DEFINITIONS

The following terms have these meanings in this Policy:

• “Association” – Cerebral Palsy Sports Association of British Columbia.
• “Case Manager” – An individual appointed by the Association, who need not be a member or affiliated with the Association, to administer this Discipline and Complaints Policy. The Case Manager will comply with the position description described in Appendix “A”
• “Complainant” – The Party alleging an infraction.
• “Days” – Days including weekends and holidays.
• “Individuals” – All categories of membership defined in the Association’s Bylaws, as well as all individuals employed by or engaged in activities with the Association including, but not limited to, athletes, coaches, support persons, convenors, referees, officials, volunteers, managers, administrators, committee members, and directors and officers of the Association.
• “In writing”- A letter, fax or email sent directly to the Association.
• “Respondent” – The alleged infracting Party

 

PURPOSE

Individuals and participants are expected to fulfill certain responsibilities and obligations including, but not limited to, complying with Association’s policies, bylaws, rules and regulations, and Codes of Conduct. Non-compliance may result in discipline pursuant to this Policy.

 

APPLICATIONS OF THIS POLICY

• This Policy applies to all Individuals relating to matters that may arise during the course of Association’s business, activities, and events including, but not limited to, competitions, practices, tryouts, training camps, travel associated with Association activities, and any meetings.
• This Policies also applies to Individuals’ conduct outside of the Association’s business, activities, and events when such conduct adversely affects relationships within the Association (its work and/or sport environment) or is detrimental to the image and reputation of the Association. The jurisdiction of this Policy will be determined by the Association at its sole discretion.
• This Policy does not prevent immediate discipline from being applied as reasonably required. Further discipline may be applied according to this Policy. Any infractions or complaints occurring within competition will be dealt with by the procedures specific to the competition, if applicable. In such situations, disciplinary measures will be for the duration of the competition, training, activity or event only.
• An employee of the Association found to have to be a Respondent will be subject to appropriate disciplinary action subject to the terms of the Association’s Employee Policies, as well as the employee’s Employment Agreement, as applicable. Violations may result in a warning, reprimand, restrictions, suspension or other disciplinary actions up to and including termination of employment.

 

REPORTING A COMPLAINT

• Any Individual may report any complaint to the Association. A complaint must be In Writing and must be filed within 14 days of the alleged incident.
• A Complainant wishing to file a complaint outside of the 14 days must provide a written statement giving reasons for an exemption to this limitation. The decision to accept or deny the complaint outside of the 14 days will be at the sole discretion of the Case Manager. This decision may not be appealed.
• At the Association’s discretion, the Association may act as the complainant and initiate the complaint process under the terms of this Policy. In such cases, the Association will identify an individual to represent the Association.
• Resignation or lapsing of membership after a complaint is filed does not preclude disciplinary proceedings being pursued under this policy.

 

CASE MANAGER

• Upon the receipt of a complaint, the Association will appoint an independent Case Manager to manage and administer complaints submitted in accordance with this Policy and such appointment is not appealable.
• The Case Manager has a responsibility to:
• Determine whether the complaint is frivolous or within the jurisdiction of this Policy
• Propose the use of the Association’s Alternate Dispute Resolution Policy
• Appoint the Panel, if necessary
• Coordinate all administrative aspects and set timelines
• Provide administrative assistance and logistical support to the Panel as required
• Provide any other service or support that may be necessary to ensure a fair and timely proceeding

