Policy - Guelph Soccer

Transcription

GUELPH SOCCER
POLICIES AND PROCEDURES
MANUAL
Originally approved by the Guelph Soccer Board of Directors on January 23, 2012.
Version 1.0: January 2012
Version 2.0: March 2013
POLICIES & PROCEDURES MANUAL
TABLE OF CONTENTS
Introduction & Definitions.................................................................................................. 3
Introduction ..................................................................................................................... 3
Definitions....................................................................................................................... 3
Equality Policy .................................................................................................................... 6
Guelph Soccer Accessibility for Ontarians with Disabilities Act (AODA) Policy ............ 7
Codes of Conduct.............................................................................................................. 10
Player’s Code of Conduct ............................................................................................. 11
Coach’s Code of Conduct ............................................................................................. 12
Match Officials Code of Conduct ................................................................................. 14
Parent’s Code of Conduct ............................................................................................. 15
Show Your Respect Policy ............................................................................................... 16
Zero Tolerance Policy ....................................................................................................... 17
Harassment Policy ............................................................................................................ 19
Discipline & Appeals ........................................................................................................ 20
Dispute Resolution Policy ................................................................................................ 26
Volunteer Screening Policy .............................................................................................. 28
Police Record Check Policy ............................................................................................. 31
Policies relating to Directors of the Board........................................................................ 34
Payment Policy ................................................................................................................. 35
Purchasing Policy ............................................................................................................. 36
Signing Authority Policy .................................................................................................. 37
Reimbursement Policy ...................................................................................................... 38
Financial Guidelines ......................................................................................................... 40
Representative Team Financial Guidelines .................................................................. 40
Team Event and Fundraising Policies .............................................................................. 42
Emergency Action Plan .................................................................................................... 45
Accident/Incident Guidelines ........................................................................................... 46
Communications and Feedback Policy ............................................................................. 47
Guelph Soccer Social Media Policy ................................................................................. 50
Privacy Policy ................................................................................................................... 53
Tobacco-Free Policy ......................................................................................................... 54
Healthy Snack Policy ........................................................................................................ 55
House League Policies ...................................................................................................... 56
House League and Fundamentals Refund Fee policy ................................................... 56
House League Request policy....................................................................................... 56
Representative Players in House League ...................................................................... 57
Representative (Travel) Team Policies ............................................................................. 58
Representative Fee Refund policy ................................................................................ 58
Referee Scheduling Policy ................................................................................................ 59
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Appendix 1 - Guelph Soccer Oath of Confidentiality ...................................................... 62
Appendix 2 - Guelph Soccer Volunteer Application Form .............................................. 63
Appendix 3 - Guelph Soccer Police Record Check Forms ............................................... 65
Appendix 4 – Guelph Soccer Cheque Requisition Form .................................................. 66
Appendix 5 – Guelph Soccer Player Medical Consent Form ........................................... 67
Appendix 6 – EAP for Guelph Community Sports Dome................................................ 68
Appendix 7 – Guelph Soccer Accident/Incident Form ..................................................... 69
Appendix 8 – Team Website Application Form ............................................................... 71
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Introduction & Definitions
Introduction
Welcome to the new Policies and Procedures Manual for Guelph Soccer!
Creating and updating policies and procedures is not a glamorous task. However, the
development of this Manual came not only out of necessity to comply with our own Club
Constitution, but also because it was increasingly becoming clear that many of the
policies and procedures that Guelph Soccer had in place were out of date or non-existent.
No one generally opens a Manual like this until something has gone or is going wrong.
The Board of Guelph Soccer struck a Committee in September 2010 and Guelph Soccer
was fortunate enough to have the help of a group of extraordinarily accomplished people
to help update its policies: Frank Cazzola, Matt Hickling, Richard Jordan, James Kerr,
Laurie Halfpenny-Mitchell, Sarah Miller, Sandra Pitts and Ed Sluga. After this Manual is
published, the Policies and Procedures Committee will live on to tackle the challenges of
implementing these policies and work to correct any ‘gaps’ that are identified.
Definitions
The following are definitions provided by The Ontario Soccer Association (OSA). In the
event of a discrepancy between OSA and Guelph Soccer policies over the definition of a
term, the OSA definition is preferred.
Abuse
Child abuse is any form of physical, emotional and/or sexual mistreatment or lack of
care, which causes physical injury or emotional damage to a child. A common
characteristic of all forms of abuse against children and youth is an abuse of power or
authority and/or breach of trust. Abuse is a protection issue. Protection refers to
provincial, territorial or Aboriginal band-appointed child protective services.
A child, (in Ontario the age is 16 years, as defined by provincial legislation), is in need of
protection from harm if abuse or neglect is suspected. Information regarding an
individual’s legal duty to report and circumstances under which reporting must occur,
according to provincial and territorial child protection legislation, is available on
www.soccer.on.ca
Bullying
Bullying involves a person expressing their power through the humiliation of another
person. Bullying describes behaviours that are similar to harassment, but occur between
children under the age of twelve, or behaviours between youth or between adults that are
not addressed under human rights laws. Bullies are typically cruel, demeaning and hostile
towards the targets of their bullying. The issue of bullying is not addressed by the law;
however, bullying behaviour is similar to harassment in that it is defined as hurtful
interpersonal mistreatment of a person. Bullying can be broken down into four types;
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physical (hit or kick victims; take/damage personal property), verbal (name calling;
insults; constant teasing), relational (try to cut off victims from social connection by
convincing peers to exclude or reject a certain person), and reactive (engage in bullying
as well as provoke bullies to attack by taunting them).
Children
Any male or female under the age of 18 years.
District Association
Guelph Soccer’s governing District Association is the South West Regional Soccer
Association (SWRSA).
Emotional Abuse
Emotional abuse is a chronic attack on a child's self-esteem; it is psychologically
destructive behaviour by a person in a position of power, authority or trust. It can take the
form of name-calling, threatening, ridiculing, berating, intimidating, isolating, hazing or
ignoring the child's needs.
Harassment
Harassment is defined as conduct, gestures or comments which are reasonably considered
insulting, intimidating, humiliating, hurtful, malicious, degrading or otherwise offensive
to an individual or group of individuals, and which create a hostile or intimidating
environment for work or sports activities, or which negatively affect performance or
work conditions. Any of the different forms of harassment must reasonably be considered
to be based on the grounds prohibited in human rights legislation, such as race, ethnicity,
colour, religion, age, sex, marital status, family status, disability, pardoned conviction and
sexual orientation. Harassment may occur among anyone over the age of 12, between
peers (i.e. player to player of the same age group, parent to official, coach to coach) or
between someone in a position of power or authority and an adult in a subordinate
position (i.e. coach to player, sports administrator to employee). Harassing behaviours
among children less than 12 years of age may be defined as Bullying.
Member
As defined in Article 6 of Guelph Soccer’s Constitution:
1. Voting Members
A Voting Member shall be defined as a person, who has served the Club in one or more
of the following capacities in the previous 365 days before a Meeting of the General
Membership:
 Registered Volunteer
 Lifetime Member
 Registered Team Official (maximum of 2 per House League Team and 4 per
Travel Team)
 Member of a Board Sub-Committee
 Member of a Board Standing Committee of the Board
 Director of the Board
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This right to vote is subject to the clauses under Termination of Membership.
Although an individual may qualify for, and be registered under, more than one of the
above categories, each individual holds only one Membership in the Club, and is entitled
to only one vote at Members' meetings.
2. Associate Members
An Associate Member shall be defined as a person associated with the Club in one or
more of the following capacities in the previous 365 days before a Meeting of the
General Membership, subject to the clauses under Termination of Membership:
 Registered Player
 Parent or Guardian of a Registered Player
An Associate Member holds all rights of Membership in the Club but does not vote at
Members’ meetings.
Misconduct
Misconduct refers to the behaviour or a pattern of behaviour that is found, by a formal or
informal process, to be contrary to the Guelph Soccer Code of Conduct separate from
harassment, abuse or bullying.
Neglect
A general definition of neglect is the chronic inattention to the basic necessities of life
such as clothing, shelter, nutritious diets, education, good hygiene, supervision, medical
and dental care, adequate rest, safe environment, moral guidance and discipline, exercise
and fresh air. An example of how the definition of neglect may apply in a soccer setting
is when a player is forced to play with an injury.
OSA
Ontario Soccer Association
Physical Abuse
Physical abuse is when a person in a position of power or trust purposefully injures or
threatens to injure a child or youth. This may take the form of slapping, hitting, shaking,
kicking, pulling hair or ears, throwing, shoving, grabbing, hazing or excessive exercise as
a form of punishment.
Sexual Abuse
Sexual abuse is when a child or youth is used by a child or youth with more power or an
adult for his or her own sexual stimulation or gratification. There are two categories of
sexual abuse: contact and non-contact.
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Equality Policy
Purpose:
Guelph Soccer wishes to ensure that everyone is treated fairly, with respect and that our
Club is equally accessible to all.
Policy:
Guelph Soccer is responsible for setting standards and values to apply throughout the
Club at every level. Soccer belongs to, and should be enjoyed by, anyone who wants to
participate in it. Our Club’s commitment is to confront and eliminate discrimination
whether by reason of gender, sexual orientation, marital status, race, nationality, ethnic
origin, colour, religion or belief, ability or disability and to encourage equal
opportunities. This policy is fully supported by Guelph Soccer’s staff, who are
responsible for the implementation of this policy.
In all of its activities, Guelph Soccer will not discriminate, or in any way treat anyone
less favourably, on grounds of gender, sexual orientation, marital status, race, nationality,
ethnic origin, colour, religion or belief, ability or disability. It means that Guelph Soccer
will ensure that it treats people fairly and with respect and that it will provide access and
opportunities for all Members of the community to take part in, and enjoy, its activities.
Guelph Soccer will not tolerate harassment, bullying, abuse or victimization of an
individual, which for the purposes of this policy and the actions and sanctions applicable
is regarded as discrimination. This includes sexual or racially based harassment or other
discriminatory behaviour, whether physical or verbal.
Guelph Soccer will work to ensure that such behaviour is met with appropriate action in
whatever context it occurs.
Guelph Soccer is committed to taking positive action where inequalities exist, and to the
development of a program of ongoing training and awareness raising events and activities
in order to promote the eradication of discrimination and promote equality in soccer.
Guelph Soccer is committed to a policy of equal treatment of all Members and requires
all Members to abide and adhere to these policies and the requirements of the
Declaration of Expectations for Fairness in Sport (the London Declaration) 2001,
Canadian Human Rights Act 1985 and Employment Equity Act 1995 as well as any
amendments to these acts and any new legislation.
Guelph Soccer commits itself to the immediate investigation of any claims, when it is
brought to its attention, of discrimination on the above grounds and where such is found
to be the case, a requirement that the practice stop and sanctions imposed as appropriate.
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Accessibility for Ontarians with Disabilities Act (AODA)
Policy
Preamble
More than 15% of Ontarians have a disability – that's more than 1 in every 7 people
living in Ontario. The Accessibility for Ontarians with Disabilities Act, 2005 (AODA)
seeks to remove barriers and achieve accessibility for persons with disabilities in a
number of key areas.
