Team Volunteer and Team Selection Regulation 2

 Ayr Minor Ringette Association
TEAM VOLUNTEER AND TEAM SELECTION
PROCEDURE REGULATION
1. VOLUNTEER SELECTION/APPROVAL PROCESS
a) The selection of volunteers, including but not limited to, the positions of Head
Coach, Assistant Coach, Manager, and Trainer, for any team in the Association
(Ayr Minor Ringette Association) shall be completed according to this regulation.
b) All team volunteers (Head Coach, Assistant Coach, Team Representative, and
Manager) who wish to volunteer in the Association shall apply for the position by
the date stipulated by the Association.
c) The application shall consist of:
i) Ayr Minor Ringette Association Coaching Application
ii) Current Police Record Check by Ontario Ringette Association Policy
obtained at the applicants own expense.
iii) Ayr Minor Ringette Association Volunteer Declaration
iv) Proof of necessary certification from an Ontario Ringette Association
accredited program for the appropriate level (or intent) and position
d) Information collected shall be handled in a manner consistent with the Personal
Information Protection and Electronic Documents Act (PIPEDA) regulations that
set out ground rules for how private sector organizations may collect, use or
disclose personal information in the course of commercial activities.
e) Volunteer applications shall be rejected should the applicant not meet the
screening guidelines as per the current Ontario Ringette Association Screening
Policy or meet the standards of conduct imposed by Ayr Minor Ringette
Association, Southern Region Ringette Association or Ontario Ringette
Association.
2. VOLUNTEER SCREENING COMMITTEE
a) The Games and Tournament Director shall select two Directors to assist in the
selection/validation of coaches and volunteers. This committee shall be called
the Volunteer Screening Committee.
b) The Volunteer Screening Committee shall review Police Record Checks (PRC’s)
and advise the President and Vice President of any violations under item 1f) of
this regulation.
c) The Volunteer Screening Committee will retain no copies of PRC’s, but may retain
written records of its communications with the persons submitting the PRC and
with Ringette Ontario. 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 legal,
quasi-legal or disciplinary hearings.
d) The Volunteer Screening Committee shall review applications unless there is an
immediate conflict of interest as determined by the Board of Directors. If there is
a conflict of interest, the Board of Directors shall choose an alternate Board
member who is determined to not have a conflict of interest in the matter to assist
in the volunteer selection for that particular team.
May 26, 2010 1 3. HEAD COACH SELECTION
a) Should there be more than one Head Coach application for any one team, each
Head Coach applicant shall be interviewed in person by the Volunteer Screening
Committee.
b) The Volunteer Screening Committee shall make recommendations to the Board of
Directors for all Head Coaching positions. Coaching positions shall be ratified by
the Board of Directors.
c) All Head Coaches will be advised in writing as to the decision made by the Board
of Directors.
d) If there is an appeal by an applicant regarding selection, the Games and
Tournament Director shall review of the appeal with the President and the Vice
President, provided there is no conflict of interest. If the President or Vice
President has a conflict of interest, two other Executive Committee members
shall be chosen to assist. The appeal shall be responded to within 7 days of
submission, in writing.
e) All Head Coaches and Assistant Coaches shall be considered members of the
Association.
f) All Head Coaches and Assistant Coaches are exempt from any membership fees
for themselves.
4. TEAM VOLUNTEER SELECTION
a) The Head Coach shall have the choice of team volunteers should there be
multiple applications for volunteer positions.
b) If there are no applications for the volunteer positions for a team, the Head Coach
may recruit. These volunteers must file an application as stipulated in 1d) of this
regulation and must meet the requirements set out in Section 1 of this regulation.
c) No team volunteers shall be allowed behind the bench for sanctioned events
without proper certification and approval from Ayr Minor Ringette Association
Board of Directors.
5. CONFLICT OF INTEREST
a) A conflict of interest is defined as:
i) Having a player on the team under review.
ii) Having a friend relationship with either or both coaches applying for the
position as determined by the Board of Directors.
iii) Having knowingly had a conflict in the past with either or both coaches
applying for the position as determined by the Board of Directors.
6. TEAM SELECTION
a) Members shall register to play by the date as required by the Board of Directors in
the year of play.
b) Member fees will be set by the Board of Directors at the discretion of the Board of
Directors.
c) The Registrar shall receive all applications and payment for players.
d) The Registrar shall classify all players according to their year of birth according to
Ontario Ringette Association age divisions.
e) Teams will be considered full when the registered players reach a number of 16
(15 skaters and a goalie).
