SBA By-Law 001 - Code of Conduct

Definitions

1.       For a full list of definitions related to this Code of Conduct, please visit this link.

Purpose

1.       The purpose of this Code of Conduct (“Code”) is to ensure a safe and positive environment (within club programs, activities, and events) by making all individuals aware that there is an expectation, at all times, of appropriate behaviour.

2.       STRATFORD BASKETBALL ASSOCIATION (the club) is committed to providing an environment in which all individuals are treated with respect. It supports equal opportunity and prohibits discriminatory practices. Individuals are expected to conduct themselves at all times in a manner that shows respect, integrity, and fairness to all.

3.       Conduct that violates this Code may be subject to sanctions from the club, Ontario Basketball Association, or Canada Basketball.

Application of this Code

4.       This Code applies to conduct that may arise during the course of club business, activities, and events, including but not limited to: its administrative environment, competitions, practices, training camps, tryouts, travel, and any meetings of the club.

5.       This Code also applies to the conduct of individuals that may occur outside of the club’s business, activities, events, and meetings when such conduct adversely affects relationships within the club and is detrimental to the image and reputation of the club.

Responsibilities

6.       All Individuals have a responsibility to:

a.       Maintain and enhance the dignity and self-esteem of club members and other individuals by:

                                                               i.      Demonstrating respect to individuals regardless of body type, physical characteristics, athletic ability, gender, ancestry, colour, ethnic or racial origin, nationality, national origin, sexual orientation, age, marital status, religion, religious belief, political belief, disability, or economic status;

                                                             ii.      Focusing comments or criticism appropriately and avoiding public criticism of athletes, coaches, officials, organizers, volunteers, employees, and members;

                                                           iii.      Consistently demonstrating the spirit of sportsmanship, sport leadership, and ethical conduct;

                                                           iv.      Acting, when appropriate, to prevent or correct practices that are unjustly discriminatory;

                                                             v.      Consistently treating individuals fairly and reasonably;

                                                           vi.      Ensuring adherence to the rules of basketball and the spirit of those rules.

b.       Refrain from any behaviour that constitutes harassment, where harassment is defined as comment or conduct directed towards an individual or group, which is offensive, abusive, racist, sexist, degrading, or malicious. Types of behaviour that constitute harassment include, but are not limited to:

                                                               i.      Written or verbal abuse, threats, or outburst;

                                                             ii.      Displaying visual material which is offensive or which one ought to know is offensive in the circumstances;

                                                           iii.      Unwelcome remarks, jokes, comments, innuendo, or taunts;

                                                           iv.      Leering or other suggestive or obscene gestures;

                                                             v.      Condescending or patronizing behaviour which is intended to undermine self-esteem, diminish performance or adversely affect working conditions;

                                                           vi.      Practical jokes which cause awkwardness or embarrassment, endanger a person’s safety, or negatively affect performance;

                                                          vii.      Any form of hazing where hazing is defined as “Any potentially humiliating, degrading, abusive, or dangerous activity expected of a junior-ranking participant by a more senior person, which does not contribute to either’s positive development, but is required to be accepted as part of a team, regardless of the junior-ranking person’s willingness to participate. This includes, but is not limited to, any activity, no matter how traditional or seemingly benign, that sets apart or alienates any teammate based on class, number of years on the team, or athletic ability.”

                                                        viii.      Unwanted physical contact including, but not limited to, touching, petting, pinching, or kissing;

                                                            ix.      Unwelcome sexual flirtations, advances, requests, or invitations;

                                                             x.      Physical or sexual assault;

                                                            xi.      Behaviours such as those described above that are not directed towards a specific individual or group but have the same effect of creating a negative or hostile environment;

                                                          xii.      Retaliation or threats of retaliation against an individual who reports harassment to the club.

c.       Refrain from any behaviour that constitutes sexual harassment, where sexual harassment is defined as unwelcome sexual comments and sexual advances, requests for sexual favours, or conduct of a sexual nature. Types of behaviour that constitute sexual harassment include, but are not limited to:

                                                               i.      Sexist jokes;

                                                             ii.      Displaying sexually offensive material;

                                                           iii.      Sexually degrading words used to describe a person;

                                                           iv.      Inquiries or comments about a person’s sex life;

