NCST Policies and Procedures
Last Revision: February 15, 2026
1. Eligibility
1.1. A swimmer must be at least 5 years of age, but not older than 18 years of age, as of May 1 of the current swim year.
1.2. A swimmer must be a novice swimmer as defined by the West Houston Aquatics League. Nottingham Country Swim Team follows all Policies and Procedures of the West Houston Aquatic League (WHALe). Please click here to view them.
1.3. NCST is made up of 40 boys and girls in each of the following age groups based on their age as of May 1st: 7-8 yrs, 9-10 yrs, 11-12 yrs, 13-14 yrs, and 15-18 yrs. There are 30 boys and girls in the 6 and under age group.
1.4. All registered 6 and under swimmers must be able to swim the full length of the pool unassisted.
1.5. If a swimmer has a current TAGS time (in any distance, in any given stroke, in his/her age group), he/she must swim that stroke up one age group. If a swimmer has a Sectional time in any stroke, he or she is precluded from swimming that stroke in any WHALe meet. Please refer to WHALe Policies and Procedures for penalties associated with violation of these rules.
1.6. A swimmer cannot have swum on any college or university swim team.
2. Registration
2.1. Pre-registration typically begins in February, with a date set by the NCST board. Pre-registration is open to returning families who completed their volunteer commitments. Also, to earn the right to pre-register for the following year’s swim season, at least one swimmer in each family must compete in a minimum of 50% of the scheduled dual meets (two of four, or three of five).
2.2. Open registration usually begins in March for those who did not pre-register and for new families, and will continue on a space-available basis through the first week of practice.
2.3. Final registration dates will be determined on an annual basis by the NCST board, based on when we are obligated to pay our WHALe fees. If a swimmer is not registered prior to the first day of practice, he/she is not guaranteed a team shirt.
3. Refund Policy
3.1. Should your child choose not to swim for any reason before the first day of practice, notify the Treasurer in writing and your full registration fee will be refunded, less fees for extra items ordered.
3.2. On the 6th day of practice, all fees become non-refundable.
4. WHALe Release and Consent Form
4.1. All swimmers must have signed the Release and Consent Form before beginning swim practice.
4.2. No swimmer may enter the water to practice without having turned in this completed and signed form.
4.3. This form is available on the NCST Swimptopia website as a part of the registration process.
5. Swim Across the Pool
5.1. Swim team is NOT a “Learn to Swim” program. A swimmer must be comfortable remaining in the water independently. If in doubt, it is highly recommended that swim lessons be taken before the first day of practice.
5.2. If the swimmer can get across the pool safely after the 5th practice, which is the end of the first 5 practices (whether they attend the practices or not), then the swimmer can stay on the team. (Something to note: Most teams do this within the first week with a tryout or time trial.)
5.3. Coaches and/or coaching helpers are NOT allowed in the water to guide or assist the swimmer across the pool during the “swim across the pool” test, for any reason.
5.4. The swimmer may not make forward progress using the side of the pool or the lane ropes, nor may he or she touch the bottom of the pool during the swim test.
5.5. Parents are not allowed to be on the immediate pool deck “coaching” their swimmer during the swim test.
5.6. Each swimmer will be given two opportunities to swim across the length of the pool, one on Day 4 and one on Day 5 of the first 5 practices. After Day 4 and Day 5’s unsuccessful attempts to cross the pool, it will be evident that the swimmer needs more swimming instruction than can be provided on our swim team to remain safe. Therefore, the swimmer will be dropped from the team. Swimmers dropped from the team because of this policy will receive a full refund, minus WHALe and MUD fees.
5.7. All swimmers may attend the practice meet. However, after the practice meet, they can only compete in meets if they can swim 1:45 minutes or less for freestyle and 2:15 minutes or less for backstroke. Testing will happen four days before each competitive meet. Swimmers that do not make the freestyle timewill have an opportunity to swim freestyle as an assisted swimmer before the meet starts. Anyone that does not make the time for freestyle and/or backstroke will have more opportunities to practice and retest before the next meet; testing will be four days before each meet if needed. This will continue for anyone that needs it. We know that nerves and moods can affect a swimmer’s performance at a meet; the swim timed test is our best effort to ensure the swimmer is capable of the established time.
6. Assisted Swimmer Policy
6.1. NCST will allow assisted swimmer(s)
- If a child who has already made the team, but cannot meet the freestyle required time.
