Responsibilities and Communication

Discord

CCS has a Discord server to provide a direct communication channel with other Presidents and CCS Advisory Board members. All CCS Presidents have access to the “announcements,” “ccs-resources,” “meets,” “practices,” and “general” channels. Members will also be in the Nationals channel, which covers announcements, general information, and help. You will also be added to a channel exclusively for Presidents from your region and AB members, including “region-general” and “region-regionals”.

 

There are several guidelines to keep conversations efficient and decluttered:

  1. Change your serve name to First Name (School, Region) to make it easier to identify each other. This allows Discord admins to assign your region role and grant you access to your region-specific channel.
  2. Use the “meets” channel ONLY for advertising non-championship meets. In your meet description, please post your meet date and location, then START A THREAD for interested clubs to leave their emails. This is further explained in the “How to Run a Meet” section of this handbook.
  3. Responses to others’ questions and messages should be put in a THREAD to minimize notifications. When in doubt, USE THREADS.
  4. Use the search bar (top right corner) to find keywords from past messages and threads. You may be able to find answers to your questions this way or find previous messages that may have been buried. Especially during Nationals, use this feature before asking your question.
  5. Championship meet channels should be reserved for championship meet communication only to avoid unnecessary spam and allow for important announcements to be easily accessible.
  6. Please post any general questions in the “general” or “ccs-resources” channels. Fellow Presidents or AB members will be able to respond.
  7. Please pause before sending any messages to make sure you are notifying the intended recipients.
  8. The AB will pin important messages, files, and pictures.

If you are not in the Discord, please email your Advisory Board representative or the Club Development Committee to get the join link. At the end of your term, please add your new President to the server before removing yourself. 

Emails

Please familiarize yourself with the emails listed in this handbook in the CCS Resources section to ensure you can connect with the proper resource. When in doubt, email CCS or your region’s elected director email.

 

CCS will send emails regarding official announcements, reminders, events, and general information to all CCS registered swimmers. These will be sent to the email provided when swimmers register with CCS.

 

Emails for all Member Clubs can be found on the CCS website on the Club Lookup page. Many clubs have a club email they use as their main point of contact. Email will be the easiest method of communication for meet packets, meet entries, meet results, and other files.

 

If you do not currently have a club email, check with your school to see if student organizations are provided a school email.Having a designated club email account allows for a better transfer of information to future club leadership, shares the workload with any club officers who have access to the account, and provides a singular account for all club-related files. Make sure to track log in access and know your point of contact for password assistance if you get locked out of your account.

Newsletter

CCS sends out a monthly newsletter with news, announcements, important dates, and other key information. Please reach out to the Club Development Committee to be featured.

If you are not receiving the monthly newsletter, contact CCS to ensure emails are being delivered to the correct address. 

Town Halls

The CCS Advisory Board will host virtual Town Halls throughout the season to share information and connect with presidents. Town Hall topics may include process how-to’s, a Q&A for Regional and National Championship meets, and region-based discussions. Town Halls will take place on Zoom. Registration for these Zoom calls will be shared via email and Discord before the Town Hall. Recordings to the Town Halls will be published on the Town Hall Meetings page.