PROCEDURES

• If the Case Manager determines the complaint is:
• Frivolous or outside the jurisdiction of this Policy, the complaint will be dismissed immediately an individual will be notified immediately.
• Not frivolous and within the jurisdiction of this Policy, the Case Manager will notify the Parties the complaint is accepted and the applicable next steps.
• The Case Manager’s decision to accept or dismiss the complaint may not be appealed.
• The Case Manager will establish and adhere to timeframes that ensure procedural fairness and that the matter is heard in a timely fashion.
• After notifying the Parties that the complaint has been accepted, the Case Manager will first, propose the Association’s Alternate Dispute Resolution Policy with the objective of resolving the dispute. If the dispute is not resolved or the parties refuse the Alternate Dispute Resolution Policy, the Case Manager will appoint a Discipline Panel, which shall consist of a single Adjudicator, to hear the complaint. In extraordinary circumstances, and at the discretion of the Case Manager, a Panel of three persons may be appointed to hear the complaint. In this event, the Case Manager will appoint one of the Panel’s members to serve as the Chair.
• The Case Manager, in cooperation with the Discipline Panel, will then decide the format under which the complaint will be heard. This decision may not be appealed. The format of the hearing, may involve direct communications with the Parties, an oral in-person hearing, an oral hearing by telephone or other telecommunications, a hearing based on a review of documentary evidence submitted in advance of the hearing, or a combination of these methods. The Case Manager, in cooperation with the Discipline Panel will make every reasonable effort to accommodate accessibility needs when determining the format of the hearing. The hearing will be governed by the procedures that the Case Manager and the Discipline Panel deem appropriate in the circumstances, provided that:
• The Parties will be given appropriate notice of the day, time, and place of the hearing, in the case of an oral in-person hearing, an oral hearing by telephone or other telecommunications
• Copies of any written documents which the parties wish to have the Panel consider will be provided to all Parties, through the Case Manager, in advance of the hearing and/or decision rendered
• The Parties may be accompanied by a representative, advisor, or legal counsel at their own expense
• The Discipline Panel may request that any other individual participate and give evidence at the hearing
• The Discipline Panel may allow as evidence at the hearing any oral evidence and document or thing relevant to the subject matter of the complaint, but may exclude such evidence that is unduly repetitious and shall place such weight on the evidence as it deems appropriate
• The decision will be by a majority vote of the Discipline Panel
• If the Respondent acknowledges the facts of the incident, the Respondent may waive the hearing, in which case the Discipline Panel will determine the appropriate disciplinary action. The Discipline Panel may still hold a hearing for the purpose of determining an appropriate disciplinary measure(s).
• The hearing will proceed in any event, even if a Party chooses not to participate in the hearing.
• If a decision affects a 3rd party to the extent that the 3rd party would have recourse to a complaint or an appeal in their own right, that 3rd party will become a party and apart of the complaint procedure to the complaint in question and will be bound by the decision.
• In fulfilling its duties, the Panel may obtain independent advice.

 

DECISION

After hearing and/or reviewing the matter, the Discipline Panel will determine whether an infraction has occurred and, if so, the discipline to be imposed. Within fourteen (14) days of the hearing’s conclusion, the Discipline Panel’s written decision, with reasons, will be distributed to all Parties, the Case Manager, and the Association. In extraordinary circumstances, the Discipline Panel may first issue a verbal or summary decision soon after the hearing’s conclusion, with the full written decision to be issued before the end of the fourteen (14) day period. The decision will be considered a matter of public record unless decided otherwise by the Discipline Panel.

 

DISCIPLINE

• The Panel may apply the following disciplinary measures, singularly or in combination:
• Verbal or written reprimand
• Verbal or written apology
• Service or other contribution to the Association
• Removal of certain privileges
• Suspension from certain teams, events, and/or activities
• Suspension from all Association activities for a designated period of time
• Withholding of prize money or awards
• Payment of the cost of repairs for property damage
• Suspension of funding from the Association or from other sources
• Expulsion from the Association
• Any other disciplinary measure considered appropriate for the offense
• Unless the Discipline Panel decides otherwise, any discipline measures will begin immediately, notwithstanding an appeal. Failure to comply with a decision as determined by the Discipline Panel will result in automatic suspension until such time as compliance occurs.
• Infractions that result in discipline will be recorded and records will be maintained by the Association.

 

SUSPENSION PENDING A HEARING

The Association may determine that an alleged incident is of such seriousness as to warrant suspension of an Individual pending completion of the criminal process, a hearing or a decision of the Panel.

