Swim Test Site Instructions for MDSA Volunteers

PLEASE ARRIVE AT THE TEST NO LATER THAN 5:00 PM TO GET ORGANIZED.
MANY PEOPLE ARRIVE EARLY TO BE TESTED.

  1. There are 8-1/2 X 11 bright signs with LARGE TYPE for the following 8 selections along with prop-up gadgets. The signs should be propped up at the appropriate stations (or taped somewhere):
    1. SIGN IN HERE
    2. TAKE CLIPBOARD AND READ INSTRUCTIONS
    3. TAKE: 1 NYS RELEASE FOR, 1 MDSA APPLICATION, 2 MDSA CARDS
    4. MDSA: PAY ALL FEES HERE
    5. DATA ENTRY
    6. PHOTOS
    7. LAMINATING (There is also a sign with both PHOTOS and LAMINATING in case it makes sense to have them together)
    8. COMPLETED TESTS: RETURN FORMS HERE; GET YOUR CARD AND MDSA INFO

  2. SIGN IN HERE AND TAKE CLIPBOARD AND READ INSTRUCTIONS -- A table should be arranged with the sign-in sheet which is kept in a plastic 3-hole binder, most recent test dates on top. The clipboards with instructions should also be arranged on top for easy access.

  3. TAKE: 1 NYS RELEASE FORM, 1 MDSA APPLICATION, 2 MDSA CARDS -- Either on the same table or on a separate one have 3 folders or boxes: (1) the blank NYS release forms, (2) the blank applications, and (3) the blank MDSA cards.

  4. MDSA: PAY ALL FEES HERE -- The Banker will have a "treasury box" for incoming payments and will have MDSA cash for making change. The Banker will also have separate sheet to record each person's payments and will later in the process check off those who successfully completed the test when the signed-off-on forms are turned in (or make a refund to those who fail). The Banker will have a current membership list and will also process fees for any lost cards and additional photos. The completed NYS forms, applications, and respective cards should be separated and alphabetized by the end of the test session.

  5. DATA ENTRY -- Either the MDSA person with the computer or the applicant (whatever the preference) will input the application information; the MDSA volunteer can suggest the idea of volunteering to each applicant at this point in the process. In order to keep the computer desktop uncluttered, completed applicant files should be placed in the day's active test folder. Soon after the test session ends, the data will be emailed to the MDSA Database Manager for adding to the master lists and the hard copies forwarded via the Coordinator; the NYS risk release forms will also be forwarded (to NYS) via the Coordinator.

  6. PHOTOS -- The camera, photo paper, photo printer, scissors, and glue are kept together near the laminating and used as needed. There are instructions with the camera and printer. PLEASE READ THEM. BE CAREFUL TO NEVER DROP THE CAMERA! Please keep the equipment clean and dry and if there are any questions regarding its operation, be sure to ask the Swim Test Coordinator.

  7. LAMINATING -- The signed laminated cards should be kept with an MDSA volunteer until the test is passed and the person hands in the signed forms to ensure that the forms are indeed turned in (the risk release portions are very important to us). The signed cards will be laminated and placed in semi-alphabetical order in a box kept by the Banker. There are letter separators for ABC, DEF, GHI, JKL, MNO, PQR, STU, VW, XYZ and the cards (albeit temporarily) should be filed by last name under the appropriate letters. The Banker is best to hold the cards because of the "audit" done by checking off the test takers who pass the test and who have also paid.

  8. COMPLETED TESTS: RETURN FORMS HERE; GET YOUR CARD AND MDSA INFO -- This could be located near or at the Banker, and the Test Team leader could participate in handing over the membership card and the MDSA Welcome Letter and Information -- something that should be worked out among the volunteers at the beginning of the session, just so that nothing gets lost in the process.

  9. BEFORE LEAVING THE SITE, please be sure that the day's forms/cards are collected and alphabetized, all signs and props are collected and organized back into the main Swim Test materials container, and ALL equipment and supplies are accounted for and stored properly. Be especially careful with the camera, printer, and laminator. Everything should then be delivered back to the MDSA Coordinator in good order.

And a BIG APPRECIATIVE THANK YOU to all who volunteer for the Swim Testing sessions!

MDSA, PO Box 233, New Paltz, NY 12561..... tel(845) 895-5012
e-mail: info@minnewaskaswimmers.org