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MARS
FAQ’s
Below are
questions and answers to some of the more common questions our
families have from time to time.
1.
What is "escrow" and why do I have to pay
it?
"Escrow" money is our way
of dealing with paying for meet entries. All swimmers in
Age Group 1 or above must deposit escrow money with the team to pay
for their meet entry fees. The current target balance in
escrow is $50. We do it this way to streamline the meet entry
process. Meet entries are entered into the MARS team computer
and a single check is electronically sent to the host swim
team. The entry fee amount for each swimmer is then deducted
from their escrow account. It would be very difficult to
accept individual checks or cash from swimmers for meet entry fees
and maintain accuracy. Coaches are not allowed to accept
payments at the pool. Swimmers must maintain a positive
balance in their escrow accounts to be entered in a meet.
Escrow balances are listed on the monthly statement each family
receives. Novice Group swimmers do not need to maintain an
escrow balance since, by and large, they are not competing in
meets. In the event a Novice swimmer is asked by their coach
to enter a meet, the meet entry fees will be added to their account
and should be paid with their next month’s invoice. If
a swimmer decides to leave the team any remaining escrow will be
returned.
2. How
do I fill out the meet entry sheets and who do I give them
to?
The North Texas
Consolidated Swimmer Entry Forms are available at each pool and
should be used to enter a swimmer in a meet. These forms are
also available on-line (link on the bottom of the margin).
Please fill out the form completely. Be sure to write in the
meet name and date at the top. The USAS ID# number is derived
as follows: 6-digit birthdate, first three letters of the
first name, middle initial, first four letters of the last
name. Asterisks (*) are used in place of missing letters
(i.e. no middle name or only three letters in last name).
List the event number from the meet information sheet and circle
the stroke and distance. It is not necessary to write in the
entry times for each event. The team database has every
swimmer’s times and will automatically enter the best time
for each event. Place the completed meet entry forms in the
"Meet Entries Only" boxes at both pools by the due date written at
the top of the meet information (usually 15 days prior to the
meet). Do not place checks or money in these
boxes! On the due date meet entry forms will be removed
and swimmers will be entered in the meet.
3.
What happens if I forget to turn in my meet entry form on
time?
If a swimmer misses the
deadline for turning in the forms in the meet entry box they may
still enter the meet. They will have to send in the entry
themselves or deck enter at the meet. If they send in the
entry themselves they must send it by the meet entry deadline as
listed in the meet information - 10 days prior to the meet.
Payment must accompany their meet entry form. MARS will not
pay the host team for late entries with your escrow funds. If a
swimmer decides to deck enter at the meet they must make payment to
the host team at the time they enter. Late fees for deck
entering are double the regular fee. Swimmers are discouraged from
depending on this option for entry into the meets. Coaches
use the meet entry reports to configure relays and late entered
swimmers will probably not be used on any relays.
4.
What do I need to do if I decide to "take the summer
off"?
This is a question that is
asked more than any other question. If a swimmer decides to
take a leave of absence from the team they must notify the team
treasurer in writing (e-mail preferred) 30 days prior to the first
day of the leave. The swimmer’s account will then be
annotated and they will not be charged for the time they were
away. If a swimmer takes leave after the first of the month
they must pay for that entire month (coaches salaries and pool rent
are calculated from numbers at the beginning of the month).
Upon their return, if there is space available in their training
group, swimmers may rejoin by completing a new registration packet
and paying the appropriate fees (MARS registration is required;
USAS registration fee only if not current). Failure to notify
the team of the leave in writing at least 30 days in advance will
cause continued billing each month. If a swimmer returns they
must pay any outstanding balance on their account.
5.
What happens when the pool is closed, and
why?