 

CRIMINAL CONVICTIONS

An Individual’s conviction for a Criminal Code offense, as determined by the Association, will be deemed an infraction under this Policy and will result in expulsion from the Association. Criminal Code offences may include, but are not limited to:

• Any child pornography offences
• Any sexual offences
• Any offence of physical violence
• Any offence of assault
• Any offence involving trafficking of illegal drugs

 

CONFIDENTIALITY

The discipline and complaints process is confidential and involves only the Parties, the Case Manager, the Discipline Panel, and any independent advisors to the Panel. Once initiated and until a decision is released, none of the Parties will disclose confidential information relating to the discipline or complaint to any person not involved in the proceedings.

 

TIMELINES

If the circumstances of the complaint are such that adhering to the timelines outlined by this Policy will not allow a timely resolution to the complaint, the Discipline Panel may direct that these timelines be revised.

 

RECORDS AND DISTRIBUTION OF DECISIONS

Other individuals or organizations, including but not limited to, national sport organizations, provincial partners, stakeholders, etc., may be advised of any decisions rendered in accordance with this Policy.

 

APPEALS PROCEDURE

The decision of the Panel may be appealed in accordance with the Association’s Appeal Policy.

APPENDIX A: CASE MANAGER POSITION DESCRIPTION

Purpose

In some of its policies, the Association requires the appointment of a Case Manager. This Position Description outlines the role, identity, responsibilities and tasks of the Case Manager.

Policies

The following Policies require the appointment of a Case Manager:

• Discipline and Complaints
• Appeal
• Alternate Dispute Resolution Policy

Identity

The Case Manager, whether or not appointed by the Association at its sole discretion, should be experienced with the management of disputes in an unbiased manner. The individual should not be connected in any way to the issue being disputed (and/or the outcome of the dispute) but does not necessarily need to be an independent third-party not connected with the Association – though the guaranteed independence and neutrality of a third-party is preferred. The individual does not need to be a Member of the Association.

The Case Manager’s identity does not need to be approved by any of the parties involved in the dispute, excluding the Association.

 

Discretion – Complaints

When a complaint is filed, the Case Manager is required to:

• Determine whether the complaint is frivolous and within the jurisdiction of the Discipline and Complaints Policy
• Propose the use of the Association’s Alternate Dispute Resolution Policy
• Appoint the Panel, if necessary
• Coordinate all administrative aspects and set timelines
• Provide administrative assistance and logistical support to the Panel as required
• Provide any other service or support that may be necessary to ensure a fair and timely proceeding

 

Discretion – Appeals

When an appeal is filed, the Case Manager is required to:

• Propose the use of the Association’s Alternate Dispute Resolution Policy
• Determine if the appeal falls under the scope of the Appeal Policy
• Determine if the appeal was submitted in a timely manner
• Decide whether there are sufficient grounds for the appeal
• Appoint the Panel, if necessary
• Coordinate all administrative aspects and set timelines
• Provide administrative assistance and logistical support to the Panel as required
• Provide any other service or support that may be necessary to ensure a fair and timely proceeding

 

When determining if there are sufficient grounds for appeal, the Case Manager is not acting as the Panel and determining the merits of the appeal, but instead determining whether the Appellant has properly shown that an error, as described in the Appeal Policy, has been properly argued. The Case Manager will need to carefully consult the Association’s policies and procedures, and analyze the process that contributed to the decision, to determine whether there are appropriate grounds.

 

Discretion – Alternate Dispute Resolution

When the parties agree to the jurisdiction of the Alternate Dispute Resolution Policy, the Case Manager may be required to:

• Appoint the mediator or facilitator
• Coordinate all administrative aspects and set timelines
• Provide administrative assistance and logistical support to the mediator or facilitator as required

 

Hearing Format – Discretion

If necessary, the Case Manager is required to exercise their discretion to determine the format of the hearing. Hearings typically take the following forms, but are not limited to:

• In person
• Conference call
• Written submissions
• Conference call plus written submissions

In determining the format of the hearing the Case Manager should consider:

• The distance between the parties
• The animosity between the parties
• The time commitment and location of the Panel
• The timelines for a decision
• The language barriers between the parties
• The gravity of the complaint/appeal
• Every reasonable effort to accommodate accessibility needs

Panel Appointment

The Case Manager is required to appoint a Panel of one person, or three in extraordinary circumstances, to decide the issue.