Under the AODA, the Province of Ontario will implement five accessibility standards:
1. Customer Service
2. Transportation
3. Information and Communication
4. Employment
5. Built Environment
The Accessibility Standards for Customer Service, requires organizations in Ontario to
meet certain requirements by January 1, 2012. AODA has been put in place to ensure
accessibility for Ontarians with disabilities in an attempt to make Ontario more accessible
by 2025.
Definitions
“Assistive Devices” – An auxiliary aid such as communication aids, cognition aids,
personal mobility aids and medical aids (ie: canes, crutches, wheelchairs, or hearing
aids).
“Disabilities” – As per the Ontario Human Rights Code, disability means:
i)
any degree of physical disability, infirmity, malformation or disfigurement
that is caused by bodily injury, birth defect or illness and, without limiting the
generality of the foregoing, includes diabetes mellitus, epilepsy, a brain injury,
any degree of paralysis, amputation, lack of physical coordination, blindness
or visual impairment, deafness or hearing impediment, muteness or speech
impediment, or physical reliance on a guide dog or other animal or on a
wheelchair or other remedial appliance or device;
ii)
a condition of mental impairment or a developmental disability;
iii)
a learning disability or a dysfunction in one or more of the processes involved
in understanding or using symbols or spoken language;
iv)
a mental disorder; or
v)
an injury or disability for which benefits were claimed or received under the
insurance plan established under the Workplace Safe and Insurance Act, 1997;
(“handicap”).
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“Persons with Disabilities” – Individuals who are afflicted with a disability as defined
under the Ontario Human Rights Code (noted above).
“Service Animals” – Any animal individually trained to do work or perform tasks for the
benefit of a person with a disability.
“Support Persons” – Any person whether a paid professional, volunteer, family
member, or friend who accompanies a person with a disability in order to help with
communications, personal care or medical needs, or with access to goods or services.
Purpose
The purpose of this policy is to fulfill the requirements set out in Ontario Regulation
420/07 of the Accessibility for Ontarians with Disabilities Act, 2005, and to establish an
Organizational policy for governing the provision of its goods and services to persons
with disabilities.
Accessibility Standards
Providing Goods and Services to People with Disabilities
Guelph Soccer Club is committed to serving all customers including people with
disabilities.
Assistive Devices
Guelph Soccer Club will ensure that staff are trained and familiar with various assistive
devices that may be used by customers with disabilities/challenges while accessing the
goods and services of our organization.
Guelph Soccer provides the following:
 Wheelchair accessible facilities at the Guelph Community Sports Dome;
 Wheelchair accessible public washrooms and change rooms, including showers,
at recreation facilities;
 Written documents/policies.
Communication
Guelph Soccer Club will offer a variety of methods of communication and interact with
people with disabilities in ways that take into consideration their disability and that
preserves their independence and dignity.
Service Animals
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Service animals offer independence and security to many people with various disabilities.
Guelph Soccer Club welcomes people with disabilities and their service animals on the
parts of our premises that are open to the public.
Examples of service animals include:
 Dogs used by people who are blind;
 Hearing alert animals for people who are deaf, deafened or hard of hearing;
 Animals trained to alert an individual to an oncoming seizure and lead them to
safety.
Support People
Support people assist people with disabilities in a variety of way, by assisting with
communication such as an intervener sign language interpreter, or as a Personal Support
Worker providing physical assistance. A support person may be a volunteer, friend, or
relative who will assist and support the customer/member.
A person with a disability who is accompanied by a support person will be allowed to
have that person accompany them on our premises while accessing goods and services.
Fees for support persons will be at the discretion of Guelph Soccer Club according to the
event/activity or service. More information in this regard can be made available by
contacting the Executive Director of Guelph Soccer.
Notice of Temporary Disruption
In the event of a planned or unexpected disruption to services or facilities for
customers/members with disabilities, such as an entranceway that is under repair,
renovations that limit access to an area, or technology that is temporarily unavailable,
Guelph Soccer will notify customers/members promptly. This clearly posted notice will
include information about the reason for the disruption, its anticipated length of time, and
a description of alternative facilities or services, if available.
The notice will be placed in the front entrance of the Guelph Community Sports Dome
and on the Guelph Soccer website.
Feedback
Anyone who wishes to provide feedback on the way that Guelph Soccer provides goods
and services to people with disabilities can contact the Executive Director of Guelph
Soccer. All feedback will be directed to the Executive Director via letter, telephone, email or during an in-person meeting and this feedback will be immediately provided to all
Board Members of Guelph Soccer. Customers/members can expect to hear back within 5
days of the next Board Meeting.
Provision of Documentation
Guelph Soccer will upon request, give a copy of the policies, practices and procedures
required under the Ontario Regulation 429/07 – Accessibility Standards for Customer
Service Policy to any person, in a format agreed upon by the parties.
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Codes of Conduct
Guelph Soccer’s Codes of Conduct establish a clear set of guidelines for coaches,
players, match officials and parents/guardians. The primary goal is to help ensure that
soccer is a fun, positive and enjoyable experience.
Each Code of Conduct is based on the concept of fair play, defined by five basic
principles:
 Respect for the rules
 Respect for the referees and their decisions
 Respect for all participants, including team-mates, coaches and opponents
 Equal participation
 Maintaining self-control at all times
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Player’s Code of Conduct
Coaches should read and discuss the Player’s Code of Conduct with all players on your
team.
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I will play soccer because I want to, not because others want me to.
I will play by the laws of soccer and within the spirit of the game.
I will control my temper. I will not fight, “mouth off” or use foul or abusive
language. I will not hit or spit at anyone on the pitch.
I will respect my opponents.
I will be a team player.
I will remember that winning isn’t everything – that having fun, playing fairly,
improving my skills, making friends and doing my best are more important.
I will acknowledge all good play, both by my teammates and by my opponents.
I will accept the decisions of coaches and referees and show them respect.
I will notify my coach if there is anything that s/he should know about my health
as it pertains to my ability to participate on the pitch.
I will play hard, to the best of my ability within the laws of soccer.
Games & Practices
 I agree that practices and games are equally important.
 Unless my coach instructs otherwise, I will try to arrive at least 10 minutes before
practices and 15 minutes before games.
 Unless my coach instructs otherwise, if I cannot make a game or practice, I will
notify my coach at least 24 hours in advance so that arrangements for substitutes
can be made.
My Uniform
 I will take good care of my uniform and wear it only on game days. I will ensure
that it is clean for every game.
 As stated in the Laws of the Game, I will wear my shirt over my shoulders and
tucked into my shorts whilst on the pitch during a match.
 I will wear shin guards, socks and soccer boots at all games and practices.
 Prior to participating in any games or practices, I will remove any jewellery,
watches or any item that may cause injury to my teammates, any opposing players
or me.
Discipline
 I will show respect for coaches, referees, teammates and opposing players at all
times.
 Infractions that occur during the match are governed by the Laws of the Game
and will be decided by the referee. The referee’s decision is final.
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Certain serious infractions (e.g. referee assault) will result in a Discipline Hearing,
possible suspension from football and a fine being levied by the Ontario Soccer
Association. Paying any such fine is my responsibility.
Coach’s Code of Conduct
Coaches should read and discuss all the Codes of Conduct with all members of your
coaching staff and your team manager (in the case of representative teams). It is a
condition of Club membership that all coaches follow the Coach’s Code of Conduct at all
times.
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I will remember that players play to have fun and must be encouraged to have
confidence in themselves.
I will remember that participants need a coach that they can respect. I will be
generous with praise and set a good example.
I will ensure that all players get equal instruction, support and playing time.
I will teach players to act fairly and respect the rules, referees and our opponents.
I will not ridicule, show disrespect or yell at referees; rather, I will encourage
them and show appreciation for their presence and commitment.
I will be selective in the amount of instructions I give players during the game.
I understand that I am responsible for ensuring that substitute players, bench
personnel and my team’s spectators do not interfere with the match. In the event
that unknown/unaffiliated spectators are involved, I will implore them to respect
the match and not cause any kind of disturbance.
I will work in cooperation with the referee(s) for the benefit of the match.
I will ensure that equipment/facilities are safe. I will examine goals and the pitch
itself and bring any concerns to the referee.
I will be reasonable when scheduling games or practices, remembering that
players and their families have other interests and obligations.
I will be on time and prepared for games and practices.
I will obtain proper training and upgrade my coaching skills and knowledge of the
sport.
I will not ridicule or yell at players (of our team or the opposition) for making
mistakes or for performing poorly.
I will inform parents of any injuries that their player may have incurred.
I will dress appropriately and wear the coach shirt provided by Guelph Soccer at
all games and practices so that I present a professional image and can be easily
identified.
I will stay within my prescribed area during the match (coach’s box) to give
assistant referees space to do their job. I will ensure that my players respect the
sideline as well.
I will keep my players’ safety in mind during every match and practice.
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I will honour and value my role as a leader, teacher and representative of Guelph
Soccer.
Resolving Problems
 Talk to the person privately. If you are upset, Guelph Soccer recommends that
you wait 24 hours before determining if you want to pursue the issue. If you feel
you need further guidance on an issue, please contact your League Manager
(House League) or the Club (Representative Teams).
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Match Officials Code of Conduct
Referees should be aware of this Code of Conduct. Compliance with this Code of
Conduct is a condition to remain in good standing with the club.
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I will carry myself with dignity at all times.
I will remember that it is my responsibility to know the Laws of the Game as
outlined by FIFA. It is my responsibility to keep current of any rule changes. It is
also my responsibility to be familiar with the specific rules of the leagues and/or
tournaments that I referee.
I will referee to the best of my abilities, in accordance with the FIFA Laws of the
Game, and in fairness and equity to both teams.
I will always be neat in appearance (clean, complete uniform and appropriate
badge).
I will remove any jewellery (exclusion of watches) during games.
I will maintain a level of physical and mental fitness appropriate for the level of
games that I officiate.
I will deal with all participants (coaches, players, managers, spectators) in a
respectful and professional manner.
I will honour all appointments unless unable to do so by virtue of personal
emergency.
I will not publicly criticize other officials or any soccer clubs/associations.
I will stay free of conflicts of interest and report any conflict of interest that could
arise to the Club Head Referee and/or the Executive Director in a timely manner.
I will comply with the Guelph Soccer Tobacco Free policy.
I understand certain serious or repeated offences will result in a Discipline
Hearing.
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Parent’s Code of Conduct
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I will remember that my child plays soccer for his or her enjoyment, not for mine.
I will provide instruction to my child during his or her own time and with the
player’s permission. During the match, instruction is the domain of the coach.
I will teach my player that doing his or her best is more important than winning,
so that he or she will never feel defeated by the outcome of a match.
I will make my player feel like a winner by offering praise for competing fairly
and doing their best.
I will encourage my player to play by the rules and to resolve disputes without
resorting to hostility or violence.
I will never ridicule or yell at my player for making a mistake or losing a match.
I will remember that players learn best by example. I will applaud good plays by
all players on the pitch.
I will never question the referee’s judgement or honesty; I will support his or her
decisions and encourage my child(ren) to do the same.
I will support all efforts to eliminate verbal or physical abuse from all soccer
matches, particularly those of young people.
I will respect and show appreciation for the volunteer coaches who give their time
for the benefit of my player.
I will ensure that my player shows up for scheduled practices and matches at
times designated by the coach.
I realize that the team can be penalized for my behaviour and that I must obey an
order by a referee or from the team’s coach to leave the vicinity of the pitch.