- If a child has been diagnosed with a special need that prohibits him or her from swimming unassisted across the pool. In order to receive these accommodations, the child must have a qualifying diagnosis of “special needs” through the Texas Department of Education, and be significantly more dependent on other people to complete activities than children of their age. Qualifying dependence on other people for age appropriate-activities would be the inability of the child to participate in or complete those activities without either verbal prompts or physical assistance despite having sufficient instruction to complete those activities.
6.2. The swimmer will swim the freestyle stroke assisted by an NCST swim coach prior to the start of the meet and will receive a blue ribbon for his or her effort.
6.3. If a special needs child is able to swim across the pool unassisted, the individual will be placed in his or her appropriate heat.
6.4. It is not possible for NCST to provide a person to be with the child at all times while he or she is at swim team practices. Therefore, it will be the responsibility of the child’s family to provide a person to be in the water (and at practices) at all times when the child is present.
7. Coaching
7.1. NCST has its own head coach and at least two assistant coaches.
7.2. All coaches are hired in the early spring; however, commitments and placements are not made until late March or early April. Therefore, during the registration process, we are unable to ensure that a particular coach or assistant coach will be returning to our team.
7.3. In upholding WHALe Policies and Procedures, all coaches must have the following:
First Aid and CPR certifications in addition to certifications in one of the following: Lifeguarding, Coach’s Safety Training or Water Safety Instructor.
7.4. A copy of certifications must be provided to WHALe each year at the May meeting, or earlier as requested by the Board of Directors.
7.5. There must be a minimum of two coaches on the pool deck who maintain all three certifications: First Aid, CPR and Lifeguard (or Water Safety Instructor [WSI]) for all practices and/or swim meets. If there aren’t two coaches who maintain all certifications, a certified lifeguard must sit in the lifeguard chair.
8. Safety
8.1. General
8.1.1. Parents are expected to be responsible for any other siblings or friends they bring to practices or meets. No one is allowed in the pool, except for swimmers that are swimming at their designated practice time or their scheduled event at a meet. Thus, any waiting friends or family members (including parents, toddlers, non-participating swimmers, etc.) are strictly prohibited from entering or partially entering any wading pool or water feature. This includes sitting on the side of the pool with their feet in the water. No one is allowed to climb on any equipment, including all water features, diving boards, lifeguard stands, swim ladders leading in and out of the pool, chairs, and lounge chairs. There will be absolutely no running on the pool deck. Skateboards, roller blades/skates, scooters, bikes and pets are prohibited inside the pool deck.
8.1.2. NCST defines the pool deck as anything inside the gates of the pool area. The individual lifeguards are only responsible for what occurs inside the pool deck gates. This does not include anything OUTSIDE the gates of the pool, including the tennis courts or parking lots. That is the responsibility of each individual family.
8.2. Weather Delays/Cancellations
8.2.1. Practice – The coaches will determine whether to suspend or cancel practice due to thunder or lightning. If this occurs, everyone will be removed from the pool deck and there will be a 20 minute waiting period before returning. It is the responsibility of the parent to decide what course of action to take for the family’s safety after they are outside the pool deck gates. If the weather has not cleared by that time, it is at the coaches' discretion whether practice will be cancelled for that particular age group for the day. If it is only raining, practice will continue unless it is raining so hard that you cannot see the bottom of the pool. Each age group's practice time will be treated separately. (For example, just because the first group's practice was cancelled due to weather, this does not mean that all of the practices are cancelled for the day.) The coaches will take it hour by hour. If you are unsure whether there will be a practice, a good rule of thumb is to show up for your scheduled practice time. The coaches will send the swimmers home if they determine practice will not continue due to inclement weather conditions.
8.2.2. Dual meets – If the lifeguards hear thunder or see lightning, they, along with league representatives, will suspend the meet for 20 minutes. All swimmers must exit the pool immediately. The gate will be open for easy access. After exiting the pool grounds, it is each family's responsibility to determine what course of action to take for safety. Once the all-clear sign is given, an announcement will be made, and everyone will be allowed back inside the pool gates and onto the pool deck. This will be done one age group at a time, starting with the youngest swimmers first. Parents and/or spectators will be allowed in only after all the swimmers have made their way back to their tents. All events through the 15-18 year old breaststroke must be completed for a meet to be official. If it is determined by both teams’ league reps that the meet cannot be continued that day, an announcement will be made at the pool. When the make-up day, location and time has been determined, notification will be sent (and this may not necessarily occur during the meet that is being suspended). It is very important to remember that if you were working a volunteer job, you will be required to resume that responsibility on the day of the make-up meet. If you cannot fulfill your volunteer requirement, it is your responsibility to find your own replacement, not the Volunteer Coordinators.