 

The Case Manager should remind the Panel to adhere to the powers given to the Panel by the applicable policy. For example, if the policy does not permit the Panel to suspend the respondent indefinitely, then the Panel cannot sanction the respondent in this manner.

Communication

Especially when the hearing is to be held by written submissions, the Case Manager is required to communicate swiftly, clearly, and decisively with each party. The parties must adhere to the deadlines set by the Case Manager or by the applicable policy and the process must move forward even if a party misses a deadline.

When coordinating an oral hearing, the Case Manager should first consider the schedule of the Panel, then the schedule of the complainant, and then the schedule of the respondent in an attempt to find a suitable time for everyone.

Suggested Procedure

The Case Manager may implement the following procedure to facilitate the Discipline and Complaints Policy or the Appeal Policy:

• Receive the written complaint or appeal
• Communicate with the Complainant/Appellant that you have been appointed the Case Manager and that their complaint/appeal will be disclosed to the Respondent and Panel. Also determine if there is additional evidence or written submissions to follow, if so, provide a deadline for receipt. (After this step, the Complainant/Appellant may not have another opportunity to make additional submissions or provide evidence, unless determined otherwise by the Panel)
• Determine whether the complaint is within the jurisdiction of the applicable Policy.
• Notify the Respondent that you are the Case Manager and are in receipt of a complaint/appeal. Communicate to the Respondent that any submissions will be provided to the Complainant/Appellant and Panel. Provide the Respondent with a reasonable timeframe to submit their response document and any applicable evidence. (After this step, the Respondent may not have another opportunity to make additional submissions or provide evidence, unless determined otherwise by the Panel).
• The Case Manager may wish to provide the Complainant/Appellant to submit a rebuttal, but the rebuttal must be limited to issues raised by the Respondent and is not an opportunity to provide new evidence. The Panel may exclude such new evidence.
• Appoint the Panel
• Conduct a hearing either via written documentation, teleconference, in – person, or a combination of these techniques.
• Ensure the Panel renders a written decision within a prescribed timeline
  

---

Download the Discipline & Complaints Policy PDF

 

** This Event Discipline Procedure does not supersede or replace the CPSABC’s Discipline and Complaints Policy **

DEFINITIONS

The following terms have these meanings in this Policy:

• “Association” – Cerebral Palsy Sports Association of British Columbia.
• “CPSABC” – Cerebral Palsy Sports Association of British Columbia
• “Event” – An CPSABC- sanctioned event or National event attended by CPSABC Individuals
• “Individuals” – All categories of membership defined in the Association’s Bylaws, as well as all individuals employed by or engaged in activities with the Association including, but not limited to, athletes, coaches, support persons, convenors, officials, volunteers, managers, administrators, committee members, and directors and officers of the Association.

PURPOSE

The Association is committed to providing a competition environment in which all Individuals are treated with respect. This Procedure outlines how misconduct during an Event will be handled.

 

SCOPE AND APPLICATION OF THIS POLICY

This Procedure will be applied to all the CPSABC-sanctioned Events and International events attended by CPSABC Individuals.

 

This Procedure does not replace or supersede the CPSABC’s  Discipline and  Complaints  Policy.  Instead, this  Procedure works  in concert with the Discipline and Complaints Policy by outlining, for a designated person with authority at an CPSABC-sanctioned event, the procedure for taking immediate, informal, or corrective action in the event of a possible violation of the CPSABC’s Code of Conduct and Ethics.

