish, timing, calculations, and gate judging are prepared and distributed at the proper time; receives official protests and gives them to those who are concerned; and ensures that results are duplicated and published as quickly as possible after the completion of the competition.

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