                                                             v.      Unwelcome sexual flirtations, advances, or propositions;

                                                           vi.      Persistent unwanted contact.

d.       Abstain from the non-medical use of drugs or the use of performance-enhancing drugs or methods. More specifically, the club adopts and adheres to the Canadian Anti-Doping Program. Any infraction under this program shall be considered an infraction of this Code and shall be subject to disciplinary action, and possible sanction. The club will respect any penalty enacted pursuant to a breach of the Canadian Anti-Doping Program, whether imposed by the Ontario Basketball Association, Canada Basketball, or any other sport organization.

e.       Refrain from associating with any person for the purpose of coaching, training, competition, instruction, administration, management, athletic development or supervision of the sport of competitive basketball, who has incurred an anti-doping rule violation and is serving a sanction involving a period of ineligibility imposed pursuant to the Canadian Anti-Doping Program and/or the World Anti-Doping Code and recognized by the Canadian Centre for Ethics in Sport (CCES).

f.        Refrain from the use of power or authority in an attempt to coerce another person to engage in inappropriate activities.

g.       In the case of adults, avoid consuming alcohol in situations where minors are present, and take reasonable steps to manage the responsible consumption of alcoholic beverages in adult-oriented social situations associated with club events.

h.       Respect the property of others and not willfully cause damage.

i.         Promote basketball in the most constructive and positive manner possible.

j.         Adhere to all federal, provincial, municipal, and host country laws.

k.       Comply at all times with the bylaws, policies, procedures, rules and regulations of the club, as adopted and amended from time to time.

Board/Committee Members and Staff

7.       In addition to paragraph 6 of the Code of Conduct (above), Board and Committee Members and Staff will:

a.       Function primarily as a member of the board and/or committee(s) of the club; not as a member of any other particular member or constituency

b.       Act with honesty and integrity and conduct themselves in a manner consistent with the nature and responsibilities of club business and the maintenance of member confidence

c.       Ensures that the financial affairs of the club are conducted in a responsible and transparent manner with due regard for their fiduciary responsibilities

d.       Conduct oneself openly, professionally, lawfully, and in good faith in the best interests of the club

e.       Be independent and impartial and not be influenced by self-interest, outside pressure, expectation of reward or fear of criticism

f.        Behave with decorum appropriate to both circumstance and position and be fair, equitable, considerate, and honest in all dealings with others

g.       Keep informed about the activities of the club, the provincial sport community, and general trends in the sectors in which it operates

h.       Exercise the degree of care, diligence, and skill required in the performance of their duties pursuant to the laws under which the club is governed

i.         Respect the confidentiality as appropriate to issues of a sensitive nature

j.         Ensure that all members are given sufficient opportunity to express opinions, and that all opinions are given due consideration and weight

k.       Respect the decisions of the majority and resign if unable to do so

l.         Commit the time to attend meetings and to be diligent in preparation for, and participation in, discussions at such meetings

m.     Have a thorough knowledge and understanding of all club governance documents

n.       Conforms to the bylaws and policies approved by the club, in particular this Code of Conduct and subsequent policies.

Teams

8.       In addition to paragraph 6 of the Code of Conduct (above), teams will:

a.       Deliver their services in compliance with the constitution, bylaws, policies, rules, regulations and procedures of the club

b.       Ensure that all athletes and coaches participating in sanctioned competitions are registered members, in Good Standing, of their respective teams.

c.       Engage only authorized coaches and sanctioned athletes.

d.       Do your best to see that all players are given the same chance to participate, regardless of gender, ability, ethnic background or race.

e.       Become familiar with the club’s Policies and Procedures and ensure that all others involved are aware of them as well.

f.        Incorporate Fair Play into team activities both on and off the court.

g.       Ensure that all equipment and facilities are safe and match the athlete’s ages and abilities.

h.       Ensure that the age and maturing level of the participants are considered in program development, rule enforcement and scheduling.

i.         Remember that play is done for its own sake and make sure that winning is kept in proper perspective.

j.         Remember that you are in a position of authority and will use best judgment that is in the best interests of the children and for the game of basketball.