I will inform the coach if there is any special situation with regards to my child
that may affect his or her ability to perform on the pitch.
I will inform the coach if my player will be absent for one or more matches during
the season and provide as much notice as possible of such absence.
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Show Your Respect Policy
Guelph Soccer Club is committed to promoting positive behaviour on and off the soccer
field through the support of Coaches, Parents, Players, Volunteers and Officials.
Respect is the responsibility of each participant in soccer. Guelph Soccer Club seeks to
create an environment that is both safe and enjoyable for all who take part through the
enforcement of the OSA’s Show Your Respect initiatives:

Code of Conducts for Players, Coaches, Parents/Spectators and Officials
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Respect in Soccer Certification Program (mandatory for all competitive coaches)
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Standard Discipline Procedures
All members of the Guelph Soccer Club are required to adhere to this policy of respect
and will abide by the standards established in the Club’s Code of Conducts and discipline
policies.
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Zero Tolerance Policy
Purpose:
Guelph Soccer is a strong supporter of making sport safe for our youth. Guelph Soccer
has implemented the following policy to help ensure the safety and enjoyment of soccer
for everyone.
Policy:
Any coach, parent, grandparent or guardian judged by the Club’s Discipline Committee
to be guilty of abusive conduct toward a game official during a House League or
Representative game will be reprimanded in writing. A second offence, during the same
season, will result in the Member being restricted from all services rendered by Guelph
Soccer including attendance at all soccer activities within the Club. In extreme cases, as
determined by the Discipline Committee, a Member may be reinstated subject to a
discipline hearing.
Procedure:
When a game official feels that they are being verbally abused by either a coach or
supporter, the official will be allowed to suspend the playing of the game. If the abuse is
physical, the game official is advised to inform the coaches that the game has been
abandoned and then proceed with step 1, below.
The official will then verbally advise both coaches that the game has been stopped due to
the abuse and inform both coaches as to the source of the abuse. If the source is one of
the coaches, the official will advise the coach that the next occurrence of a similar nature
will result in an abandonment of the game and that a report to the Club’s Discipline
Committee will be submitted for review. If the source is a supporter, the appropriate
coach will provide the official with the name of the supporter and the coach must advise
the supporter that the next occurrence of a similar nature will result in abandonment of
the game. If the supporter is not associated with either team, both coaches are asked to
speak to the supporter and ask the individual to leave.
Once the prescribed action has been completed, the game will restart with a dropped ball
between the two teams at the location where the play was stopped. If the abuse continues,
the official will be allowed to stop the game and advise the coaches that the game has
been abandoned and that a Special Incident Report will be forwarded to the Club’s
Discipline Committee. The official must clearly indicate on the game sheet that the game
was abandoned due to abuse and if abandoned:
1. The game official must contact the Club Head Referee, the Referee Scheduler and
the Club staff to verbally report the incident within 24 hours.
2. With the assistance of the Head Referee, if required, a Special Incident Report
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must then be forwarded to Guelph Soccer within 72 hours.
3. The Club’s Discipline Committee will then review and deal with the report as per
the Discipline and Appeals policy.
4. If the game was abandoned, the Executive Director will determine the status of
the game. There is no appeal of this decision.
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Harassment Policy
Purpose:
Guelph Soccer is committed to maintain the highest standard in terms of human rights,
safety and a harassment-free environment for its Members. This policy shall apply to all
executives, directors, officers, coaches, referees, convenors, managers, players, athletes,
Members or registrants, volunteers and such like persons.
Policy:
Harassment is defined in the Definitions section of this manual.
This policy applies to harassment, which may occur during the course of all Club
business, activities and events and between individuals associated with the Club but
outside business, activities and events when such harassment adversely affects
relationships within the Club's work and sport environment.
Guelph Soccer shall:
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adhere to the Harassment policy as laid down by the OSA.
regularly review the Club policy to ensure it meets human rights obligations.
identify a Club Harassment Lead.
maintain confidentiality of complainants.
recognize the right of any person who experiences harassment to seek assistance
from the provincial human rights commission.
In keeping with this policy, Guelph Soccer encourages the reporting of all incidents of
harassment to the Club Harassment Lead at Guelph Soccer, which is the Executive
Director. Reports should be in writing and will be addressed according to the OSA’s
Harassment policy.
Guelph Soccer adopts the OSA’s Harassment policy, which can be found here:
http://www.ontariosoccer.net/LinkClick.aspx?fileticket=i8i5aoTUcgI%3d&tabid=4517
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Discipline & Appeals
Guelph Soccer follows the discipline policies and procedures that are set out by the
Ontario Soccer Association (OSA). All coaches, players and team managers are
responsible for familiarizing themselves with the OSA’s Discipline Policy, which may be
found here:
http://www.soccer.on.ca/Publications/mam.nsf/71526f2c5ac3fee085256a8
e00521dda/0ac8ee71d570dabb85257475005f54d7?OpenDocument
There are two types of Disciplinary Procedure: Discipline by Review (DBR) and
Discipline by Hearing (DBH). Under DBR, the Discipline Committee reviews the
information provided by the referee and imposes the appropriate and mandated penalty
under the standard penalties for misconduct set out in the OSA Discipline Policy. Under
DBR, none of the parties is required to attend and there are no appeals of DBR decisions
made by the Discipline Committee. However, any player subject to discipline has the
right to elect to proceed by DBH.
Guelph Soccer does not have scheduled hearing dates and due to its relatively low
number of disciplinary cases, the Club chooses to administer discipline using the DBR
system. This means that for matters where DBR is permitted, Guelph Soccer will
proceed using DBR. This means that the Club’s default option is that there is no
scheduled hearing for certain types of offences and the penalty is automatically applied in
accordance with OSA policies. However, there are at least three circumstances in which
the DBH system may be used instead:
(1) The OSA has mandated some more serious offences may only be administered using
the DBH procedure. Where this is the case, the Discipline Committee will inform the
accused of the necessity of a hearing as soon as possible and give the accused proper
notice of the hearing.
(2) The Discipline Committee reserves the right to choose to proceed via DBH if it
believes that it is necessary to hold a hearing. These circumstances may exist for off-thefield matters and, for example, when the Discipline Committee determines a more serious
charge is warranted for an on-field matter after reviewing further information provided by
the referee.
(3) Players coaches and team managers always have the right to choose to proceed via
DBH. However, in order to exercise this right, the request for a hearing must be made in
writing by the person subject to discipline and must be received by Guelph Soccer within
three days of the occurrence of the incident/misconduct. Fees must also be paid (see
below). The written request must be made to the Program Manager at Guelph Soccer and
can be done in person at the clubhouse, via email to the Program Manager or by fax (519824-0917).
20
Guelph Soccer wishes to emphasise that requests in writing for a discipline hearing must
be made within three days (72 hours) of the date of the offence. This three day period
includes Saturdays and Sundays and, in accordance with OSA rules, cannot be extended.
If the request for a hearing is not made within this time period, the disciplinary matter
will be addressed using DBR. In some cases, this may mean that the request for a
discipline hearing is made by an accused before Guelph Soccer receives the report from a
referee and knows that disciplinary action must be taken. Nevertheless, OSA rules
stipulate that there is a three day limitation period and it is the responsibility of players,
coaches and team managers to be aware of these regulations.
The written request for a hearing should be accompanied by a “Request for a Hearing
fee” of $25.00, which may be paid in cash, by cheque or credit card, to Guelph Soccer.
This fee can be paid at the same time as the request for a hearing is made and must be
paid at least two days before the date scheduled for the hearing. If the accused person is
subsequently found to be not guilty of the charge by the Discipline Hearing panel, this
$25.00 fee will be refunded.
In addition to the Request for a Hearing fee, accused persons requesting a hearing must
also pay a Hearing Administrative fee of $20.00, which is payable to Guelph Soccer
anytime between the written request for a hearing and the date of the hearing itself. The
Hearing Administrative fee is non-refundable, regardless of the result of the hearing.
In setting a date for a hearing, the parties involved are given at least 15 days’ notice.
Under DBH, the accused must attend and may attend with one other adult who may act as
an adviser. An adult must accompany an accused under the age of 18 years. If no adult
accompanies an accused under 18, the hearing cannot proceed and the accused will be
suspended from all soccer-related activities until a hearing can take place. If the accused
does not appear at the hearing, the hearing will not proceed, the accused will be fined in
accordance with the “Schedule of Fees, Fines, Bonds, and Penalties” published by the
OSA and the accused will be suspended from all soccer-related activities until he or she
requests and attends another hearing. Any party required to attend a hearing may request
one postponement of a hearing. This request must be submitted in writing to Guelph
Soccer by receipted post, receipted email, fax or receipted hand delivery no less than four
days prior to the date of the hearing. The request must also state the reason for the
postponement.
Please note that DBH decisions may be appealed to the District Association.
Fees for hearings will be waived for those aged less than 18 years old and when Guelph
Soccer has initiated the DBH hearing as per (2) above.
The Discipline Committee is generally comprised of Directors and other Members of
Guelph Soccer. The Chair of the Committee will be certified as a Discipline Chair by the
OSA. Information about the Discipline Committee will also be published on the Club’s
website.
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Penalties and suspensions will be issued in accordance with the OSA Discipline Policy.
DISCIPLINE PROCEDURE
Guelph Soccer will discipline all players who receive a red card, or three or more yellow
cards in a season. However, apart from three types of offences, it should be emphasized
that players who receive a red card (or three or more yellow cards) are permitted to
continue to play for their teams until the decision of the Discipline Committee is
communicated to them. There is no automatic suspension. However, there are three
types of offences where there is an immediate ban from all soccer-related activities until a
DBH has been convened. These are:



Game Official assault
Physical or attempted physical assault of a youth player by a team official or
administrator (reported by the Game Official)
Offences of Moral Turpitude
All discipline matters are directed through the Program Manager at Guelph Soccer. The
Program Manager is responsible for keeping track of any cards issued by referees in the
Club’s House Leagues (including Adult leagues) and for any special incidents. The Club
Head Referee works closely with the Program Manager to ensure that all written reports
from referees are received promptly and acted upon by the Club.
Guelph Soccer’s Discipline Committee aims to review incidents within three business
days of receiving a referee’s report or a written complaint about the behaviour of a player
or team official associated with Guelph Soccer. As noted above, this means that Guelph
Soccer may not receive the referee’s report until a number of days after the incident has
occurred. Nevertheless, even if the Club has not yet received the report from the referee,
the onus is still on the player and/or team official to request a hearing within 72 hours of
the incident occurring. If the discipline matter comes to light due to a written complaint
received by the Club, the 72 hours for the player/team official to request a hearing begins
when Guelph Soccer notifies the accused of the complaint.
The review of the incident is done by an OSA certified Discipline Chair and at least one
(but preferably two) other Discipline Committee member(s) in person, via email or by
telephone.
The Discipline Committee reviews the information that the Club has received (e.g. game
sheet, referee’s report), and if the information is sufficient, the mandatory suspension, as
specified by the OSA’s Discipline Policy, is imposed. If the Discipline Committee
determines that more serious or further charges are required, the matter will be referred to
the DBH system.
When the Discipline Committee makes a decision, it shall be communicated in writing to
the affected player (including the player’s coach and team manager if the player is 18
years of age or older), to the Program Manager at Guelph Soccer and/or to the
22
appropriate team official. The dates of any suspension will be specified. If the player is
an adult, the communication will also be sent to the adult team’s captain.
