Water Polo Table Duties Explained: Step-by-Step Parent Volunteer Guide (Scorebook, Game Clock, Shot Clock, Exclusion Flags)

The step-by-step “dictionary” for parent volunteers (USA youth games)

In the USA, a lot of youth water polo games are powered by parent volunteers. If you’ve never sat at the table before, it can feel like you’re flying a plane with 12 buttons and no manual.

Inside any of the memberships in Waterpolo University we have the full courses on the Wate Polo Table Duties Explained for each segments, links to join are at the end of the blog.

Here you’ll learn:

• who does what at the table

• exact steps for the most common situations (goal, exclusion, timeout, turnover, end of period)

• when to start/stop/reset the clocks

• who raises flags and when

• what to do when you’re unsure (without creating chaos)

Important: rules can vary by league (club, high school, college). The steps below match common US setups and align closely with NFHS/college-style desk instructions and USA Water Polo rules. When your tournament gives a briefing, follow that briefing first.

1) Before the game: the 60-second setup (do this every time)

A. Assign roles (even if you only have 2–3 people)

Most games have 3 core functions: Game Clock, Shot Clock, Scorebook.
If you have extra help, add: Exclusion/Flags and Timeout timer.

Minimum recommended table crew

• 2 people: (1) clocks (game+shot), (2) scorebook

• 3 people: (1) game clock, (2) shot clock, (3) scorebook

• 4–5 people: add exclusion/flags + dedicated timeout/admin support

B. Ask the referee these 5 questions (this prevents 90% of mistakes)

1. What is the possession/shot clock length today? (varies by rule set)

2. Do the clocks stop on every whistle, and when do they restart?

3. Who signals re-entry on exclusions today—referee, secretary flag, scoreboard, or both?

4. Are exclusions shown on the scoreboard or by the table (flags/boards)?

5. How are timeouts timed and signaled in this event?

C. Quick equipment check

• scoreboard on + horn works (end of period + shot clock buzzer)

• shot clocks reset correctly

• score sheet + pens + clipboard ready

• flags available if used (many USAWP events specify multiple flag colors)

2) The golden rules (memorize these)

Rule #1: Stop on the whistle. Start when the ball is put into play.

A common standard is: clocks restart when the player taking the free throw puts the ball into play. If you’re unsure, watch the referee’s signal mechanics (many guides teach to watch the referee’s arm).

Rule #2: Don’t run clocks while someone is swimming to retrieve the ball

If a free throw is awarded and the player has to swim to the ball/spot, you do not run the clock during that swim.

Rule #3: If something seems wrong, freeze and ask — don’t “fix it” fast

Multiple official desk guides say: do not reset clocks without checking with the referee in tricky situations (especially around exclusions + timeout timing).

3) Who does what: exact jobs + exact steps

ROLE A — Scorekeeper / Secretary (the official record)

Your job: keep the written record of:

• score

• timeouts

• personal fouls (exclusions + penalties) by player

• major admin notes (misconduct, ejections if required)

Before the game

1. Get both team rosters with cap numbers.

2. Confirm cap colors (white/dark) and which team is “home” on the sheet.

3. Write game details (teams, date, pool, level).

During the game (every time something happens)

• Goal: record time + team + cap number, then confirm scoreboard matches.

• Timeout: mark which team + when it was used.

• Exclusion/penalty: record cap number + time + type.

If you miss a cap number

• Write “goal – unknown cap” with the time, then confirm at next stoppage with coach/ref. Don’t guess.

ROLE B — Game Clock Operator (quarter time, breaks, timeouts)

Your job: run the game time accurately and independently signal end of period via horn/buzzer (or event procedure).

Start of each period

1. Set the correct period length.

2. Confirm the scoreboard period indicator is correct.

3. Start the clock when play actually starts (referee signal + ball put in play).

On every whistle

1. Stop the game clock (unless your event says otherwise).

2. Restart only when the ball is put into play again.

Timeout timing (common approach)

• Stop game clock on the timeout whistle.

• If you’re responsible for timing the timeout, run the timeout countdown per your event standard and sound warnings if required.

ROLE C — Shot Clock Operator (possession clock)

Your job: time continuous possession and reset the shot clock only when the rules require it.

The shot clock “dictionary”: when to RESET (common NCAA/NFHS-style logic)

Reset the shot clock:

• after a goal

• after an attempt at goal (many instructions say reset when the ball leaves the shooter’s hand; then manage the rebound possession correctly)

• after an exclusion

• after an offensive turnover

• when the other team gains true possession (not just a deflection in flight)

• on a neutral throw

• on a penalty throw award

• on a goal throw or corner throw

Do NOT reset the shot clock:

• on a timeout (stop it, then restart when ball is put into play)

• when the ball goes out on the side last touched by defense unless a shot was taken (rule-set dependent, but this is a common instruction)

The single most common new-parent mistake

Resetting the shot clock “because there was a whistle.”