Coaches

9.       In addition to paragraph 6 of the Code of Conduct (above), coaches have additional responsibilities. The coach-athlete relationship is a privileged one and plays a critical role in the personal, sport, and athletic development of the athlete. Coaches must understand and respect the inherent power imbalance that exists in this relationship and must be extremely careful not to abuse it, consciously or unconsciously. Coaches will:

a.       Meet the highest standards of credentials, integrity and suitability, including but not limited to such considerations established by the Club Screening Policy, so that the community is satisfied it has minimized the risk of an unsafe environment

b.       Report any ongoing criminal investigation, conviction or existing bail conditions, including those for violence; child pornography; or possession, use or sale of any illegal substance

c.       Under no circumstances provide, promote or condone the use of drugs (other than properly prescribed medications) or performance-enhancing substances and, in the case of minors, alcoholic beverages, cannabis, and/or tobacco

d.       Respect all other teams and athletes from other teams and, in dealings with them, not encroach upon topics or actions which are deemed to be within the realm of ‘coaching’, unless first receiving approval from the coach who is responsible for the team or athlete(s) involved

e.       Not engage in a intimate/sexual/romantic relationship with an athlete of under the age of 18 years, or an intimate/sexual/romantic relationship with an athlete over the age of 18 if the coach is in a position of power, trust or authority over such athlete

f.        Recognize the power inherent in the position of coach and respect and promote the rights of all participants in sport. This is accomplished by establishing and following procedures for confidentiality (right to privacy), informed participation, and fair and reasonable treatment. Coaches have a special responsibility to respect and promote the rights of participants who are in a vulnerable or dependent position and less able to protect their own rights

g.       Dress professionally, neatly, and inoffensively

h.       Use inoffensive language, taking into account the audience being addressed

i.         Be reasonable when scheduling practices and games. I will remember the other interests and obligations of my players.

j.         Teach players to play fair and respect the rules of the game as they are written.

k.       Ensure that all players get equal instruction and support.

l.         Recognize and reward all achievements other than just scoring points.

m.     Never ridicule or yell at my players for making mistakes, performing poorly or losing. I will remember that children play to have fun and satisfaction and must be encouraged to have confidence in themselves.

n.       Ensure that equipment and facilities meet safety standards and are appropriate for my player’s age and size.

o.       Teach your team to respect the opposing teams, judgment of the referees and other administrators and will lead by example.

p.       Follow a physician’s advice to decide when injured players are ready to play again.

q.       Remember that children need a coach they can respect. I will be generous with deserved praise and set a good example.

r.        Keep informed on sound coaching techniques based on the principles of growth and development of children and continue to upgrade my coaching skills.

s.        Plan your season in advance and ensure I share it with my players and parents, particularly at the beginning of the season.

Athletes

10.   In addition to paragraph 6 of the Code of Conduct (above), athletes will have additional responsibilities to:

a.       Report any medical problems in a timely fashion, where such problems may limit the athlete’s ability to travel, train or compete

b.       Participate and appear on time, well-nourished and prepared to participate to one’s best abilities in all competitions, practices, training sessions, events, activities, or projects

c.       Properly represent oneself and not attempt to enter a competition for which one is not eligible, by reason of age, classification, or other reason

d.       Adhere to the club’s rules and requirements regarding clothing and equipment

e.       Never ridicule a participant for a poor performance or practice

f.        Act in a sportsmanlike manner and not display appearances of violence, foul language, or gestures to other players, officials, coaches, or spectators

g.       Dress in a manner representative of the club with focus being on neatness, cleanliness, and discretion.

h.       Act in accordance with the club’s policies and procedures and, when applicable, additional rules as outlined by coaches or chaperones

i.         Participate because you want to, not just because parents or coaches want you to.

j.         Play the game for the game’s sake. Be generous when I win and be gracious when you lose.

k.       Play by the rules of basketball and in the spirit of the game.

l.         Control your temper and understand that fighting and “mouthing off” can spoil the game for everybody and is unacceptable.

m.     Respect your opponents.

n.       Do your best to be a true team player and work for the good of the team.

o.       Remember that having fun, improving skills, making friends and doing my best are more important than just winning games.

p.       Remember that coaches and officials are there to help me and accept their decisions and show them respect.

q.       Acknowledge all good plays / performances – those of your team and of your opponents.