Some of the most common penalties for misconduct can be found below. The OSA
mandates these penalties. In the event of a discrepancy between this document and the
OSA’s policies, the OSA’s policies will be preferred.
PLAYER
1.3
Third caution in a season
1 game
1.5
Fifth caution in a season
2 games
1.6
Sixth caution in a season
3 games
1.13 Two cautions in a game, neither for actions
directed against game officials
1 game – 1st offence in a season
3 games – 2nd offence in a season
1.14 Two cautions in a game, at least one for
actions directed against game officials
2 games – 1st offence in a season
8 games – 3rd offence in a season
1.15 Dismissed for language or gestures not
directed at game officials
1.16 Dismissed for language or gestures directed
at game officials
3 months – 3rd offence in a season
1.17 Dismissed for denying a goal with a hand ball
1.18 Dismissed for denying a goal by an offence
punishable by a free or penalty kick
1.19 Dismissed for serious foul play
1.20 Dismissed for spitting at someone other than a game
official
1.21 Dismissed for violent conduct
23
TEAM OFFICIALS
2.31/3.31
Persisting in misconduct after receiving a
warning for misconduct for which neither was
directed towards a game official
1 week – 1st offence in a
season
3 weeks – 2nd offence in a
season
6 weeks – 3rd offence in a
season
2.32/3.32
Persisting in misconduct after receiving a
warning for misconduct for which one was
directed towards a game official
2 weeks – 1st offence in a
season
season
season
2.33/3.33
Use of offensive, abusive or insulting language,
directed at anyone other than a game official
2 weeks – 1st offence in a
season
season
season
Discipline of Parents
The OSA does not allow clubs to discipline those who are not deemed to be “registrants”
of the OSA - i.e. those who have not registered for its programs - through the OSA’s
Discipline policies and procedures (above).
Nevertheless, the Discipline Committee of Guelph Soccer reserves the right to take action
against parents for breaches of the Parent’s Code of Conduct or Guelph Soccer’s
Harassment policy and/or Zero Tolerance policy. Such action could include, but is not
limited to, requesting that the parent (and/or his or her child) does not attend a specified
number of matches or practices, requesting that the parent writes a letter of apology, or,
in extreme circumstances, requesting that the parent and/or his or her child does not take
any part in activities organized by Guelph Soccer for a specified period.
If a written complaint about the behaviour of a parent is received, a certified Discipline
Chair and at least one other Discipline Committee member will review the complaint. If
the Discipline Review Panel determines that the misconduct is serious and deserves
further investigation, the Panel will seek the views, in writing, of the parent concerned.
The Discipline Review Panel will then determine whether to refer the matter to a
Discipline Committee for a full hearing.
24
It is anticipated that such action will be used very sparingly but Guelph Soccer reserves
the right to issue these penalties against parents as part of its ability to control its process.
Guelph Soccer recognizes that the support of soccer parents is vital to its success and
consequently, it is anticipated that the discipline of a parent by Guelph Soccer will be in
exceptional circumstances.
25
Dispute Resolution Policy
Purpose:
Guelph Soccer shall adhere to the Dispute Resolution process as published and approved
by the OSA.
Policy:
Any Member of Guelph Soccer may initiate the Dispute Resolution process by
communicating in writing to the OSA, with a copy to the Club and District Association,
the nature and facts of the dispute. The OSA, at its discretion, may proceed with the
Dispute Resolution process by assigning one or more neutral persons to the dispute.
The Dispute Resolution process shall not to be used for game discipline, which follows
the normal Discipline and Appeals policy.
Policy 1.0 - GENERAL
1.1 The purpose of this policy is to resolve disputes of a ‘corporate’ nature between and
among the OSA, District Associations, Clubs, Leagues and registrants using techniques
of Alternate Dispute Resolution (ADR), thus avoiding the need to resort to litigation.
1.2 As a condition of membership in the OSA, or in one of its District Associations, all
District Associations, Clubs and Leagues agree to abide by the provisions of this Policy.
1.3 As the purpose of this Policy is to promote alternatives to litigation, the OSA may
refuse to hear a dispute, or discontinue hearing a dispute that has already commenced, if
the party or parties engage in litigation, or send a lawyer's letter threatening litigation,
that is either directly or indirectly related to the matter in dispute.
1.4 The implementation of this policy is the responsibility of the Director of
Organizational Development and referred to as Director in this policy. The Director may
appoint a Designate to handle administrative aspects of this Policy.
1.5 The OSA will establish a Roster of trained Dispute Resolution Officers, who will
serve as mediators, arbitrators and advisers under this Policy.
1.6 In the event that the OSA is a party to a dispute under this Policy, then the Director
will refer all responsibility for implementation of this Policy to an external service
provider.
Policy 2.0 - MATTERS SUBJECT TO DISPUTE RESOLUTION
2.1 This Policy applies to disputes relating to the following matters:
 The calling and holding of general meetings
 The presentation and approval of financial statements
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





The nomination and election of Directors and Officers
The removal of Directors and Officers
The acceptance, rejection and removal of Members
The calling and holding of Board meetings
Breaches of parliamentary procedure
Other matters of a similar corporate or governance nature
The rest of the OSA Dispute Resolution Policy can be found at the OSA website:
http://www.ontariosoccer.net/LinkClick.aspx?fileticket=SrrY1AdIUIg%3d&tabid=4517
27
Volunteer Screening Policy
Purpose:
Guelph Soccer adopts the policies and procedures of the OSA for Volunteer Screening.
Policy:
Guelph Soccer has a responsibility to children, young adults, parents, volunteers and staff
involved in its programs and is committed to adhering to the following policy to support
the provision of sound, safe and healthy soccer experience in our community.
Educating participants, coaches, managers, leaders, and volunteers about abuse and
harassment is very important. Guelph Soccer recognizes that the organization has a
responsibility to appropriately screen any person who will have access to vulnerable
people. This responsibility is both moral and legal; it is not only the “right” thing to do
but it is legislated under the “Duty of Care” concept.
“Duty of Care” is a legal principle that identifies the obligations of individuals and
organizations to take reasonable measures to care for and protect their clients. It is
important to understand that Canadian courts will uphold organizations’ responsibilities
to screen carefully. This is part of their “Duty of Care.”
Due to the positions of trust that are inherent in the provision of active, high quality sport
activities, volunteers and employees shall be required to undergo a screening process
based on the duties assigned by the Club. This screening process will be comprised of a
variety of measures such as:
 Application Forms with References
 Interviews
 Police Records Check (Refer to the Guelph Soccer Policy on Police Checks)
 Reference Checks
 Training and Education
All volunteers/employees will be required to participate in an orientation that will
introduce duty assignments as well as relevant Club policies and expectations. The
Volunteer Screening Program will be posted on the Guelph Soccer website or can be
requested from the offices of Guelph Soccer. If any Member believes they have had an
experience that contravenes this policy, the Executive Director of Guelph Soccer should
be contacted.
CONFIDENTIALITY OF PERSONAL INFORMATION
Once Guelph Soccer receives information about an applicant, whether from the applicant
directly or from the police, then the Club becomes responsible for that information and is
then subject to many of the same legal requirements and regulations as other holders of
personal information, in terms of confidentiality and access. Guelph Soccer is required to
28
safeguard the confidentiality of personal information gathered during the screening
process.
Only the Executive Director, the “Screening Official” and (where necessary) the
Selection Committee will review personal information including the Police Record
Checks. The Screening Official at Guelph Soccer is the Program Manager. Any
individual involved in the screening process must sign an Oath of Confidentiality (see
Appendix 1 – Guelph Soccer Oath of Confidentiality).
Information received through the screening process will only be used to determine if an
applicant is suitable for a specific position.
Confidential information will be stored in a locked cabinet, and will be accessible only to
the Executive Director, the “Screening Official”, and the Selection Committee (where
necessary).
Guelph Soccer will take all reasonable steps to protect the confidentiality of personal
information. Guelph Soccer will keep confidential information for the term of the
position (up to three years for Directors, up to two years for referees, team officials and
other volunteers). For individuals serving in a position longer than the term of a position,
an updated Police Records Check may be requested.
Information will be discussed only in the case of complaints or disciplinary proceeding.
Guelph Soccer may keep a copy of the applicant’s Police Records Check.
A copy of the Volunteer Application Form can be found at Appendix 2.
POSITIONS AND RISK ASSESSMENT
Definition of Risk:
The first principle of screening is risk management, which involves looking at the
possibilities of loss or injury that might arise in programs, activities and services and
taking steps to stop, minimize, prevent or eliminate them all together. This includes the
Club’s obligation to take all reasonable measures to care for and protect their participants
from harm. The need to screen an applicant is dictated by the nature of the position and
its inherent level of risk; factors considered include the participant, the environment, the
nature of the activity, the level of supervision and the nature of the relationship.
For example, a high risk position is defined as a position in which staff members,
volunteers, or Directors are in direct contact with, or provide direct service to, vulnerable
individuals, and in particular when the applicant will be in a position of trust, power or
influence and whose contact is unsupervised and/or takes place off site.
Definition of Positions:
Various positions have been assigned levels of risk, and the appropriate screening
measures have been assigned to each level of risk:
29
High Risk Positions:
 Representative team head coaches
 Directors of the Board responsible for financial transactions
 Most Club employees are considered high risk positions
Medium Risk Positions:
 Representative team assistant coaches, managers and other team officials
 House league team officials (head and assistant coaches, managers) and league
managers
 Other Directors of the Board (not directly involved in financial transactions)
Low Risk Positions:
 Other volunteers (for example, those assisting with special events or casual staff
not dealing with confidential or financial information).
Screening Measures
High risk positions:
 Interview by the Selection Committee (reference checks optional)
 Police Records Check
 Evaluation by the Club
Medium risk positions:
 Application form (reference checks optional)
 Police Records Check
Low risk positions:
 Application form (reference checks optional)
30
Police Record Check Policy
Purpose
Guelph Soccer’s policy on Police Record Checks is one of several policy tools that the
Club uses to fulfill its legal responsibility to provide a safe environment and to protect its
Members and participants from harm.
Policy:
Not all personnel affiliated with Guelph Soccer will be required to undergo screening
through a Police Record Check, as not all positions pose a risk of harm to Guelph Soccer
or its Members. Positions rated as high or medium risk will be subject to screening
through a Police Record Check. Please refer to the Guelph Soccer Volunteer Screening
Policy for information about positions defined as high and medium risk, and their related
screening measures.
For the purposes of this policy, persons who will be subject to a Police Record Check are
those who work closely with children and who occupy positions of trust and authority.
Such “designated positions” include:
 Paid and volunteer coaches and technical personnel
 All Directors of the Board
 Club staff
It is Guelph Soccer’s policy that:
a) Police Record Checks will be mandatory for all persons in positions designated as high
and medium risk; there will be no exceptions.
b) Failure to participate in the Police Record Checks process as outlined in this policy
will result in ineligibility for the “designated position.”
c) The Club will not knowingly fill a “designated position” with a person who has a
conviction for a “relevant offence” as defined in this policy.