8.3. Behavior/Discipline Policy
8.3.1. The pool rules will be enforced. Any swimmer whose behavior is disruptive, unsportsmanlike and/or dangerous will be asked to sit out of practice and/or meets for the rest of that day, and/or may be sent home. This includes pushing others in the pool, using bad language, making fun of others, not paying attention to coaches’ instructions, talking while coaches are talking, or doing anything that causes harm or ill feelings toward others at the pool. Depending on the severity and/or frequency of the misbehavior, the consequences may include removal for the rest of practice, suspension for several days, or ultimately expulsion from the team, with no refund. The parents will be contacted if there is a frequent problem. Any decision to suspend or expel a swimmer will be made by the coaching staff and the board.
8.3.2. All swimmers must have a signed Nottingham Country Swim Team Parental Permission Slip on file with the team. This policy must be read and signed by each NCST family before registration may be completed. All policies begin on the first day of practice.
8.3.3. Parents will also be respectful of other parents and swimmers on the pool deck and will not allow their behavior to be disruptive or unsportsmanlike. Parents will not coach or instruct their swimmer or any other swimmer at a practice or meet. There will be no discussions concerning your swimmer (or other swimmers) with coaches while practice is occurring. If you have anything to discuss with the coaches, please arrange a time after practice to discuss the matter with them. Anyone causing disruption of a practice and/or meet, using bad language, or not conducting himself or herself in a proper manner may not be allowed on the pool deck the rest of the season, including swim meets.
8.3.4. The NCST board members and lifeguards will enforce this policy.
9. Communication
The swim team will have hanging file folders at the practice pool with a file folder for each family. Parents and/or swimmers should check this folder at least once a week for information. Also, there will be a white board at the pool. Please check this daily for announcements. It is the parents‘ and/or swimmer’s responsibility to check the folders and the board in order to keep up with any changes. Time sensitive matters, such as rainouts or meet re-scheduling information, will be communicated via email and posted on the NCST website. Please check your email frequently for any such time-sensitive announcements, and be sure you have given NCST your proper email address.
10. Behavior and Conduct
10.1 The Nottingham Country Swim Team promotes respect, good sportsmanship and responsibility to team members, coaches, and all WHALe opponents. The team relies heavily on the good citizenship of its member families to support these qualities and to render participation on the team a fun, safe, and rewarding experience for all members.
The foremost priority of the team’s coaches and board is the safety of our swimmers. The NCST board believes that it is a privilege to be on the swim team, and if necessary will not hesitate to revoke this privilege from any team member where we and/or the coaching staff feel it is merited. Examples include behaving in a way that puts his or her own safety (or any other team members’ safety) at risk, or behaving in a way that is deemed to be disruptive to the performance and/or spirit of the team. Specifically, fighting with any other swimmer and/or disregard of the Nottingham pool rules and regulations are grounds for suspension and/or expulsion from the team. The NCST board will make every reasonable effort to ensure that any such actions are administered fairly to all parties involved, and we will have final authority over any such actions.
10.2. Code of Conduct
Swimmers and parents are expected to conduct themselves in a manner that shall bring credit to themselves, their team, communities, coaches and families. They shall refrain from any conduct that degrades, baits, intimidates, or otherwise discredits their opponents or meet officials. Coaches are expected to maintain decorum by showing restraint and composure in the emotional climate of meets and to insist their swimmers conduct themselves in a sportsmanlike manner.
10.3 Swimsuits
10.3.1 Team suits will be available for purchase. Team suits are recommended, but not required.
10.3.2 Swimsuits worn for practice and competition must be non-transparent, family-friendly, provide adequate coverage, and conform to the current concept of appropriate for our neighborhood swim team. Suits should be comparable to the team suit.
10.4. The following behavior is unacceptable at all WHALe meets:
1) Disobeying Ready Bench parents;
2) Obscene language, cheers and/or gestures;
3) Berating your opponent’s team; and
4) Complaining about calls from officials or judges (verbally or in gesture),
except in strict accordance with WHALe’s guidelines, is not acceptable.