Parents/Guardians and Spectators

11.   In addition to paragraph 6 of the Code of Conduct (above), parents/guardians of individuals and spectators at events will:

a.       Encourage athletes to play by the rules and resolve conflicts without resorting to hostility or violence

b.       Never ridicule a participant for a poor performance or practice

c.       Respect the decisions and judgments of officials and encourage athletes to do the same

d.       Not question the judgment or honesty of an official or a club staff or board member

e.       Respect and show appreciation to all competitors and to the coaches, officials, and other volunteers who give their time to the sport

f.        Keep off of the competition area and not interfere with events or calls

g.       Not force your child or others to participate in basketball.

h.       Remember that children play organized sports for their own fun and benefit. They are not there to entertain, and they are NOT miniature professional athletes.

i.         Explain the importance of “Fair Play” to your child and their coach along with others involved in basketball.

j.         Encourage your child to play by the rules and to resolve conflicts without resorting to hostility or violence.

k.       Teach your child that doing one’s best is as important as winning, so your child will never feel defeated by the outcome of the game.

l.         Make your child feel like a winner every time by offering praise for competing fairly and trying hard.

m.     Never ridicule or yell at your child or coach for making a mistake or losing a game.

n.       Remember that children learn best by example and will applaud good plays by the home team and the visiting team.

o.       Be on your best behaviour at all times and will not use profane language or harass players, coaches, referees, administrators, volunteers or the opposing team.

p.       Never question the referee or coach’s judgment or honesty in public and will respect their decisions and involvement in my child’s development.

q.       Show respect for the visiting team – without them there would be no game.

r.        Make involvement in this basketball program for your child and others a positive experience.

s.        Condemn the use of violence and verbal abuse in all forms.

t.        Encourage players always to play according to the rules of basketball.

u.       Attempt to relieve the pressure of competition, not increase it. A child is easily affected by outside influences.

SBA By-Law 004 - Concussion Policy

Preamble

1.       This Policy is based on the 5th Consensus Statement on Concussion in Sport that was released in April 2017. This Policy interprets the information contained in the report that was prepared by the 2017 Concussion in Sport Group (CISG), a group of sport concussion medical practitioners and experts, and adapts concussion assessment and management tools.

2.       The CISG suggested 11 ‘R’s of Sport-Related Concussion (“SRC”) management to provide a logical flow of concussion management. This Policy is similarly arranged. The 11 R’s in this Policy are: Recognize, Remove, Re-Evaluate, Rest, Rehabilitation, Refer, Recover, Return to Sport, Reconsider, Residual Effects, and Risk Reduction.

3.       A concussion is a clinical diagnosis that can only be made by a physician. STRATFORD BASKETBALL ASSOCIATION (the club) accepts no liability for participants or other individuals in their use or interpretation of this Policy.

Definitions

4.       The following terms have these meanings in this Policy:

a.       “Participant” – Coaches, athletes, volunteers, officials, and other registered individuals

b.       “Registered Individuals” – All individuals employed by, or engaged in activities with the club, including but not limited to, employees, volunteers, administrators, committee members and directors and officers.

c.       “Suspected Concussion” – means the recognition that an individual appears to have either experienced an injury or impact that may result in a concussion or who is exhibiting unusual behaviour that may be the result of concussion.

d.       “Sport-Related Concussion (“SRC”) – A sport-related concussion is a traumatic brain injury induced by biomechanical forces. Several common features that may be used to define the nature of a SRC may include:

                                                               i.      Caused either by a direct blow to the head, face, neck or elsewhere on the body with an impulsive force transmitted to the head.

                                                             ii.      Typically results in the rapid onset of short-lived impairment of neurological function that resolves spontaneously. However, in some cases, signs and symptoms evolve over a number of minutes to hours.

                                                           iii.      May result in neuropathological changes, but the acute clinical signs and symptoms largely reflect a functional disturbance rather than a structural injury and, as such, no abnormality may be visibly apparent.

                                                           iv.      Results in a range of clinical signs and symptoms that may or may not involve loss of consciousness. Resolution of the clinical and cognitive features typically follows a sequential course. However, in some cases symptoms may be prolonged.

Purpose

5.       The club is committed to ensuring the safety of those participating in the sport of basketball. The club recognizes the increased awareness of concussions and their long-term effects and believes that prevention of concussions is paramount to protecting the health and safety of Participants.