Procedure
1. Each person subject to this policy will obtain a Police Records Check. Residents
of the City of Guelph may complete a Police Check Application Form (see
Appendix 3) and submit it to the Screening Official at Guelph Soccer (the
Program Manager) along with proof of photo identification. Alternately, the
person may apply directly to the Guelph Police department (Guelph residents
only). Non-Guelph residents must apply directly to their local police department.
Note that it is possible that the police may ask any individual to provide his or her
fingerprints. If there is a charge to obtain the Police Record Check, Guelph
Soccer will reimburse the person for such expense if the individual volunteers
with Guelph Soccer for more than one month. Guelph Soccer reserves the right to
terminate a volunteer if the individual’s Police Record Check is not forwarded to
the Club within 30 days of the date of completion of the Volunteer Form.
31
2. Police Record Check applications submitted directly to Guelph Soccer will be
received and reviewed by the Screening Official (the Operations Manager).
Applicants who apply directly to their local police department will submit the
original copy of their Police Record Check to the Screening Official at Guelph
Soccer, in an envelope marked “Confidential”. The envelope may be mailed to
Guelph Soccer at its mailing address or may be dropped off at the Club offices at
the Guelph Soccer Dome.
3. The Screening Official will review all Police Record Checks received and will
determine whether the Police Record Check reveals a relevant offence.
4. If a person’s Police Record Check does not contain a relevant offence, the
Screening Official will retain the Police Check under confidential conditions.
5. If a person’s Police Record Check does contain a relevant offence, the Screening
Official will notify the person and Guelph Soccer that the person is not eligible
for the “designated position.”
6. Police Record Checks are valid for a period of two years. The Screening Official
will notify individuals when a new Police Check is required.
7. If requested, the original Police Check will be returned to the applicant.
Relevant Offences
For the purposes of this policy, a “relevant offence” is any of the following offences (for
which pardons have not been granted), but may not be limited to:
a) If imposed in the last five years: any criminal offence involving the use of a motor
vehicle, including but not limited to impaired driving.
b) If imposed in the last ten years: any crime of violence including but not limited to,
all forms of assault; or any criminal offence involving theft or fraud.
c) If imposed at any time: any offence of physical or psychological violence
involving a minor or minors; any criminal offence involving the possession,
distribution, or sale of any child-related pornography; or any sexual offence
involving a minor or minors.
d) If imposed at any time: any offence involving trafficking of illegal drugs or
substances listed on the Canadian Anti-Doping Program’s Prohibited List.
An applicant whose Police Record Check reveals a criminal conviction outside of the
unacceptable behaviours (listed above), or police contact, may be given the opportunity to
discuss the information revealed in their Police Record Check with the Screening Official
and/or the Executive Director of Guelph Soccer.
Consideration will be given to the following:
32






The nature of the offence for which the applicant was convicted (details including
how long ago it took place);
Relevance to the position (is it a bona fide requirement of the nature of the
position?);
Efforts made at rehabilitation (if any);
Achievements of the applicant since receiving the conviction;
The character and degree of vulnerability of the client group served and the
organization’s duty of care to the participants, to the staff and to the community;
The potential risks involved in the position the individual is applying for, based
on the group being served, the nature of the position and its activities, the setting
in which it takes place, and the way in which it is supervised.
If a decision is made to accept an applicant with a criminal record, the Police Record
Check is returned to the applicant. No information other than the fact that a check was
done is recorded.
If an applicant is not accepted because of the information received from the Police
Record Check, the applicant should be told why and the information is returned to the
applicant. In either case, both the decision and the discussion should be documented.
Records
Guelph Soccer may or may not retain copies of Police Record Checks, but will retain
written records of its communications with the person submitting the Police Record
Check. All records will be maintained in a confidential manner and will not be disclosed
to others except as required by law, or for use in a legal, quasi-legal or disciplinary
proceeding.
33
Policies relating to Directors of the Board
Each Director of Guelph Soccer must undergo a Police Records Check on his or her
election to the Board. If a Police Records Check reveals evidence of a criminal
conviction, the Club’s Constitution sets out the next steps that should be taken by the
Board.
Each Director of Guelph Soccer is bound by the OSA’s Conflict of Interest policy and
must sign the Conflict of Interest Statement on his or her election (and/or re-election) to
the Board. This is an OSA requirement and can also be found in Guelph Soccer’s
Constitution.
Each Director must sign the Oath of Confidentiality (see Appendix 1).
‘Associate’ Directors of the Board of Guelph Soccer may be elected by a two-thirds
majority of the Board’s Directors. Associate Directors have all the rights and
responsibilities of Directors, except for voting rights at Board Meetings.
Every Member of a Board-Level Committee has a voting right as long as he or she is a
Member of Guelph Soccer. In the event of a tie at Committee level, the chair of the
Board-Level Committee shall decide whether he or she should have two votes or whether
the matter should proceed to a full vote of the entire Board of Directors.
If a Member of the Club wishes to make a formal complaint about a Director, he or she
may do so in writing to the Executive Director of Guelph Soccer. Upon receiving the
complaint, the Executive Director will advise the Director and the Chair of the Board that
a complaint has been made in writing against that Director and will refer the matter to a
Committee of at least three individuals to investigate the complaint. If the subject of the
complaint is the Chair of the Board, the Executive Director will advise the Past Chair or
Vice Chair of the complaint. The Committee should be chaired by a representative of the
District (SWRSA), who should also be an OSA-certified Discipline Chair. The Chair will
appoint the other Committee members. At least one of these individuals should be a
Member of the Club, but the Chair may choose to appoint a second Committee member
with no direct relationship to Guelph Soccer. The individuals comprising the Committee
should be carefully selected by the Chair to ensure that they have no relationship with the
Director concerned or the Member making the complaint. The Executive Director will
have no further role in this process beyond choosing a representative of SWRSA who
meets the criteria to chair this Committee. The Committee will meet with the parties
concerned and/or any witnesses and provide a written report (and recommendations) to
the Board on what further steps, if any, should be taken. Guelph Soccer will refund any
reasonable expenses to Committee members in accordance with complaints made against
Directors under this policy.
34
Payment Policy
Purpose:
To govern the payment of Guelph Soccer invoices.
Policy:
Guelph Soccer invoices may be paid by cash, debit, cheque or credit card.
Please note that NSF cheques will be charged a $50 administration fee. All replacement
cheques must be certified, or the invoice paid by cash or credit card.
Invoices issued by Guelph Soccer must be paid within 30 days of the invoice date. Late
invoices will incur at penalty of 2% per month.
Guelph Soccer reserves the right to withhold services for accounts that are more than 30
days overdue.
35
Purchasing Policy
Purpose:
To govern the purchasing of any and all items with a total cost of more than $2,000.
Policy:
For purchases between $2,000 and $25,000, a minimum of three (3) quotations (in
writing) shall be sought before a decision to purchase is made.
For purchases over $25,000, the Executive Director will strike a committee, involving at
least two other Directors of the Board, to manage the request for proposals, determine the
selection procedure, review the proposals and select the successful proposal.
Rival bids shall be kept confidential and not disclosed to other potential suppliers.
In selecting the winning bid, consideration will be given to such factors as: price, quality,
delivery (historical and promised), involvement in the local community, child labour
policy and terms and conditions offered.
Winning bids will be signed off by the Executive Director, and either the Guelph Soccer
Chair, Vice-Chair or Treasurer.
Standard terms will be net 30 days, delivered to the Guelph Soccer clubhouse, unless
otherwise negotiated.
The Executive Director must approve invoices before payment is made.
All potential suppliers should be aware of this policy before quoting.
36
Signing Authority Policy
Purpose:
To govern the signing authority on all payments/reimbursements for Guelph Soccer.
Policy:
The Chair, Treasurer and at least one other Board Member will have signing authority.
For payments/reimbursements under $500, only one signature is required.
For payments/reimbursements between $500 and $20,000, two signatures are required.
For payments/reimbursements greater than $20,000, three signatures are required.
Signatories may not authorize payments/reimbursements to themselves.
37
Reimbursement Policy
Purpose:
This policy establishes policies governing the reimbursement of all club related business
expenses ("business expenses") incurred during the conduct of club business. It is club
policy to reimburse referees, coaches and staff for ordinary, necessary and reasonable
expenses when directly related to the transaction of club business. Unless otherwise
agreed by the Executive Director and the Board of Directors, Guelph Soccer does not
reimburse mileage expenses for volunteer coaches or referees.
Directly related means:



there is the expectation of deriving some current or future benefit for the club;
the individual is actively engaged in a business meeting or activity necessary to
the performance of the employee's job duties;
there is a clear business purpose for the expense.
Individuals are expected to exercise prudent business judgment regarding expenses
covered by this policy.
Reimbursement for expenses that are not in compliance with this policy requires the prior
written approval of the Executive Director and the Chair of the Board of Directors.
Individuals are responsible for complying with this policy. Individuals submitting
expenses that are not in compliance with this policy risk delayed, partial or forfeited
reimbursement.
Policy:
Requests for reimbursement of expenses must be submitted on the official Guelph Soccer
Cheque Requisition Form (see Appendix 4).
Original receipts are necessary for all expenses submitted for reimbursement. Requests
for exceptions to this policy should document extenuating circumstances and be approved
by the Executive Director.
Original receipting must include:
(1) Amount of the expenditure
(2) Time and place of the expenditure
(3) Purpose of the expenditure
(4) Names and relationships of individuals other than yourself for whom the expenditures
were made.
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Requests for reimbursement lacking this information will not be processed and will be
returned to the originator.
Expense reimbursement forms, together with required documentation, must be submitted
to the Operations Manager at Guelph Soccer.
The designated club employee approving expense reports are responsible to ensure the
following:
(1) Expenses reported are proper and reimbursable under this policy
(2) The expense report has been filled out accurately and has the required documentation
(3) The expenses are reasonable and necessary
No policy can anticipate every situation that might give rise to legitimate business
expenses. Reasonable and necessary expenses may be incurred when be asked to
undertake specific club activities. These expenses must be directly related to the activity
being undertaken at the request of the club and must be in keeping with the reasonably
anticipated costs of such an activity. Each individual and supervisor must use his/her best
professional judgment in determining if an unlisted expense is reimbursable under
purpose statement of this policy.
Personal vehicle: Individuals who utilize personal cars for travel will be reimbursed at the
per km basis established annually by the club. Kilometres submitted for reimbursement
should be net of any normal commuting distance. The expenses related to gasoline
consumed by personal vehicles are the responsibility of the individual.
Meal/Hotel expenses: Individuals should try to avoid hotel expenses and overnight stays
and minimize meal expenses as much as possible.
Method of reimbursement: All reimbursements will be made by cheque to the individual
having been asked to undertake the activity on behalf of the club once the appropriate
forms and documentation has been provided to the club employee designated to receive
such requests.
Generally, any exception to this policy must have the prior written approval of the
Executive Director and the Chair of the Board of Directors. Requests for exceptions
should document extenuating circumstances or proposed overall savings to the club.
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Financial Guidelines
Representative Team Financial Guidelines
Purpose:
To ensure the prudent and responsible use of money that is used by Guelph Soccer
Representative Teams.
Policy:
To ensure the prudent and responsible use of money that is generated and utilized by
Guelph Soccer Representative Teams.
Policy:
All Guelph Soccer Representative Teams are required to adhere to these policies:
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Each Representative Team Head Coach must appoint a Team Manager. Each
team must open a bank account with at least two people having signing authority.