11. Attendance
11.1. Practice
Swimmers are expected to attend practices, except due to illness or extenuating circumstances. If a swimmer cannot make practice, please discuss the reason with the coaches.
11.2. Swim Meets
WHALe sets the meet dates and times in late March or early April. The meet schedule is subject to change. However, all meets generally take place in the month of June. Each individual team will have at least four meets. In some years, there may be five dual meets.
11.2.1. Swimmers must compete in a minimum of 50% of the dual meets (two of four or three of five). If a swimmer has missed more than half of the meets, he or she will not be allowed to attend future practices or meets. In addition, the swimmer will not be able to register and swim with NCST the following year.
11.2.2. It is the parent’s responsibility to register swimmers for each meet via the Swimtopia website at least three days prior to the date of the meet. If a parent fails to RSVP for the meet but the swimmer shows up to swim, the swimmer will only be able to swim the individual freestyle and individual backstroke at that meet. Any subsequent infraction will result in the swimmer not swimming any events in the meet. If a parent does RSVP that a swimmer will attend the meet but the swimmer does not attend, the swimmer will only be entered in the individual freestyle and individual backstroke at the next meet they attend. For a second infraction, the swimmer will not be able to swim in any other meets for the rest of the season, including the Meet of Champs, with the option of appealing to the board.
11.2.3. We realize that it is impossible to anticipate illness, but please email the coaches at [email protected] as soon as possible after it becomes clear that the swimmer cannot participate in a meet. This documentation is requested (by email; not text) 24 hours in advance of the meet.
12. Dual Meet Information
12.1. There are typically four dual meets during the NCST swim season.
12.2. Each dual swim meet consists of 73 events.
12.3. Swimmers must check in and be in their respective age group area at least 15 minutes before the scheduled warm-up.
12.4. Coaches will notify you of warm-up times for each meet. If you have not arrived prior to the report time, you may be scratched from your events.
12.5. All swimmers will be expected to sit with their teammates in assigned areas according to age groups. Please check in with your “Ready Bench parent” when you first arrive.
12.6. “Ready Bench parents” must know the whereabouts of all swimmers assigned to them at all times, because they are responsible for getting swimmers to the right heat benches for their events. 6 and under swimmers finish early, so please pick up your child, after his or her last event, as there will not be any parent supervision for the 6 and under swimmers after the backstroke event.
12.7. All swimmers should bring a towel, blanket or folding chair to sit on during the meet.
12.8. Swimmers are not allowed to play in or around the wading pool or the diving well during meets. Likewise, siblings, friends or other family members may not use the wading pool or the diving well during the meets.
12.9. Swimmers compete only against their own age group, unless they have been asked by the coaches to swim in an older age group event, or have a TAGS time, which requires swimming up an age group.
12.10. There may be several heats for an event. Swimmers are seeded by their best times during the season (allowing for coaches’ discretion), with the fastest swimmers in the first heat of an event.
12.11. All swimmers will swim freestyle and backstroke.
12.12. A limited number of swimmers will be asked to swim breaststroke, butterfly and individual medley (IM). Each swimmer (aged 7 and up) who can perform the stroke legally, as determined by the coaches, will be given at least one opportunity during the season to swim breaststroke and butterfly in a dual meet. The coaches will determine who will swim the IM. This event is generally for swimmers 10 and up. However, it is at the coach’s discretion to enter an under 10 swimmer in this event.
12.13. The coaching staff will decide in which events each swimmer will be entered. It is also at the coach’s discretion as to who swims relays.
12.14. Questions regarding meet entries should be addressed to the coaches after practice and NOT during a meet.
13. Scoring and Awards
Points are awarded to the top 10 finishers according to time in each event. Points are awarded to the top four relays in each event. Ribbons are awarded in all heats of the dual meets. Colorado Dolphin stopwatch timing will be used to determine places. There are three timers per lane, and the WHALe timing standards will be used to determine the official time of each swimmer.
14. Meet of Champs (Divisional)
All of the teams competing in WHALe participate in their divisional meet after the dual meet season is complete. This meet will be held at a location/date TBD by WHALe. Teams are allowed limited entries per event. Entries per age group are limited to eight freestyle, four backstroke, four breaststroke, four butterfly and three entries for the IM. A swimmer must have participated in at least two of the scheduled intra-league dual meets in order to be eligible to swim in the Meet of Champions. All parents of swimmers participating in the Meet of Champs are required to volunteer at that meet. It is the coach’s decision as to who swims each relay. Timing for this meet will be done either by Colorado Dolphin stopwatches, Colorado System Timing (Touch Pad), or a combination of both.