6.       This Policy provides guidance in identifying common signs and symptoms of a concussion, protocol to be followed in the event of a possible concussion and return to participation guidelines should a concussion be diagnosed. Awareness of the signs and symptoms of concussion and knowledge of how to properly manage a concussion is critical to recovery and helping to ensure the individual is not returning to physical activities too soon, risking further complication.

Recognize

7.       If any of the following red flags are present, an ambulance should be called and/or an on-site licensed healthcare professional should be summoned:

a.       Neck pain or tenderness

b.       Double vision

c.       Weakness or tingling / burning in arms or legs

d.       Severe or increasing headache

e.       Seizure or convulsion

f.        Loss of consciousness

g.       Deteriorating conscious state

h.       Vomiting

i.         Increasingly restless, agitated, or combative

8.       The following observable signs may indicate a possible concussion:

a.       Lying motionless on the playing surface

b.       Slow to get up after a direct or indirect hit to the head

c.       Disorientation or confusion / inability to respond appropriately to questions

d.       Blank or vacant look

e.       Balance or gait difficulties, motor incoordination, stumbling, slow laboured movements

f.        Facial injury after head trauma

9.       A concussion may result in the following symptoms:

a.       Headache or “pressure in head”

b.       Balance problems or dizziness

c.       Nausea or vomiting

d.       Drowsiness, fatigue, or low energy

e.       Blurred vision

f.        Sensitivity to light or noise

g.       More emotional or irritable

h.       “Don’t feel right”

i.         Sadness, nervousness, or anxiousness

j.         Neck pain

k.       Difficulty remembering or concentrating

l.         Feeling slowed down or “in a fog”

10.   Failure to correctly answer any of these memory questions may suggest a concussion:

a.       What venue are we at today?

b.       Which team is winning?

c.       Which quarter is it?

d.       What team are you playing against?

Remove

11.   In the event of a Suspected Concussion where there are observable signs of a concussion, symptoms of a concussion, or a failure to correctly answer memory questions, the Participant should be immediately removed from participation.

12.   Participants who have a Suspected Concussion and who are removed from participation should:

a.       Not be left alone (at least for the first 1-2 hours)

b.       Not drink alcohol

c.       Not use recreational/prescription drugs

d.       Not be sent home by themselves

e.       Not drive a motor vehicle until cleared to do so by a medical professional

13.   A Participant who has been removed from participation due to a suspected concussion should not return to participation until the Participant has been assessed medically, preferably by a physician who is familiar with the Sport Concussion Assessment Tool – 5th Edition (SCAT5) (for Participants over the age of 12) or the Child SCAT5 (for Participants between 5 and 12 years old), even if the symptoms of the concussion resolve.

14.   For Participants who have been removed from participation, the Participant’s parent/guardian should be immediately contacted. The Participant should be isolated in a dark room or area, stimulus should be reduced, the Participant should not be left alone, the Participant should be monitored, and any cognitive, emotional, or physical changes should be documented.

Re-Evaluate

15.   A Participant with a Suspected Concussion should be evaluated by a licensed physician who should conduct a comprehensive neurological assessment of the Participant and determine the Participant’s clinical status and the potential need for neuroimaging scans.

Rest and Rehabilitation

16.   Participants with a diagnosed SRC should rest during the acute phase (24-48 hours) but can gradually and progressively become more active so long as activity does not worsen the Participant’s symptoms. Participants should avoid vigorous exertion.

17.   Participants must consider the diverse symptoms and problems that are associated with SRCs. Rehabilitation programs that involve controlled parameters below the threshold of peak performance should be considered.

Refer

18.   Participants who display persistent post-concussion symptoms (i.e., symptoms beyond the expected timeline for recovery – 10-14 days for adults and 4 weeks for children) should be referred to physicians with experience handling SRCs.

Recovery and Return to Sport

19.   SRCs have large adverse effects on cognitive functioning and balance during the first 24-72 hours after injury. For most Participants, these cognitive defects, balance and symptoms improve rapidly during the first two weeks after injury. An important predictor of slower recovery from an SRC is the severity of the Participant’s initial symptoms following the first few days after the injury.