The Head Coach may not be a signing authority. The people with signing
authority cannot be relatives.
A Parent Meeting must be held prior to the start of each soccer season
At the Parent Meeting, a detailed list of anticipated expenses should be presented
(known as the Team Budget). Parents/guardians are entitled to know
approximately what amount of money will be required to sustain the team and at
what intervals the funds will be collected.
At the Parent Meeting, parents/guardians must approve by a two-thirds majority
vote the Team Budget before it can be considered final. A Quorum of at least half
the players’ parents/guardians is required before a vote can be taken.
In the event that expenses must be paid before the Team Budget is approved, a
two-thirds majority of parents/guardians must approve the expenditure.
At the Parent Meeting, parents/guardians must agree to the manner in which
sponsorship funds, fundraising and player fees are to be allocated within the Team
Budget.
The order in which team funds are spent is:
o Sponsorship funding
o Fundraising and
o Player fees.
In the event that a team receives more sponsorship funding than its total team
expenses, the remaining sponsorship funds cannot be disbursed to
parents/guardians. These funds must remain with the team.
Any remaining money (excluding Sponsorship funds) must be disbursed to the
parents/guardians at the end of the season.
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A detailed Team Budget and meeting minutes noting that parents/guardians have
approved the Team Budget and allocation of funds must be submitted to the
parents/guardians and to Guelph Soccer.
A Team Budget cannot be changed without the approval of a two-thirds majority
of the parents/guardians. This included redirecting funds (or unspent funds) from
one component of the Team Budget to another.
The Team Manager is responsible for maintaining an up to date and well-prepared
Financial Statement. An accurate, up to date accounting of all monetary
transactions must be kept and must be presented when requested by Guelph
Soccer.
Any person designated by the team as the Team Fundraiser will provide to the
Team Manager a detailed financial accounting of revenue and expenses. This
accounting must be included in the team’s Financial Statement.
A final Financial Statement and bank statement must be provided before the end
of the soccer season (by September 30th) to the parents/guardians and Guelph
Soccer.
Any outstanding monies owed to Guelph Soccer, including fines, must be paid on
demand to the Club, no later than the end of each outdoor season (September
30th). If outstanding monies are not paid by September 30th, the Team Manager,
Head Coach and the team will face sanctions until all monies are paid in full.
At the end of each season, the team account must be reduced to a maximum of
$150 balance (summer – September 30th). All remaining sponsorship money
must be turned over to Guelph Soccer, who will hold the funds until the next
season’s budget is approved by the parents/guardians.
It is the Team Manager’s responsibility to handle team funds exclusively. The
Team Manager and the Team Fundraiser (if appointed) will be held responsible
for any missing, mishandled or mismanaged team funds.
Setting up a Team Account
Guelph Soccer requires for a new account:
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Name of Account – e.g. “2001 Guelph Soccer Boys A Team”
Name of Financial Institution
Address of Financial Institution
Signatories (generally, team manager and one/two parents of players. Head
Coach is NOT allowed to be a signatory).
Guelph Soccer requires for accounts taken over from previous officials:
 Same as above, plus the name(s) to be removed and the name(s) are to be
added.
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Team Event and Fundraising Policies
Purpose:
This policy provides guidance with respect to fundraising activities conducted by teams,
Members, representatives or groups of Guelph Soccer.
Policy:
All fundraising activities must follow this policy.
Any fundraising or sponsorship activity conducted by teams, Members, representatives or
groups of Guelph Soccer must be specifically approved by the Executive Director prior to
the commencement of that fundraising activity, unless the activity is listed below. If
approval is necessary, it must be obtained before any venues are booked or expenses are
paid.
The use of the Club’s name, shield or logo is not permitted without the expressed written
consent of the Executive Director. For information about the use of the Club logo, please
consult the Guelph Soccer Website Policy.
Coaching staff should note that they are not covered by liability insurance and may be
held personally liable for damage, injuries etc. that occur at team events. Safety must be
a primary consideration in all fundraising activities. Team officials, parents, players and
Members must take full responsibility for any activity and any consequences thereof.
Fundraising activities should be consistent with Guelph Soccer’s mission, vision and
values and not bring the club into disrepute. Activities should support player/Member
achievement and not detract from the Guelph Soccer environment. Fundraising activities
should not compete directly with any charitable organization or official club sponsor.
Fundraising activities must supply a service or product. Fundraising activities must be
age appropriate for the participants.
Fundraising activities must also be compliant with municipal, provincial and federal
legislation.
Fundraising should have a designated purpose and the proceeds should be for that
purpose, as intended. Transparent financial reporting practices should be in place.
Examples of the types of fundraising activities permitted by Guelph Soccer, providing
they are planned and documented appropriately, include:
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Social events where tickets are sold.
Car washes.
Bottle drives.
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Selling of merchandise (e.g. chocolate bars, food etc.) or gift cards, as long as it is
through a registered company.
Sponsorship/advertisement books.
BBQs (special precautions should be taken when preparing food).
Adult events (e.g. dances, card games, etc), provided no alcohol is sold by the
team at the venue. Where alcohol is sold by the venue, proof of liability insurance
from the venue owner is required.
Raffles, with an appropriate lottery licence.
50/50 Draws at events, with permission of the venue/organizer.
Guelph Soccer wishes to project a certain image in our community. Thus, collecting
money (i.e. begging) outside local establishments not related to selling of items is not
acceptable.
If a venue requires a “Certificate of Insurance”, teams must complete the “Certificate of
Insurance” request form at http://www.hkmb.com/industry/sportsent/OSA.asp and submit
it to the Executive Director of Guelph Soccer. Please provide at least five business days
for this certificate to be returned to you.
For activities not listed above, the team or group must submit a proposal in writing, citing
the details of the activity. The submission must include:
 Team/Group name
 Purpose/goal of the activity
 The location and time period of the fundraising activity
 A complete description of the activity, including a copy of any permits required
 A copy of the team’s budget showing the necessity for fundraising
 What will happen should there be: excess funds or a shortfall
 Copy of email notification to entire team
These submissions will be reviewed by the Executive Director of Guelph Soccer, who
may consult with Directors of the Board if he or she deems it necessary to do so.
Submissions should be sent to the Executive Director at least three weeks in advance of
the proposed fundraising activity and the Executive Director will respond within five
business days. If the Executive Director determines that s/he should consult with the
Board of Directors, s/he will respond within ten business days.
Once approval is granted by the Executive Director to conduct a fundraising activity, the
activity must take place within a year. Activities may not extend beyond the time period
for which the purpose for the fundraising is undertaken.
Fundraising activities, for which the purpose of the fundraising is undertaken that is
beyond one year, requires a renewal of the application after each year.
With respect to fundraising that will be conducted over more than one year, or in the
situation where the proceeds of the fundraising are applied to an event that will occur in
subsequent soccer seasons, it will be the responsibility of the team to ensure that issues
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are addressed in a fair and equitable manner. All participants must sign a Memorandum
of Understanding should any of the participants leave the group or team or new
participants join.
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Emergency Action Plan
Purpose:
An Emergency Action Plan (EAP) is a plan designed by a coach to assist him or her in
responding to emergency situations. The idea behind having such a plan prepared in
advance is that it will help the coach, and others, respond in a professional and clearheaded way under stressful circumstances.
An EAP should be prepared for the facility or site where you normally practice and for
any facility or site where you regularly host games. For away games, coaches or team
managers should ask the host team or host facility for a copy of their EAP.
An EAP can be simple or elaborate, but should cover off the following seven items at a
minimum:
 Designate in advance who is in charge in the event of an emergency (this could be
the coach, assistant coach, manager or team ‘first aider’).
 Have a cell phone with you, with battery fully charged. If this is not possible,
know exactly where a telephone that you can use is located. Have spare change in
the event you need to use a pay phone.
 Have emergency telephone numbers with you (facility manager, fire, police,
ambulance, public safety) as well as contact numbers for your participants
(parents, guardians, next of kin, family doctor).
 Have on hand a medical profile for each participant, so that this information can
be provided to emergency medical personnel. Include in this profile a signed
consent from the parent/guardian to allow medical treatment in an emergency (see
Appendix 5 – Medical Information Form).
 Have a First Aid kit accessible and properly stocked at all times. All coaches are
strongly encouraged to pursue First Aid training.
 Designate in advance a call person (the person who makes contact with medical
authorities and otherwise assists the person in charge).
 Be sure that your call person can give emergency vehicles precise instructions to
reach your location or site.
The EAP for the Guelph Community Sports Dome can be found at Appendix 6.
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Accident/Incident Guidelines
Guelph Soccer recommends that the following procedure is used when dealing with an
accident or incident.
1. Stay calm but act swiftly and observe the situation. Is there danger of further injuries?
2. Listen to what the injured person is saying.
3. Alert the first-aider who should take appropriate action for minor injuries or
determine if emergency services needs to be called.
4. In the event of a serious injury or one requiring specialist treatment, call or appoint
someone to call the emergency services (in accordance with the Emergency Action
Plan).
5. Appoint someone to deal with the rest of the group and ensure that they are
adequately supervised.
6. Do not move someone with major injuries. Wait for the emergency services
personnel.
7. Contact the injured person’s parent/guardian.
8. If the player does not return to play (for the remainder of the game or practice, or for
the next game or practice) and/or emergency services are contacted
9. Complete the Accident/Incident Report Form (see Appendix 7).
10. Hand the copy of the Accident Report Form in to the Operations Manager at Guelph
Soccer.
11. The Operations Manager will refer the Accident Report Form to the Board at its next
meeting for review. The Board may provide recommendations to the Operations
Manager to try to prevent such accidents/injuries from occurrence in the future.
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Communications and Feedback Policy
Purpose:
Proper communication within Guelph Soccer Club is vital to our success. These policies
have been created to ensure that a minimum level of communication is maintained within
the club. Efforts should be made to ensure that where possible, the standards and
frequency of communication meet the requirements of the club members.
Policy:
1. Annual General Meetings and Special General Meetings (AGM/SGMs)
From the Guelph Soccer Club Constitution:
Article 10(2): All Members shall receive a minimum of thirty (30) days’ notice of the
purpose, time and location of any Meeting of the General Membership. Notice of the
Meeting must be posted on the Club website, the Club newsletter and the Club Head
Office.
2. Board of Directors:
Board meeting minutes will be made accessible to the club members within a month of
their approval at the next scheduled board meeting. Minutes are available from the Club
Head Office and are posted publicly on the Guelph Soccer website:
http://www.guelphsoccer.ca/index.php?view=pageView&pageid=201.
3. Staff:
The Club’s Executive Director, Technical Director and Head Referee shall provide
monthly reports to the Board for discussion. The Board may request a report from any
member of staff at anytime.
4. Sub-committees:
From the Guelph Soccer Club Constitution:
Article 9: The Board of Directors may create Ad Hoc Committees or Sub-Committees by
its own motion at its regular meeting with such purpose and scope as the Board deems fit.
The Board will establish written terms of reference for each Committee and a minimum
of one Director must sit on each Committee created by the Board.
There are three standing Committees of the Board:
 Personnel Committee
 Nominations Committee
 Finance Committee
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All Board Ad-Hoc or Sub-Committees that have met or conducted business between
board meetings shall submit a written report to the Chair at least five business days in
advance of the date of the next scheduled board meeting.