 

MISCONDUCT DURING EVENTS

• Incidents that violate or potentially violate the CPSABC’s Code of Conduct and Ethics, which can occur during a competition, away from the area of competition, or between parties connected to the Event, shall be reported to a designated person (usually the head official or on-site convenor) responsible at the Event.
• The CPSABC designated person at the Event shall use the following procedure to address the incident that violated or potentially violated the CPSABC’s Code of Conduct and Ethics:
• Notify the involved parties that there has been an incident that violated or potentially violated the CPSABC’s Code of Conduct and Ethics
• Convene a panel of either one person or three people (one of whom shall be designated the Chairperson), who shall not be in a conflict of interest or involved in the original incident, to determine whether the CPSABC’s Code of Conduct and Ethics has  been violated. The designated person at the Event may serve on the panel
• The panel will interview and secure statements from any witnesses to the alleged violation
• If the violation occurred during a competition, interviews will be held with the officials who officiated or observed the competition and with the coaches and captains of each team when necessary and appropriate
• The panel will secure a statement from the person(s) accused of the violation
• The panel will render a decision and determine a possible penalty if warranted
• The Chairperson of the panel will inform all parties of the panel’s decision
• The penalty determined by the panel may include any of the following, singularly or in combination:
• Oral or written warning
• Oral or written reprimand
• Suspension from future competitions at the Event
• Ejection from the Event
• Other appropriate penalty as determined by the panel
• The panel does not have the authority to determine a penalty that exceeds the duration of the Event. A full written report of the incident and the panel’s decision shall be submitted to the CPSABC following the conclusion of the Event. Further discipline may  then be applied per the CPSABC’s Discipline and Complaints Policy if necessary.
• This Procedure does not prohibit other Individuals from reporting the same incident to the CPSABC to be addressed as a  formal complaint under the CPSABC’s Discipline and Complaints Policy.
• The CPSABC will record and track all reported incidents.

 

---

Download the Event Discipline Procedure PDF

Subject to the permission of the Head Coach or designate (i.e. Team Manager), athletes who are of the age of majority (19 years and older) are permitted to remain behind after the competition is over. These athletes must give CPSABC assurances that their personal safety will not be at risk while traveling alone.

Subject to the permission of the Head Coach or designate (i.e. Team Manager) athletes who are under the age of majority (18 years) are permitted to remain behind after the competition is over, but must also have the permission of their guardian/parent. In addition, they must assure CPSABC that they will be under the supervision of a guardian/parent for the remainder of their stay.

All athletes, who remain behind after the competition is over, must officially notify the Head Coach or designate at the point of leaving the Team. Once an athlete has officially notified and left the Team, they will be responsible for all their expenses. This includes, but may not be limited to, accommodations, meals, personal travel, equipment damages and insurance.

Staff including coaches, performance partners, medical, chaperones, and Team Managers, are permitted to remain behind after the competition has ended if granted permission from the Head Coach or designate. The Head Coach or designate will make their decision based upon the fact CPSABC has a commitment to the athletes to provide support while traveling to and from competitions. It is the primary responsibility of all staff of CPSABC to ensure that all athletes are always provided with the highest possible standard of support, this includes team travel.

---

Download the Extended Stay Travel Policy PDF

Family and friends are encouraged to attend competitions to show their support and are considered a vital part of the athlete’s network.

However, family and friends are not official team members unless they have been selected for a team position.

Therefore, family members and friends attending competitions as spectators are responsible for making their own travel, meals and accommodation arrangements for said competitions and cannot stay in the team accommodations or in the room of a team member. Requests to contrary to share accommodation will be considered on a case by case basis by the Head Coach.

Family and friends attending as spectators will have access to the public spectator areas only. Therefore, athletes will need to come to the public spectator areas to connect with family and friends.

All athletes selected to represent the CPSABC are expected to travel to competitions together.

---

Download the Family and Friends Policy PDF

Provincial Team Boccia athletes are eligible to name a maximum of one performance partner per event. Athletes are encouraged to make every effort to travel and train with the same performance partner.