20.   The table below represents a graduated return to sport for most Participants, in particular those that did not experience high severity of initial symptoms after the following the first few days after the injury.

Table 1 – Return to Sport Strategy

21.   An initial period of 24-48 hours of both physical rest and cognitive rest is recommended before beginning the Return to Sport strategy.

22.   There should be at least 24 hours (or longer) for each step. If symptoms reoccur or worsen, the Participant should go back to the previous step.

23.   Resistance training should only be added in the later stages (Stage 3 or Stage 4).

24.   If symptoms persist, the Participant should return to see a physician.

25.   The Participant’s Return-to-Sport strategy should be guided and approved by a physician with regular consultations throughout the process.

26.   The Participant must provide the club with a medical clearance form, signed by a physician, following Stage 5 and before proceeding to Stage 6.

Reconsider

27.   The 2017 Concussion in Sport Group (CISG) considered whether certain populations (children, adolescents, and elite athletes) should have SRCs managed differently.

28.   It was determined that all Participants, regardless of competition level, should be managed using the same SRC management principles.

29.   Adolescents (13 to 18 years old) and children (5 to 12 years old) should be managed differently. SRC symptoms in children persist for up to four weeks. More research was recommended for how these groups should be managed differently, but the CISG recommended that children and adolescents should first follow a Return to School strategy before they take part in a Return to Sport strategy. A Return to School strategy is described below.

Table 2 – Return to School Strategy

Residual Effects

30.   Participants should be alert for potential long-term problems such as cognitive impairment and depression. The potential for developing chronic traumatic encephalopathy (CTE) should also be a consideration, although the CISG stated that “a cause-and-effect relationship has not yet been demonstrated between CTE and SRCs or exposure to contact sports. As such, the notion that repeated concussion or sub concussive impacts cause CTE remains unknown.”

Risk Reduction and Prevention

31.   The club recognizes that knowing a Participant’s SRC history can aid in the development of concussion management and the Return to Sport strategy. The clinical history should also include information about all previous head, face, or cervical spine injuries. The club encourages Participants to make coaches and other stakeholders aware of their individual histories.

Non-Compliance

32.   Failure to abide by any of the guidelines and/or protocols contained within this policy may result in disciplinary action in accordance with the club’s internal policies.

 SBA By-Law 002  - Athlete Protection Guidelines

Definitions

1. The following terms have these meanings in these Guidelines:
1. “Person in Authority” – An individual who holds a position of authority within the club including, but not limited to, coaches, managers, support personnel, chaperones, and directors
2. “Vulnerable Participants” – Includes minors and vulnerable adults (people who, because of age, disability or other circumstance, are in a position of dependence on others or are otherwise at a greater risk than the general population of being harmed by people in positions of trust or authority)

Purpose

2. These athlete protection guidelines describe how Persons in Authority can maintain a safe sport environment for athletes.

Interactions between Persons in Authority and Athletes – Rule of Two

3. For interactions between Persons and Authority and Athletes, STRATFORD BASKETBALL ASSOCIATION (the club) strongly recommends the ‘Rule of Two’ for all Persons in Authority who interact with athletes. The ‘Rule of Two’ is a directive that says that an athlete must never be alone one-on-one with an unrelated Person in Authority.
4. The club recognizes that fully implementing the ‘Rule of Two’ may not always be possible. Consequently, at a minimum, interactions between Persons in Authority and Athletes must respect the following:
1. The training environment should be open and transparent so that all interactions between Persons in Authority and Athletes are observable
2. Private or one-on-one situations must be avoided unless they are open and observable by another adult or Athlete
3. Persons in Authority shall not invite or have an unrelated Vulnerable Participant (or Vulnerable Participants) in their home without the written permission and concurrent knowledge of the Vulnerable Participant's parent or guardian
4. Vulnerable Participants must not be in any situation where they are alone with an unrelated Person in Authority without another screened adult or Athlete present unless prior written permission is obtained from the Vulnerable Participant’s parent or guardian