5. Guelph Soccer Club Constitution, Policies and Procedures and Rules:
The club’s constitution, policies and procedures and rules are available to club members
on the Guelph Soccer website at www.guelphsoccer.ca. Hard copies are also available
from the Club Head Office.
6. Membership Communication:
Informally, throughout the year, Guelph Soccer will communicate club activities and
events to the general membership through its website, through the Club’s Facebook site
and through the Club Newsletter. In addition, the club maintains a master email
distribution list. Where possible, a hard copy of significant communications will also be
posted on the main noticeboard at the Club Head Office.
Members should be kept abreast of:
1. Club Events (Tournaments, Registration Deadlines, Field Changes, Social
Activities, Meetings, etc.)
2. Communications from The Canadian Soccer Association, The Ontario Soccer
Association and the South West Regional Soccer Association.
3. Major Changes to Guelph Soccer Policies/Procedures
4. Significant Achievements for Guelph Soccer, its staff and its members.
In May 2011, Guelph Soccer created a “Shout Out” button on its website to facilitate
comments and feedback from its Membership. Feedback is sent directly to the Executive
Director and certain members of the Club’s Board of Directors (The names of these
Directors will be placed on the “Shout Out” section of the website so that Members can
see who will receive the “Shout Out”). Guelph Soccer will provide an initial response
within three business days.
Guelph Soccer also designs and publishes Membership surveys each year on the club’s
website. These surveys are anonymous to allow Members to provide anonymous and
honest feedback to Guelph Soccer about the club and about its coaches. The Board of
Directors will examine feedback regarding the Club and the Club’s Technical Committee
will examine feedback about coaches in order to improve the quality of Guelph Soccer’s
programs.
7. Portfolio Contacts:
The contact information for the Board of Directors, Club Committees and Club Staff is
available on the Guelph Soccer website, through the Minutes of Board Meetings and
from the Club Head Office.
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8. Website Guidelines:
Guelph Soccer endeavours to keep its website updated through regular postings to its
membership and to inform the membership of significant events and news within a
reasonable timeframe.
For details pertaining to website protocol, please refer to the Guelph Soccer Website
Policy.
9. Media Strategy:
Guelph Soccer is committed to providing significant announcements (e.g. appointments
of new technical staff, head referee, First on the Turf Tournament) to local media –
especially local newspapers – in order to boost publicity for the club and to ensure that
news is communicated to as many members and other stakeholders as possible.
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Guelph Soccer Social Media Policy
Guelph Soccer's employees and members reflect a diverse set of customs, values and
points of view. As representatives of Guelph Soccer, we require our membership to
exercise good judgment in its use of Social Media websites and conduct themselves in a
responsible and respectful manner. For the purposes of this policy, social media means
any facility for online publication and commentary, including, without limitation, blogs,
wikis, social networking sites such as Facebook, LinkedIn, Twitter, Flickr, FourSquare
and YouTube.
To assist in posting content and managing these sites, Guelph Soccer has developed
policies and guidelines for official and personal use of social media. Guelph Soccer
employees, volunteers and members are free to publish or comment via social media in
accordance with this policy.
General Guidelines
1. The purpose of using these communication channels on behalf of Guelph Soccer
is to support the club's mission, goals, programs, and sanctioned efforts, including
club news, information, content and objectives.
2. When using an officially recognized social media channel, assume at all times
that you are representing Guelph Soccer. Please refrain from reporting,
speculating, discussing or giving any opinions on Guelph Soccer topics or
personalities that could be considered sensitive, confidential or disparaging.
3. Confidential or proprietary club information or similar information of third
parties, who have shared such information with you on behalf of Guelph Soccer,
should not be shared publicly on these social media channels.
4. As in all communications, employees and members should be consistent in their
message; this message shall be in accord with Guelph Soccer's mission and
vision. Members are not permitted to post information, photos, or other
representations of inappropriate behaviour, or items that could be interpreted as
demeaning or inflammatory. All communications will be respectful of others.
This includes not only the obvious (no ethnic slurs, offensive comments,
defamatory comments, personal insults, obscenity, etc.) but also proper
consideration of privacy and of topics that may be considered objectionable or
inflammatory - such as politics and religion. Employees and members shall use
their best judgment and be clear that the views and opinions expressed are theirs
alone and do not represent the official views of Guelph Soccer.
5. Members are not permitted to tag players, coaches or members names, accounts
or images; pictures or updates shall not disclose personal information. Never
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identify a player, coach, volunteer, referee or sponsor by name without
permission.
6. Guelph Soccer’s social media assets are to be used for positive interaction. Please
refrain from any negative comments or criticism of anyone or anything; including
other players, team officials, teams, clubs or referees. Additionally, employees
and members are not permitted to comment on injuries, officiating, or team
matters that could reasonably be expected to be confidential to team members.
7. Be mindful that all posted content is subject to review in accordance with the
Guelph Soccer’s Privacy Policy. Guelph Soccer’s logos and/or visual identity
cannot be used for personal social media without the permission of the Executive
Director.
8. When material is posted on Guelph Soccer social networking sites that does not
follow Guelph Soccer’s Social Media Policy or Privacy Policy, that material will
be removed promptly and the individual informed with the reason why it was
removed. Policy violations may be subject to disciplinary action. It is not the
intent of Guelph Soccer to police its social media accounts, so please, stay
positive, humble and professional.
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Website Policy
The Board of Directors of Guelph Soccer shall appoint a Director, staff member or
volunteer to oversee the development and maintenance of the Guelph Soccer website,
known hereinafter as the Communications Director. Any changes to the Guelph Soccer
website will require approval of the Communications Director who will also assume the
following responsibilities:
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Ensure the website material conforms to the Guelph Soccer Website Content
Policy;
Authorizing any direct links to the Guelph Soccer website;
Ensure information on the website is accurate and updates are posted within seven
days of submission approval;
Communicating any significant developments or pertinent feedback to the Board;
Communicating with the webmaster for the development, update and maintenance
of the website.
Website Content Policy
 Only Members who have given written approval, will have their contact
information, or photo, published on the Guelph Soccer website. If the Member is
under 18 years of age, written approval must be obtained from at least one of the
of the child’s parents/guardians
 Guelph Soccer will not knowingly affiliate, through links or direct publication,
any material that would be deemed inappropriate or deemed detrimental to the
image of Guelph Soccer or its Members
Team Websites
 Team websites must conform to the Guelph Soccer Website Content policy.
 Any Guelph Soccer team who wishes to have a Team website must submit their
request, with the URL and name, to the Communications Director for approval.
 A link from the Team Website to the Guelph Soccer website is encouraged.
 The club reserves the right to remove any links from team websites if, in its view,
it contains information that is detrimental to the image of Guelph Soccer or its
Members.
 Teams are responsible for hosting and maintaining their own websites.
 The use of the Guelph Soccer logo must be approved in writing (including email)
by the Executive Director. Teams must discontinue use of the Guelph Soccer
logo upon request by Guelph Soccer.
 The following steps must also be taken:
1. Approval from the Communications Director of the submitted Team
Website Application Form (see Appendix 8).
2. Approval to run a Team Website must be renewed annually by the
Communications Director.
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Privacy Policy
Purpose:
Guelph Soccer is committed to controlling the collection, use and disclosure of the
personal information provided by our Members.
Definition:
“Personal information” is personally identifiable information such as names, residential
addresses and e-mail addresses. Guelph Soccer only collects personal information when
you specifically and knowingly choose to provide it, as when you register with our Club
and Leagues. Publicly available information, such as public directory listing of your
name, address, telephone and electronic address is not considered personal information.
Personal information is used for the following:
 Registration purposes with the OSA, the Canadian Soccer Association and
Leagues in which you or your child participate or to communicate with you
should the need arise.
 ITSoccerNet for information storage
 For the collection of funds
 For employment purposes
 For Directors, for Directors and Officers Liability Insurance and the Security
Company utilized by Guelph Soccer.
No other sharing of personal information is permitted.
Policy:
Unless you specifically authorize us to release your personal information, or release is
required or permitted by law, Guelph Soccer will not sell, lease or trade your personal
information to other third parties. Guelph Soccer reserves the right to use photographs of
Members for advertising or promotional purposes.
Guelph Soccer processes and stores personal information in secure and confidential
databases necessary to protect the secrecy of the Confidential Information, and to prevent
the Confidential Information from falling into the public domain or into the possession of
an unauthorized person.
Any privacy concerns or complaints are handled through the Guelph Soccer Dispute
Resolution policy
Any past or present Members may request, in the form of a written letter to the Club,
information on the existence, use and disclosure of any personal information pertaining to
them. These individuals also have the right to challenge the accuracy and completeness of
the information pertaining to them.
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Tobacco-Free Policy
Purpose and Commitment:
Guelph Soccer recognizes that there is ample research demonstrating the health hazards
of the use of tobacco products, including smoking and the breathing of secondhand
smoke. Soccer is a healthy sport and as such we have a responsibility to the players,
participants and the community to demonstrate healthy choices. Guelph Soccer has
therefore developed this policy in the best interest of the health and safety of the players,
participants, and the general public.
Policy:
All games, activities, tournaments, competitions, practices, training sessions, events and
other performances sanctioned by our organization will be tobacco-free. Tobacco-free
means no smoking, snuffing, dipping, or chewing tobacco by players/participants,
coaches, parents, spectators and officials within 9 metres (30 feet) of any Guelph Soccer
activity.
We will promote the tobacco-free policy at all our activities by:
 Having coaches explain the policy to players/Members and provide parents with a
letter to review and share with others who may come to their game, practice or
tournament.
 Including the policy in the manuals provided to coaches every year so that all new
and returning participants, their parents/guardians, coaches and officials/managers
know about the policy from the start.
 Making the policy visible throughout the year using various messages, including a
page on the website, banners/signs at events, and encouraging coaches and all
players to promote an active, healthy, tobacco-free lifestyle.
We will reinforce the tobacco-free policy at all our activities by:
 Encouraging all coaches, players/Members, and parents to respectfully remind
someone using tobacco about the tobacco-free policy.
 Consistently applying consequences with people who repeatedly break the policy
– repeated violations by players/Members, parents/guardian, spectators or coaches
may result in a verbal or written warning from Guelph Soccer.
 Following a written warning, the individual violating the policy again may be
brought to the Club for disciplinary action which could include being banned
from all Guelph Soccer events.
Note: Under the Smoker-Free Ontario Act (SFOA), smoking, or holding lit tobacco, is
banned on all elementary & secondary school properties in Ontario.
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Healthy Snack Policy
Purpose:
To encourage healthy eating habits in Members of the Guelph Soccer community.
Policy:
Guelph Soccer is committed to helping improve the health of Members of our
community. In light of increased obesity in children and adults, Guelph Soccer has the
opportunity, through its staff, adult coaches, players, referees and volunteers, to promote
and model healthy eating practices.
Therefore, we actively encourage parents and coaching staff to pack healthy snacks for
team practices, games and tournaments. This policy applies regardless of the level of
play (House League or Representative), or whether the match or practice is in Guelph or
outside the city limits.
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House League Policies
House League and Fundamentals Refund Fee policy
Purpose:
The purpose of this policy is to clearly define the circumstances in which participants in
our House League and Fundamentals programs are eligible for a refund of registration
fees.