May 26, 2010 2 f) Teams will be considered at a minimum when the registered player number is 10
(9 skaters and a goalie).
g) Should more than 16 players register for a particular age group, the Board of
Directors will make adjustments and decisions under the rules of this regulation to
teams in an attempt to accommodate all registrants.
h) In the event that not all players can be accommodated in the Ayr Minor Ringette
Association, players will be selected based on a first come first serve basis based
on their date of registration.
i) The Board of Directors will assist any players in finding other opportunities to play
should Ayr Minor Ringette Association not be able to accommodate their
registration.
j) A Head Coach with agreement from all team members can agree to more players
on their team provided the number does not exceed the maximum number
stipulated by Southern Region Ringette Association (S.R.R.A.) Team Registration
Form.
k) In the event that players need to be moved either up or down an age group to
balance teams, players will be selected to play on teams based on their abilities
and talent in tryouts as determined by a non partisan party. Tryouts shall be
executed under the direction of the Registrar and the Games and Tournament
Director provided there is no conflict of interest. The Registrar and Games and
Tournament Director shall select three anonymous competent members of the
membership or coaching members of another Association to oversee tryouts for
the players and make team selections. These selections shall be binding.
l) Should a player wish to play in an older age group other than assigned (maximum
one level higher), the player may apply in writing to the Registrar requesting
consideration after preliminary team selection is completed. The request must
be within 7 days of preliminary team selection release. The Registrar shall review
the request and present to the Board of Directors for consideration. Applications
will not be considered if the move affects team size to above maximum player
levels or below minimum player levels as stipulated in this regulation.
Consideration shall include but not be limited to:
i) Effect on all other Ayr Minor Ringette Association teams, present and
future
ii) Player ability
iii) Playing ability of other members of the teams affected by the move
iv) Past considerations
m) The player shall be responded to in writing within 14 days of the application.
The decision of the Board of Directors shall be binding and no appeals process
shall be considered.
n) Team rosters shall not be finalized until Team Registration Forms (TRF) are
required for submission to Southern Region Ringette Association (S.R.R.A.) in
November of each playing year. The Board of Directors shall finalize the teams
and review all TRF’s prior to submittal to S.R.R.A. (Players shall be aware that
team selection process is not considered complete until team rosters have been
submitted to Southern Region Ringette Association (S.R.R.A.) in November of
each playing year).
o) Should a player not wish to continue in the association as a result of a team
selection decision, the player may apply for a release from the Association in
May 26, 2010 3 writing to the Registrar. The Registrar will inform the President of the request and
arrange for a meeting with the player or players parent/guardian and the Board of
Directors. A meeting will be arranged within five (5) days of receipt of the request.
The Board of Directors shall review the request and grant or deny in writing within
two (2) days of meeting.
p) If the player decides to leave the Association, their registration fees will be
refunded on a pro-rated basis from the date of decision to leave to the end of the
season measured in weeks, with fees to the Association being not less than fifty
dollars ($50).
7. MULTIPLE TEAMS AT THE SAME AGE DIVISION
The Board of Directors may determine more than one team in an age division is
necessary based on the number of players registered in an age group:
a) The teams shall be tiered as per practice based on associations belonging to
Southern Region.
b) To determine the placement of players, Section 6. k) of this document will apply.
a) Where players from a lower age division are deemed eligible to play in the higher
age division, the player shall be placed on the lower level team. Where players
from a higher age division play in a lower age division, the player shall be placed
on the higher level team.
8. CONTRACT PLAYERS
a) Players who meet the definition of a contract player by Ontario Ringette
Association are welcome to play in Ayr Minor Ringette Association, provided the
player does not prevent another player from playing in the Ayr Minor Ringette
Association.
b) Contract players who wish to play for an Ayr Minor Ringette Association team
must register to play in the Ayr Minor Ringette Association by September 15 of the
season of play.
c) Contract players will be placed on the team as stipulated below per SRRA
direction, October 2009:
i.
ʻAʼ and ʻAAʼ level players play at ʻBʼ level, in the age group above their
level of play at the ʻAʼ and ʻAAʼ level.
ii.
Where multiple teams in an age division exist, an assessment will be
done to determine what team the player will be placed on.
May 26, 2010 4