Practices and Competitions

5. For practices and competitions, the club and its members recommends:
1. A Person in Authority should never be alone with a Vulnerable Participant prior to or following a competition or practice unless the Person in Authority is the Vulnerable Participant’s parent or guardian
2. If the Vulnerable Participant is the first Athlete to arrive, the Athlete’s parent should remain until another Athlete or Person in Authority arrives
3. If a Vulnerable Participant would potentially be alone with a Person in Authority following a competition or practice, the Person in Authority should ask another Person in Authority (or a parent or guardian of another Athlete) to stay until all of the Athletes have been picked up. If an adult is unavailable, another Athlete, who is preferably not a Vulnerable Participant, should be present in order to avoid the Person in Authority being alone with a Vulnerable Participant
4. Persons in Authority giving instructions, demonstrating skills, or facilitating drills or lessons to an individual Athlete should always do so within earshot and eyesight of another Person in Authority
5. Persons in Authority and Athletes should take steps to achieve transparency and accountability in their interactions. For example, a Person in Authority and an Athlete who know they will be away from other Participants for a lengthy period of time must inform another Person in Authority where they are going and when they are expected to return. Persons in Authority should always be reachable by phone or text message

Communications

6. For communication between Persons in Authority and Athletes, the club recommends:
1. Group messages, group emails or team pages are to be used as the regular method of communication between Persons in Authority and athletes
2. Persons in Authority may only send personal texts, direct messages on social media or emails to individual athletes when necessary and only for the purpose of communicating information related to team issues and activities (e.g., non-personal information)
3. Electronic communication between Persons in Authority and Athletes that is personal in nature should be avoided. If such communication occurs, it must be recorded and available for review by another Person in Authority and/or by the Athlete’s parent/guardian (when the Athlete is a Vulnerable Participant)
4. Parents and guardians may request that their child not be contacted by Persons in Authority using any form of electronic communication and/or to request that certain information about their child may not be distributed in any form of electronic communications
5. All communication between Persons in Authority and athletes must be between the hours of 6:00am and midnight unless extenuating circumstances exist
6. Communication concerning drugs or alcohol use (unless regarding its prohibition) is not permitted
7. Persons in Authority are not permitted to ask athletes to keep a secret for them
8. A Person in Authority should not become overly-involved in an athlete’s personal life

Travel

7. For travel involving Persons in Authority and Athletes, the club recommends:
1. Teams or groups of Athlete shall always have at least two Persons in Authority with them
2. For mixed gender teams or groups of Athletes, there should be one Person in Authority from each gender
3. Screened parents or other volunteers will be available in situations when two Persons in Authority cannot be present
4. No Person in Authority may drive a vehicle alone with an Athlete unless the Person in Authority is the Athlete’s parent or guardian
5. A Person in Authority may not share a room or be alone in a hotel room with an athlete unless the Person in Authority is the athlete’s parent or guardian
6. Room or bed checks during overnight stays must be done by two Persons in Authority
7. For overnight travel when athletes share a hotel room, roommates will be age-appropriate (e.g., within 2 years of age) and of the same gender identity

Locker Room / Changing Area / Meeting Room

8. For locker rooms, changing areas and other closed meeting spaces, the club recommends:
1. Interactions between a Person in Authority and an individual athlete should not occur in any room where there is a reasonable expectation of privacy such as the locker room, meeting room, restroom, or changing area. A second Person in Authority should be present for any necessary interaction in any such room
2. If Persons in Authority are not present in the locker room or changing area, or if they are not permitted to be present, they should still be available outside the locker room or changing area and be able to enter the room or area if required

Photography / Video

9. For all photography and video of an Athlete, the club recommends:
1. Parents/guardians should sign a photo release form (i.e., as part of the registration process) that describes how an athlete’s image may be used by the club
2. Photographs and video may only be taken in public view, must observe generally accepted standards of decency, and be both appropriate for and in the best interest of the athlete.
3. The use of recording devices of any kind in rooms where there is a reasonable expectation of privacy is strictly prohibited.
4. Examples of photos that should be edited or deleted include:

                                                               i.      Images with misplaced apparel or where undergarments are showing

                                                             ii.      Suggestive or provocative poses

                                                           iii.      Embarrassing images

Physical Contact

10. The club understands that some physical contact between Persons in Authority and athletes may be necessary for various reasons including, but not limited to, teaching a skill or tending to an injury. For physical contact, the club recommends:
1. Unless it is not possible because of serious injury or other circumstance, a Person in Authority should always clarify with an athlete where and why any touch will occur. The Person in Authority must make clear that they are requesting to touch the athlete and not requiring the physical contact
2. Infrequent, non-intentional physical contact, particularly contact that arises out of an error or a misjudgment on the part of the athlete during a training session, is permitted
3. Making amends, such as an apology or explanation, is encouraged to further help educate athletes on the difference between appropriate and inappropriate contact
4. Hugs lasting longer than 5 seconds, cuddling, physical horseplay, and physical contact initiated by the Person in Authority is not permitted. The club is aware that some younger athletes may initiate hugging or other physical contact with a Person in Authority for various reasons (e.g., such as crying after a poor performance), but this physical contact should always be limited.

Reporting Inappropriate Behaviour & Child Sexual Abuse

11. The following are quick steps for reporting from the Canadian Centre for Child Protection’s Commit to Kids Program. This is not meant to be an exhaustive list or replace legal advice. Users are strongly encouraged to consult with any or all of child welfare, law enforcement, and legal counsel as appropriate to a given situation.
1. Reporting Inappropriate Conduct

                                                               i.      A child discloses information or information is discovered indicating that a coach/volunteer may have acted inappropriately. Document the information.

                                                             ii.      Coach who receives the report notifies the supervisor/manager. Document.

                                                           iii.      Manager notifies the head of the organization.

                                                           iv.      Consultation between the manager and the head of the organization to decide if concern is warranted. Document.

                                                             v.      If warranted, meet with accused coach/volunteer to discuss allegations and concerns. The individual is told about the complaint without disclosing the source. The individual is asked to respond to the allegation. Document.

                                                           vi.      If the head of the organization determines that the nature of the conduct is not sufficiently serious to warrant formal action, the organization may choose to clarify expectations with the coach/volunteer as outlined in the Code of Conduct. Document.

                                                          vii.      If the head of the organization determines that the nature of the conduct is sufficiently serious to warrant action, an internal follow-up takes place. Document.

                                                        viii.      Organization conducts an internal follow up and is documented. Outcomes of the follow up:

1.       Inappropriate conduct is not substantiated. Follow internal policies. No further action necessary but organization may choose to take the opportunity to remind all coaches/volunteers of the Code of Conduct.

2.       Inappropriate conduct is substantiated. Next steps will depend on severity of the conduct, the nature of the information gathered during internal follow up, and other relevant circumstances (such as past inappropriate conduct of a similar nature). Varying levels of disciplinary action may be appropriate. For example, it may be prudent for an organization to report concerns to child welfare or law enforcement.

3.       Inconclusive. Next steps will need to be carefully considered and depend on the nature of the information gathered during the internal follow up. Work through options, assess the risk, and consult professionals as needed.

                                                            ix.      Adequately supervise and monitor the coach/volunteer consistent with internal policies. Document.

                                                             x.      Note: Consider when/if the child’s parents should be notified about allegations of inappropriate conduct.

2. Reporting Child Sexual Abuse

                                                               i.      Child discloses abuse or abuse is discovered with he adult involved in the abuse being a coach/volunteer. Document the information.

                                                             ii.      Coach/volunteer who receives disclosure notifies law enforcement and/or child welfare about the incident; consults with child welfare about notifying parents; and notifies the supervisor/manager who in turn notifies the head of the organization. Document.

                                                           iii.      Head of the organization/manager suspends the coach/volunteer suspected of abuse with or without pay until the case is resolved. Seek legal guidance prior to suspension and/or dismissal. If the individual is a volunteer or unpaid staff, consider if the individual should be dismissed from their position immediately. Document.

                                                           iv.      A child welfare agency and/or police carry out investigation. Organization should conduct an internal follow up in consultation with police/child welfare and adjust internal policies if needed. Potential outcomes of investigation:

1.       Substantiated/guilty. Coach/volunteer is dismissed from their position.

2.       Inconclusive/not guilty. Seek legal counsel. Consider if coach/volunteer should be dismissed, with or without severance.

3.       Note: Criminal processes can be complex and lengthy. A finding of not guilty may not necessarily mean that the abuse did not occur. Consult with a lawyer for this and prior to suspension and/or dismissal.

                                                             v.      Document the outcome of the investigation on an incident report form. Document the results of the internal follow up.