Policy:
Guelph Soccer will honour refund requests for the program for which the participant has
been registered until the deadline date of registration for this program.
This policy encompasses our House League (Outdoor and Indoor) programs, as well as
all Fundamentals sessions. All refund requests must be submitted in writing to the
Operations Manager of Guelph Soccer, and all refunds are subject to a $30/player
administration fee.
No refunds will be provided after these deadlines, except in the following circumstances:
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A player cancelling registration on medical grounds will qualify for a full refund (if
injured prior to program start). In the event of a mid-season injury, the participant
will be eligible to a pro-rated refund, based on the number of games remaining after
the date of the doctor’s certificate receipt, with a deduction for the player’s uniform.
Please note that where the injury is soccer-related while participating in a Guelph
Soccer program, no refund can be provided, as this would cause insurance coverage
to be negated.
In special or extenuating circumstances at the discretion of the Executive Director.
In signing the registration form for House League or Fundamentals, Members accept the
Club’s House League and Fundamentals Refund Policy conditions, registration
conditions and the financial implications.
House League Request policy
Due to the large number of participants in our House League program, Guelph Soccer is
generally unable to grant special requests. However, Guelph Soccer appreciates that
there are situations that would warrant a request and therefore, the Club has developed
the following policy:
No special requests shall be granted with the exception of the following circumstances:
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Siblings of the same age may be placed on the same team except where leagues
are split into boys and girls.
Sponsors may request one child and coach per sponsorship.
Coach & child will automatically be placed on the same team unless otherwise
directed.
A coach can request up to a maximum of two assistant coaches. Assistant coaches
and their children will be placed on the same team.
Children with different last names, born in the same year and registered by one
legal guardian will be placed on the same team, provided the Club is shown proof
of residency.
A request for medical reasons will be reviewed when submitted in writing and
supported by formal documentation.
Please note Guelph Soccer will not grant special requests for the following reasons:



Transportation
Social
Requests to play up or down an age group
Should you wish to make a request for reasons not listed, please submit details in writing
to the Executive Director of Guelph Soccer. All decisions made by the Executive
Director are final.
Representative Players in House League
Representative players are permitted to participate in Indoor House League but are
required to play up one year. This means that a Representative player who is in the lower
age bracket of a division will remain within that division – a Representative player in the
upper age bracket of a division MUST play in the next age group up.
Representative Players who play in Guelph Soccer’s House League programs during the
fall and winter indoor seasons will automatically be placed up one age group. For
example, a girl selected for the U10 Representative team would be expected to play in the
U11 House League division.
Any child or parent who wishes for their child to be placed in the same age group for
House League as the Representative team should submit a request in writing to the
Technical Director of Guelph Soccer. The Technical Director will then make a decision
within seven business days. The decision of the Technical Director is final.
57
Representative (Travel) Team Policies
Please see the Competitive Coach/Team Manager Manuals.
Representative Fee Refund policy
This policy is currently subject to revision by Guelph Soccer’s Technical AND Finance
Committees.
58
Referee Scheduling Policy
1. Scheduling policy
 Scheduling goes hand in hand with referee development. The role of the appointer
is twofold:
(a) Make sure that all games on Guelph Soccer territory is covered by the appropriate
amount of referees (1 or 3,depending on the level);
(b) Make sure that the level of games appointed to referees is appropriate and
respects the competency list.
1.1. Competency list
 Guelph Soccer establishes a competency list for all its referees. This competency
list will be used to appoint referees to levels of games that are appropriate for
their development. The competency list will be based on:
(a) information provided by the referees themselves
(b) information provided by the referee scheduler
(c) performance during the pre-season on-field and in-class training sessions
(d) assessments made during the winter season (when available)
(e) information from previous years (if available)
 Every year, the competency list will be reviewed based on the previous year’s
assessments and mentorship reports.
 The list will contain:
(a) referee’s name, level, and contact information
(b) highest game level officiated as a referee and as an AR
(c) highest game level to which the referee can be appointed to during the 2011
summer season
(d) referee’s goal for the current season
 This competency level of each referee will be approved by the referee. It can be
updated at any point during the season, based on performances and assessments.
We encourage referees to communicate with the head referee if they are not
satisfied with their appointments.
1.2. Appointment Process
 House league referee scheduling is done with the PowerUp online program
(https://members.guelphsoccer.ca/convenor). See document ‘How to use
PowerUp program’.
 Every referee must enter their availabilities via the online program at the latest on
the 16th of the month preceding the appointment period. For instance, availability
for August must be entered before July 16th. Referees who fail to do so will not
be considered for this appointment period.
 The scheduler will appoint referees for the whole month and will finalize the
appointments by the 23rd of the month preceding the appointment period. The
head referee will have 2 days to review appointments, and referees will be
notified of appointments by email at the latest on the 25th of each month. For
instance, August appointments will be finalized by July 25th.
59


After notification of appointments, referees have 48 hours to accept their
appointments via the online program (27th of each month). After 48 hours,
games that have not been accepted by referees may be reappointed to other
referees.
Representative games will be appointed on the same schedule, but referees will be
notified of their schedule via an Excel document posted on the referee secured
area (RSA) and must confirm their games via email to both the referee scheduler
and the head referee.
1.3. Declined games policy
 Referees should not have to decline games, as games will be appointed based on
the referee availabilities. We encourage referees to keep their availability up-todate throughout the season.
 Declined games are the main reason why scheduling is time-consuming and why
referees get appointed to games that are not appropriate to their competency level.
Guelph Soccer believes that reducing the number of declined games will increase
the quality of refereeing, as well as referees’ satisfaction with the appointment
process.
1.3.1 Declining a game BEFORE it has been accepted
 If a referee needs to decline a game, s/he MUST:
(a) decline the game via the online program (house league) or via email
(representative games), at the latest 48 hours after being notified of the game.
(b) email the scheduler AND the head referee with the reason for declining the game.
 The referee scheduler will find a replacement for those games. While we
understand that unforeseen circumstances may arise and prevent referees from
accepting a game on a day where they were available, this should be kept to a
minimum and disciplinary action will be taken towards referees who decline
games regularly (see ‘discipline’ section).
1.3.2. Declining a game AFTER it has been accepted
 If a referee must return a game after it has been accepted:
(a) More than 48 hours before the game, s/he MUST:
1. Email the scheduler AND the head referee with the reason for declining the
game.
2. At that point, the head referee will email the referee with names and contact
information of other referees who are available that day AND able to fill in for the
referee (based on the competency list).
3. It is the referee’s responsibility to contact those referees and find a replacement.
The referee must then email the head referee, the scheduler, and the replacement
referee to indicate the switch. The head referee will approve via email and change
the information on PowerUp (house league games) and/or Excel (representative
games).
(b) Less than 48 hours before the game, s/he MUST:
60
1. Call the head referee (or scheduler, if head referee is unavailable) AND email the
head referee and the scheduler.
2. At that point, the head referee will email the referee with names and contact
information of other referees who are available that day AND able to fill in for the
referee.
3. It is the referee’s responsibility to contact those referees and find a replacement.
The referee must then email the head referee, the scheduler, and the replacement
referee to indicate the switch. The head referee will approve via email and change
the information via the online system.
1.3.3. No-show policy
 Referee no-shows are not acceptable and have a profound effect on the
reputations of referees and of Guelph Soccer.
 If a referee does not show up at a game that s/he had previously accepted, without
communicating with the scheduler AND the head referee at least 6 hours prior to
kick-off and WITHOUT a valid reason, the following actions will be taken by the
head referee:
1. First no-show (yellow card): written caution to the referee AND the referee will
be fined for the amount of the missed game fee. This amount will be deducted
directly off the referee paycheck. The referee will be notified of this action via
email.
2. Second time (red card): the referee will be fined for twice the amount of the
missed game fee. This amount will be deducted directly off the referee paycheck.
In addition, the referee will be taken off the active referee list for a minimum of
one week and a maximum of one month. The referee will be notified of this action
via email.
 More serious discipline actions may be taken if no-shows occur more than twice
for a given referee.
 The head referee reserves the right to use common sense while administering
fines. Fines can be decreased or cancelled based on individual circumstances (e.g.
valid emergency reason for not showing up, previous exemplary records with
Guelph Soccer, etc.).
1.4. Discipline
 Guelph Soccer expects referees to be responsible and accountable for keeping
their availability up-to-date. If a referee declines a game or returns a game after it
has been accepted without an acceptable reason, the following actions will be
taken by the head referee:
1. First time (simple foul): verbal reminder and encouragement to follow the
appointment policy;
2. Second time (yellow card): written caution to the referee;
3. Third time (red card): the referee will be taken off the active referee list for a
minimum of one week and a maximum of one month. The referee will be notified
of this action via email.
 More serious discipline actions may be taken if declined games occur more than
three times within one season for a given referee.
61
Appendix 1 - Guelph Soccer Oath of Confidentiality
This agreement made this
day of
(Day)
20
(Month)
(Year)
Between:
Guelph Soccer
and
_____________________________________________
(Name)
I understand that all information directly or indirectly received through my involvement
with the Soccer Club, is to be kept strictly private and confidential. This would include all
business related to the Club (i.e., financial information, personnel issues relating to staff
and other volunteers, and participant/family information).
A break in this oath of confidentiality may result in my being asked to leave my position
with the Club.
I have read and understand all of the above.
Dated:
Name
62
Appendix 2 - Guelph Soccer Volunteer Application Form
63
64
Appendix 3 - Guelph Soccer Police Record Check Forms
Guelph Police Forms (for residents of the City of Guelph) and Ontario Provincial Police
Forms (for non-residents of the City of Guelph) are available at the Club Head Office and
through the Policies and Procedures section of the Guelph Soccer website.
65
Appendix 4 – Guelph Soccer Cheque Requisition Form
66
Appendix 5 – Guelph Soccer Player Medical Consent
Form
67
Appendix 6 – EAP for Guelph Community Sports Dome
Hard copy to be scanned from Clubhouse.
68
Appendix 7 – Guelph Soccer Accident/Incident Form
To be completed by the First Aider, Coach or Manager within 24 hours of the incident.
1.
Site where accident took place (i.e. park and field number):
________________________________________________________________________
________________________________________________________________________
2.
Date and time of accident/ incident:
_________________________________________
3.
Name of person in charge of session/ competition:
________________________________________________________________________
4.
Name of injured person:
________________________________________________________________________
5.
Address of injured person:
________________________________________________________________________
6.
Team Name, League and Level:
________________________________________________________________________
7.
Nature of accident/ incident:
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
8.
Give details of how and precisely where the accident took place. Describe what
activity was taking place, e.g. training program, during a game, etc. If during a game,
give details if a call was made (e.g., red card, penalty kick, etc.).
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
69
9.
Give details of the action taken including any first aid treatment and the name (s)
of the first-aider(s).
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
10.
Were any of the following parties contacted? Police, Ambulance, Parent/Guardian.
If Yes, provide details:
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
11.
What happened to the injured person following the accident? (E.g. went home,
went to hospital, carried on with session)
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
All of the above facts are a true and accurate record of the incident/ accident.
Signed: _________________________________________________________________
Name (Print): ___________________________
Date: ________________________
70
Appendix 8 – Team Website Application Form
71
72

Policy - Guelph Soccer

Transcription

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