15. All-Star Meet
The first place swimmer from each of the WHALe divisional Meet of Champs events and the next 18 fastest swimmer times will participate in the All-Star Meet at a location TBD at the end of the season. Medals will be awarded to the top eight swimmers in each event. Timing for this meet will be done either by Colorado Dolphin stopwatches, Colorado System Timing (Touch Pad), or a combination of both.
16. End of Season Awards
The end of year awards will be presented at a team party that is held at the end of the season.
17. NCST Volunteer Policy and Procedures
17.1. Background for Volunteers
It is a requirement that each family of a Nottingham Country Swim Team swimmer volunteer to help with the swim meets. The following are the requirements, policies and procedures for all volunteers.
17.2. Minimum Requirements
Each family signing up a swimmer is required to volunteer for a certain number of meets during the course of the swim season. The number of required meets is based on the number of dual meets scheduled during the regular season. These commitments must be made during the registration process via the NCST Swimtopia website.
17.3. Incomplete Volunteer Requirements
If your family is unable to complete your volunteer requirements (as scheduled and signed up for during registration), it is your family’s responsibility to find a substitute for your volunteer position and to notify the Volunteer Coordinator of this change prior to the meet. If you fail to do so, your family will not receive credit for that volunteer position. In the case where a true emergency prevents your family from completing your volunteer requirement at one meet, the Volunteer Coordinator will determine appropriate steps for the makeup of that requirement.
17.3.1. If your family is signed up for a meet that gets postponed, cancelled or rescheduled, you are expected to serve at the makeup meet in the same capacity. If your family is unable to do so, then it is your responsibility to find a substitute for your volunteer position and to notify the Volunteer Coordinator of this change prior to the meet. If you fail to do so, your family will not receive credit for that volunteer position.
17.3.2. If your family has not fulfilled your volunteer requirements, your family will be suspended from participating in Nottingham Country Swim Team activities for one year, with the option of appealing to the board. Specifically, if all of your family’s volunteer commitments have not been fulfilled by the last regular swim season meet, then your family’s swimmer(s) will:
17.4. All volunteers must check in with volunteer coordinator before shift; will receive name tag and lanyard. Must check out at the end of duty with lanyard, to prove completion of task with the volunteer coordinator. Not completing assigned task or not checking out will result in no points. Volunteer coordinator will be responsible for noting completion.
18. Volunteer Positions and Qualifications18.1. NCST board
The NCST board is comprised of the following positions. Volunteer requirements are met by serving as a member of the board.
President
Secretary
Treasurer
Ways & Means
WHALe Representative
MUD Representative
Records & Awards
Website Maintenance
Volunteers*
Meet Official/Judges*
Ready Bench*
Timers*
Ribbons*
Equipment*
Hospitality*
Concessions*
Scoring/Console*
All of the above positions may be shared, resulting in more than one person in any given role. The positions with an * are responsible for specifics jobs at our swim meets. They are responsible for training those who volunteer for jobs in their respective area. In the event of any issues, the board member should alert the Volunteer Coordinator.
18.2. 6 and under Ready Bench
All 6 and under Ready Bench volunteers must have a 6 and under swimmer.
18.3. Stroke/Turn Judge, Meet Director, and Starter Volunteer Positions
The qualifications for signing up as a Stroke/Turn Judge, Meet Director, and Starter Volunteer are attending certification classes provided by the WHALE League, as applicable, prior to the start of the swim season; attending any training provided by the Team Director; and the willingness to do so for all meets in the season.
18.4. All Other Positions
There are no pre-qualifications for the remainder of the positions. Each family that signs up is required to attend any training offered by the Volunteer Coordinator prior to the first meet.
19. Email
19.1. Email addresses will be used only for the purposes of communicating official NCST business.
19.2. It is the practice of NCST to utilize email to disseminate important information, including future year’s pre-registration information. Thus, you are responsible for keeping all contact information up-to-date in Swimtopia. Should you fail to update your email address in Swimtopia, you will not receive pre-registration notification for the following swim season.
20. Fundraising
There will be no fundraising for outside organizations (other than WHALe) at NCST events.