Performance partners must be:

• 18 years or older
• Complete a background record check
• Sign a Provincial Sport Organization Athlete Agreement (Boccia Provincial Team Member Agreement)
• Read and adhere to CPSABC policies
• Be familiar with and able to complete all necessary personal and sport routines for the athlete under travel conditions

 

Requests to travel with more than one performance partner will be considered by the Head Coach on a case by case basis. Requests to travel with an additional performance partner must include:

• a detailed plan outlining the duties for each performance partner
• a transition plan identifying when and how the athlete will achieve readiness to travel with one performance partner

If approved, the additional performance partner will travel at their own expense. The additional performance partner is permitted to register with the team and room with the athlete. Where this is not feasible, the Head Coach and staff will work with the athlete and performance partner(s) to determine the best approach.

 

---

Download the Performance Partner Policy PDF

The Social Media Guidelines for Coaches and Athletes is a separate document from the Social Media Policy.

 

DEFINITIONS

The following term has this meaning in these Guidelines:

• “Association” – Cerebral Palsy Sports Association of British Columbia 
• “Social media” – The catch-all term that is applied broadly to new computer-mediated communication media such as blogs, YouTube, Facebook, Instagram, Tumblr, Snapchat, and Twitter

 

PURPOSE

These Guidelines provide coaches and athletes with tips and suggestions for social media use. Coaches and athletes are strongly encouraged to develop their own strategy for social media use (either written down or not) and ensure that their strategy for social media use is acceptable pursuant to the CPSABC’s Code of Conduct and Ethics and Social Media Policy.

Given the nature of social media as a continually developing communication sphere, the CPSABC trusts its coaches and athletes to use their best judgment when interacting with social media. These Guidelines are not hard and fast rules or behavioural laws; but rather recommendations that will inform coaches’ and athletes’ best judgment.

 

SOCIAL MEDIA GUIDELINES FOR COACHES

The following tips should be used by coaches to inform their own strategy for social media use:

• Choosing not to engage with social media is an acceptable social media strategy. But you must have good reasons for your choice and be active in other communication media
• Despite what Facebook says, you are not actually “friends” with athletes. Resist commenting on athletes’ personal activities, status updates, or tweets on Twitter
• Consider monitoring or being generally aware of athletes’ public social media behaviour to ensure compliance with the CPSABC’s
• Code of Conduct and Ethics and Social Media Policy
• Coaches may not demand access to an athlete’s private posts on Twitter, Instagram, or Facebook
• Do not “friend” athletes on Facebook unless they request the connection. Never pressure athletes to “friend” you
• If you accept some “friend” requests, or follow one athlete on Twitter or Instagram, you should accept all friend requests and follow all the athletes. Be careful not to show favouritism on social media
• Consider managing your social media so that athletes do not have the option to follow you on Twitter or “friend” you on Facebook
• Seek permission from athletes before posting pictures or videos of the athletes on publicly available social media like a blog,
• Instagram, or YouTube
• Keep selection decisions and other official team business off social media
• Never require athletes to join Facebook, join a Facebook group, subscribe to a Twitter feed, or join a Facebook page about your team or organization
• If you create a page on Facebook or Instagram for your team or athlete, do not make this social media site the exclusive location for important information. Duplicate important information in more official channels (like on a website or via email)
• Ensure that athletes and parents of athletes under the age of 18 are aware that some coach-athlete interactions may take place on social media
• Exercise appropriate discretion when using social media for your own personal communications (with friends, colleagues, and other athletes) with the knowledge that your behaviour may be used as a model by your athletes
• Avoid association with Facebook groups, Instagram accounts, or Twitter feeds with explicit sexual content or viewpoints that might offend or compromise the coach-athlete relationship
• Never misrepresent yourself by using a fake name or fake profile
• Be aware that you may acquire information about an athlete that imposes an obligation of disclosure on your part (such as seeing pictures of underage athletes drinking during a trip)
• Attempt to make communication with athletes in social media as one-sided as possible. Be available for athletes if they initiate contact via social media – athletes may wish to have this easy and quick access to you – but avoid imposing yourself into an athlete’s personal social media space unless explicitly requested to do so
• Avoid adding athletes to Snapchat and do not send snapchats to athletes

 

SOCIAL MEDIA GUIDELINES FOR ATHLETES

The following tips should be used by athletes to inform their own strategy for social media use:

• Set your privacy settings to restrict who can search for you and what private information other people can see
• Coaches, teammates, officials, or opposing competitors may all add you to Facebook or follow you on Instagram or Twitter. You are not required to follow anyone or be Facebook friends with anyone
• Avoid adding coaches to Snapchat and do not send snapchats to coaches
• If you feel harassed by someone in a social medium, report it to your coach, club official, or to the CPSABC
• Do not feel pressure to join a fan page on Facebook or follow a Twitter feed or Instagram account
• Content posted on a social medium, relative to your privacy settings, is considered public. In most cases, you do not have a reasonable expectation of privacy for any material that you post
• Content posted to a social medium is almost always permanent – consider that other individuals may take screencaps of your content (even snapchats) before you can delete them
• Avoid posting pictures of, or alluding to, participation in illegal activity such as: speeding, physical assault, harassment, drinking alcohol (if underage), and smoking marijuana (if underage)
• Model appropriate behaviour in social media befitting your status as a) an elite athlete, and b) a member of your club and of the CPSABC. As a representative of the CPSABC, you have agreed to the CPSABC’s Code of Conduct and Ethics and must follow that Code when you post material and interact with other people through social media
• Be aware that your public Facebook page, Instagram account, or Twitter feed may be monitored by your coach or by the CPSABC and content or behaviour demonstrated in social media may be subject to sanction under the CPSABC’s Discipline and Complaints Policy

 

ORGANIZATION RESPONSIBILITIES

Organizations should not attempt to impose social media restrictions onto coaches or athletes. There are many situations where social media contact is desirable and necessary; yet many situations where social media contact is unwanted and risky. Coaches and athletes should be trusted, pursuant to the CPSABC’s Code of Conduct and Ethics, to navigate social media using their best judgment.

Organizations should monitor social media use by its athletes and coaches and should consider regular surveys and reviews to understand how coaches and athletes are using social media. Coaches and athletes may need to be reminded that behaviour in social media is still subject to the CPSABC’s Code of Conduct and Ethics and Social Media Policy.

Complaints and concerns about an athlete’s or a coach’s conduct or behaviour in social media can be addressed under the CPSABC’s Discipline and Complaints Policy.

---

Download the Social Media Guidelines for Athletes and Coaches PDF

PURPOSE

The purpose of this Policy is to inform athletes, parents, performance partners/sport assistants and coaches travelling to events of their responsibilities and the expectations of the CPSABC.

 

APPLICATION OF THIS POLICY

Specific individuals have responsibilities when teams travel for tournaments. These individuals include:

• Coaches
• Athletes
• Performance Partners/Sport Assistants
• Sport Staff and Assistants
• Team Managers
• Parents traveling with the athlete as Team Members
• Parents not traveling with the athlete but travelling as spectators

 

TRAVEL CONSENT FORM

Minor athletes (under 19 years of age) traveling with individuals other than their parent/guardian must keep with them a Minor Travel Consent Form (signed by their parent/guardian). A Minor Travel Consent Form is attached at the end of this Policy.

 

RESPONSIBILITIES

Coaches have the following responsibilities:

• Arrange all team meetings and training sessions
• Determine curfew times
• Work with the performance partners on all sport and potentially non-sport matters
• Report to the CPSABC any incident likely to bring discredit to the CPSABC
• Together with the chaperones (and/or parents) decide temporary disciplinary action to be taken at the scene of an incident, and report such incident and action to the parents of the athletes involved as well as to the CPSABC for further disciplinary action, if applicable, under the CPSABC Discipline and Complaints Policy
• Adhere to the CPSABC policies and procedures, particularly the Code of Conduct and Ethics

Athletes have the following responsibilities:

• Arrive at each event ready to participate
• Make any visitor requests to chaperones, Team Manager or Head Coach, whichever is applicable, before the visit is expected
• Always represent the CPSABC to the best of their abilities
• Communicate any problems or concerns to the coaches and chaperone
• Minor athletes will check-in with the chaperone when leaving their rooms
• Not leave the hotel alone or without permission of the Team Manager or Head Coach, whichever is applicable, and check-in when returning
• Adhere to the CPSABC policies and procedures, particularly the Code of Conduct and Ethics, and Team Member Agreement
• Selecting a performance partner (over 18 years of age) who is trained to meet their travel needs, and adhering to the Performance Partner Policy
• Connect with Team Manager about any issues off the court
• Connect with their direct coach about any issues on the court
• Adhere to coach or manager requests for team meetings, or team functions and be punctual to such events
• Adhere to coach requests for limiting outside activities (e.g., swimming, shopping)
• Report any athlete illness or injury

Performance Partners/Sport Assistants of athletes under 18 years of age have the following responsibilities:

• Obtain and carry any Minor Travel Consent Forms, emergency contact information, and medical information
• Adhere to coach or manager requests for team meetings, or team functions and be punctual to such events
• Adhere to coach requests for athlete curfew times
• Adhere to coach requests for limiting outside activities (e.g., swimming, shopping)
• Report any athlete illness or injury
• Report any incident likely to bring discredit to the CPSABC
• Inspect hotel rooms rented for damage before check-in and at check-out. Report any damage to the coach
• Approve visitors to the athlete accommodations, at their discretion
• Adhere to the CPSABC policies and procedures, particularly the Code of Conduct and Ethics

Team/Event Managers have the following responsibilities:

• Organize accommodations and inform coaches, athletes, performance partners/sport assistants, parents and chaperones how to register and pay for accommodations
• Room female and male athletes separately. Coaches must be roomed separately from athletes, unless the athlete is the child or spouse of the coach. Performance Partners/Sport Assistants may room with their designated athlete
• Coordinate and collect all National Boccia Training Squad and/or event fees

Performance Partners/Sport Assistants or Parents traveling with their child who is an athlete (regardless of age) are responsible for their child during the entirety of the event and have the following additional responsibilities:

• Pay all event fees prior to the start of travel
• Register for event accommodations in a timely manner. Accommodations outside of those arranged by the manager (such as staying with family, or at a different hotel) must be approved by the coach in advance of arrangements being made
• Punctual drop off and pick up of their children at times and places indicated by coaches, unless serving the role of Performance Partner/Sport Assistant
• Adhere to coach or manager requests for parent meetings, team meetings, or team functions and be punctual to such events
• Adhere to coach requests for athlete curfew times
• Adhere to coach requests for limiting outside activities (e.g., swimming, shopping)
• Report any athlete illness or injury
• Report any incident likely to bring discredit to the CPSABC
• Adhere to the CPSABC policies and procedures, particularly the Code of Conduct and Ethics
• If travelling outside of Canada, ensure that all passports are valid and not expired or about to expire

Parents not traveling with the athlete under 18 years of age have the following responsibilities:

• Assign to their child a chaperone from among the other parents in attendance. The chaperone may be a team coach, assistant coach, manager, performance partner/sport assistant
• Provide the chaperone with a Minor Travel Consent Form
• Provide the chaperone with emergency contact information
• Provide the chaperone with any necessary medical information
• Pay all event fees prior to the start of travel
• Provide the child with enough funds to pay for food and incidentals
• If travelling outside of Canada, ensure that all passports are valid and not expired or about to expire
  

APPENDIX A: MINOR TRAVEL CONSENT FORM

To whom it may concern,

I / we, the parent(s)/guardian(s) of officially give my / our consent for my / our minor child to travel with the following individuals who are also associated with the CPSABC:

My / our child was born on __________________ at the location of ______________________. If required, my / our child’s passport number is ______________________________. Attached to this form is a list of any additional medical needs my / our child requires.

I / we understand that the event is a _________________________which is located in _________________________.  Barring extenuating circumstances, the event should last for a duration of ____________ days between the dates of __________________ and __________________.

If there are any questions about the consent provided, I / we can be reached at the following telephone number(s) ______________________ and the following email addresses ____________________________________.

 

Sincerely,

_________________________ _________________________ _________________________

Name Signature Date

 

_________________________ _________________________ _________________________

Name Signature Date

---

Download the Travel Policy PDF