Instead:

• Stop on whistle

• Restart when ball is put into play

• Reset only on the reset events above

ROLE D — Exclusion Secretary / Flags (who raises what and when)

This role is huge because it affects when a team can return to 6-on-6.

In many USA Water Polo games:

• the excluded player must go to the re-entry area

• re-entry can happen after the earliest of: elapsed exclusion time, goal, possession change, or certain awarded throws (depending on rules)

• the secretary may raise the appropriate flag to signal re-entry when conditions are met and the player reached the re-entry area

What you do on every exclusion (step-by-step)

1. Hear the whistle + see the exclusion signal (ref indicates cap number to table).

2. Write down: team color + cap number + exclusion start time.

3. Start the exclusion timing (if you are timing it; sometimes scoreboard does it).

4. Watch that the excluded player moves to the re-entry area correctly. (USAWP specifies where the re-entry area is marked.)

5. When re-entry is legally allowed under your rule set, signal it the way your event uses (flag/board/scoreboard/ref signal).

Flags: what should exist (common USAWP setup)
USA Water Polo rules specify the secretary should be provided flags of multiple colors (white/blue/red/yellow). How they’re used can depend on the event procedure, but the key is: flags are an official communication tool to manage exclusions/re-entry/admin signals.

4) The “what just happened?” section

Exact table actions for the most common game events

Use this like a lookup sheet.

Event 1 — Ordinary foul / free throw

Ref does: whistle + points direction (ball awarded)
Table does (clocks):

1. Stop game/shot clocks on whistle.

2. Restart clocks when the ball is put into play.
   Scorekeeper: no entry unless your event wants a specific note.

Event 2 — Goal scored

Table does

1. Scorekeeper: record goal time + team + cap #.

2. Scoreboard: add goal immediately (confirm with scorekeeper).

3. Shot clock: reset (full possession).

4. Game clock: stop during dead time; restart on the referee’s restart when the ball is put into play.

Event 3 — Shot attempt (even if it misses)

Many desk instructions treat a shot attempt as a reset moment and give guidance on rebound handling.
Table does

1. Reset shot clock at the shot moment (per your event instruction).

2. If ball rebounds into play, manage the next possession correctly (reset/start according to who gains possession).

Event 4 — Exclusion (kick-out)

Table does

1. Stop clocks on whistle.

2. Scorekeeper: record cap # + time + foul type.

3. Shot clock: reset (common approach after exclusion) and restart when ball is put into play.

4. Exclusion/flags: start exclusion timing + manage re-entry signaling per rules/event procedure.

Event 5 — Timeout

Table does

1. Stop clocks on timeout whistle.

2. Do not reset shot clock (common instruction).

3. Restart clocks when ball is put into play after timeout.

Special warning: if timeout happens right after an exclusion, desk manuals warn not to “guess” clock corrections—ask the referee before resetting anything.

Event 6 — Ball dumped into open water to waste time (“vacant area”)

Many rule sets treat this as a turnover with a whistle.
Table does

1. Stop clocks on whistle.

2. Reset shot clock.

3. Restart clocks when the opposing team puts the ball into play.

4. Do not run clocks while players swim to retrieve the ball for the restart.

Event 7 — End of period

Table does

1. Signal end of period with the official horn/buzzer per your setup.

2. Confirm score.

3. Reset for next period and verify period indicator is correct.

5) If you only remember one thing…

When things get messy (and they will), your best “parent volunteer superpower” is this:

Stop on the whistle. Don’t guess resets. Ask the referee at the next stoppage.

Coaches don’t expect perfection from volunteers. They expect:

• calm

• consistency

• willingness to confirm instead of guessing

Inside the school: we train parents to do this (so coaches don’t have to)

Inside Waterpolo University, we have full step-by-step courses that teach parents and volunteers:

• how to run the scorebook

• how to operate game clock + shot clock

• how to manage exclusions, re-entry, and flags

• what to do in every common “game moment” (exactly like this blog—just organized as training)

For coaches, this is a cheat code: train your parent volunteers once and your games run smoother all season.

Club license or individual memberships

Club Licenses – Best for coaches: train your athletes and standardize parent volunteers with one system for the entire club.

Basic Membership – Best for families: fundamentals training + parent game-day basics, step-by-step.

Premium Membership – Full access + the deepest structure, so your athlete improves faster and your family understands the game like a coach.