Occasionally something
happens at one of the pools that causes it to temporarily
close. These rare closures are usually the result of water
chemical problems, high school meet scheduling, or severe
weather. We fully support the high school programs in both
AISD and HEBISD. We are an important part as a "feeder
system" for these programs. From October through January the
Trinity pool may be closed several times for a scheduled high
school meet. Swimmers are notified well in advance these
dates and are usually given the opportunity to train at the TCC
pool. In the case of pool closure for water chemical problems
or severe weather, every effort is made to notify the swimmers as
soon as possible. Unfortunately we are often given little or
no notice for these types of closures. Please check your
e-mail often for a message, especially if severe weather is
threatening. You may always call the team phone line for
information (817-925-0505). We also utilize the phone tree system
to help you stay informed of pool closures and other team
events. If the pool is closed Novice swimmers may make-up any
missed classes by making arrangements with their
coach.
6.
What if my swimmer has a scheduling conflict today and can’t
make it to practice? Can I make up the
practice?
Generally, no.
Practice times are arranged to maximize our pool space and coach -
swimmer interaction. Altering those times (except in the case
of a pool closure) is not conducive to maintaining a high quality
level of instruction. We are not able to reschedule missed
classes for short illnesses or occasional scheduling conflicts. We
do offer a "make-up" day for all groups on Saturday mornings at TCC
during the school year and at UTA during the summer.
7.
What is my families fundraising
commitment?
Each MARS family is
responsible for a $100 annual activity fee. This commitment
is renewed each calendar year. Families may select to
participate in one of our optional fund-raising activities
(Swim-a-Thon, etc.) or to pay their activity fee to the team at
some point during the year. Activity fee dollars go to offset
expenses for equipment purchases and other expenses not covered by
tuition revenues. Each family’s activity fee status is
listed on their monthly statements. The activity fee is charged to
the swimmer’s account at the end of the year or upon
withdrawal from the team.
8. How
many volunteer hours must I have each
year?
Currently, we require families to
log 12 volunteer hours each year. We ask for your help in
running our team by volunteering to help out with some of our team
activities. We offer a wide variety of volunteer
opportunities within the team. We also are always looking for
folks to volunteer to work as certified officials. Training classes
are being held constantly to certify officials. Please see
the Coach Suzanne for more information.
9. How
do swim meets work? How long will I be
there?
Swim meets will seem very
strange to those of you not familiar with them. There is lots
happening, but most people will seem to be sitting around doing
very little. Most meets in our LSC are designed to be
completed within 4 hours in each section. Most teams do a
good job with this. The 8 & Under sections typically last
only 1-2 hours. Meets are typically Friday night, Saturday
and Sunday affairs with available events on each day. Most
swimmers will have approximately one meet per month, or about 10
per year. Don’t be afraid to ask your swimmer’s
coach if you don’t understand something. There are no
"stupid questions". The following link is a page that one of
our former MARS parents, Rebecca Dark, wrote to help parents with
their first swim meet (
first swim
meet). Additionally, here is a link from
USA Swimming on the
Role of
Parents.
10. When and
where do I need to get a team
suit?
Swimmers are not required
to purchase a team suit until they begin swimming in meets.
Team suits may be purchased from
D &
J Sportsin Dallas. MARS is
a
Speedosponsored team. The official team suit
for the boy’s from Speedo is the Axel Splice in
Navy/Red. The girl’s suit from Speedo is the Axel
Splice in Navy/Red. Contact D&J Sports to order a suit.
Be sure to tell them you’re with MARS. All MARS
swimmers must wear the team suit in competition (except
Novice). All MARS swimmers must also wear a team cap (girls
& boys) in competition.
11.
When do I get my t-shirt and
cap?
MARS team t-shirts are
ordered by the team each fall or as needed. Each new or
renewing member gets a new t-shirt and cap when their registration
fees are paid. Swimmers should see their coach if they have
questions.
12.
Are there parent’s shirts or other MARS team apparel
available?
At MARS we design and make most
of our non-Speedo clothing and act as our own official team apparel
vendor. Extra team clothing, parent shirts, and spirit items are
available through our website. Please contact Coach Brian
with any questions.
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