Below is an important reminder about the Coach Certification Policy that came into effect on April 1st 2018, as well as an FAQs document to hopefully clarify various elements of the policy.
At the November 2017 ROWONTARIO (RO) AGM, two new polices were announced that greatly impacted how you recruit, train and support coaches within your organization. The first, which dealt with coach registration, came into effect on April 1st, 2018, required that all coaches register annually in RCA’s Web Registration System (WRS), for a fee of $25. One of the most significant impacts of this new policy is the amount of data we now have available to inform our planning and decision-making. As we continue to gather data on coaches – where they are located, who they are, their level of training and certification – we will be better equipped to ensure that our decisions, initiatives and programs are athlete-centered, sustainable, and ideally contribute to the growth and success of our sport. As a new membership year approaches, this is a friendly reminder that all coaches must log into WRS to register for 2019-2020 to be renewed as a RO/RCA Registered Participant.
In June 2018, RO President Chris Waddell highlighted some of the investments made in the area of coach development; since then, we have continued that trend by increasing the opportunity for coach education mentorship. The second policy announced in November 2017 was the Coach Certification Policy, which was distributed to the membership on August 1st, 2018 and takes effect on April 1st, 2019. The goal was to give clubs ample time to prepare, to ensure you could successfully implement the policy for your own coaches. Furthermore, since August 1st, 2018, registered coaches have received a quarterly report that outlines their status with each of the policy’s requirements. The person identified on your 2018 Club Membership Application as your club’s Coaching Contact also received a copy of these reports, as well as a club summary. The intent behind beginning to track coaches’ compliance in advance of the policy was again to ensure that time would not be a barrier in implementing this policy.
In the Coach Certification Policy Rationale Document, also distributed on August 1st, 2018, we summarized the “why” that inspired the development of the policy. Since then, the SafeSport initiative and Responsible Coaching Movement continue to demand greater accountability on the part of organizations to protect athletes. In addition, RCA has made significant strides on its “Every Coach Certified” initiative, introducing its own eligibility requirements for coaches and significant changes to the NCCP program. These changes only reinforce the importance of the RO Coach Certification Policy and highlight its timeliness, as all sports at all levels strive to offer a sustainable, competitive product to a population that increasingly demands accountability.
If you have further questions, please contact Andrea Miller, Sport Development Manager (andrea@rowontario.ca) or Shelby Harding, Operations Coordinator (shelby@rowontario.ca).
Thank you,
The ROWONTARIO team
RO Coach Certification Policy – FAQs
Table of Contents (click to jump to the appropriate section) To whom does the RO policy apply? ............................................................................................................. 3
The policy refers to all individuals who meet the definition of “Coach” as defined in the policy................ 3
Is April 1st, 2019 a hard and fast date for all coaches to comply? ................................................................ 3
Which NCCP context should our coaches pursue? ....................................................................................... 3
Non-Competitive: ...................................................................................................................................... 3
Competitive: .............................................................................................................................................. 3
What about coaches who are already NCCP Certified? ................................................................................ 4
What about coaches who have already taken NCCP workshops, but aren’t yet Certified? ......................... 4
What about long-time coaches who have not taken NCCP workshops, and likely won’t? .......................... 4
How will RO track coach compliance? .......................................................................................................... 5
What details do clubs need to know about the “Prior to Coaching” requirements? ................................... 5
Safety Training .......................................................................................................................................... 5
NCCP Coach Initiation in Sport .................................................................................................................. 5
Background Screening .............................................................................................................................. 5
Respect in Sport ........................................................................................................................................ 6
First Aid Certification ................................................................................................................................ 6
How long does a coach have to achieve certification under the policy? ..................................................... 6
What about coaches who do not coach consistently, or who take extended breaks from coaching? ........ 7
How much will this policy cost individual coaches? ..................................................................................... 7
Is it realistic to expect all coaches to obtain the “Prior to Coaching” requirements? .................................. 8
To whom does the RO policy apply? The policy refers to all individuals who meet the definition of “Coach” as defined in the policy.
Example: A parent volunteer who drives a safety boat but has no ongoing relationship to
participants and/or provides no instruction, is not a “Coach” and is not required to meet the requirements listed in the policy.
Is April 1st, 2019 a hard and fast date for all coaches to comply? The policy takes effect on April 1st, 2019 but coaches are not required to meet the policy’s requirements by April 1st, 2019. The policy applies to coaches as of the first time they register in WRS in the “Coach” role in a program with a start date on or after April 1st, 2019. As a reminder, all coaches must register prior to coaching.
Example: If a coach’s first day of coaching is with a program that begins on September
1st, they should register with a start date of September 1st. They then have until September 1st to complete the “Prior to Coaching” requirements (if applicable) and their three-year certification pathway will begin on September 1st.
Which NCCP context should our coaches pursue? Non-Competitive: Coaches working with participants in a non-competitive context – meaning, with no intention to participate in inter-club competition – are required to be certified in the NCCP-Instruction context (RCA Learn to Row Coach).
Example: Learn to Row programs, summer camps, adult recreational leagues are all
examples of non-competitive programs. If said programs include intra-club competition, such as skills competitions or other events involving members of the same club and thus not requiring RCA Sanctioning, they are still considered non-competitive.
Competitive: Coaches working with participants in a competitive context are required to be certified in the NCCP-Competition context appropriate to the stage of development of their athletes.
Example: Any program in which participants will participate in an RCA Sanctioned event is considered competitive. This includes programs involving novice participants, such as high school or university novice programs. This also includes first-time coaches. RCA move away from a Level 1, 2, 3, etc. coach education system several years ago; coaches should enter the NCCP at the context most appropriate to the athletes with which they coach.
What about coaches who are already NCCP Certified? Coaches who are already “Certified” in the NCCP are compliant with the policy and are not required to complete the Prior to Coaching requirements. They are, however, responsible for maintaining their certification by earning and logging PD Points in the NCCP Locker.
Example: Many coaches achieved certification in the “old” NCCP (e.g., Level 1, 2, 3, etc.) and have been granted equivalency in the new NCCP model. Coaches are encouraged to log into their NCCP Locker to confirm their certification status, and to which context it applies. If a coach has failed to maintain certification due to lack of PD Points, they are not required to start all over again. Their certified status, and thus their compliance with the RO policy, will be renewed when they have achieved enough PD Points. In the meantime, they are still required to comply with the RO Policy if they plan to continue coaching, including the Prior to Coaching requirements.
What about coaches who have already taken NCCP workshops, but aren’t yet Certified? Many coaches have already completed some NCCP training and are already considered “In Training” or “Trained”, depending on which workshops they have taken. Clinics taken in the old NCCP (e.g., Level 1, Level 2, etc.) may also have been granted equivalency. Coaches are encouraged to log into the NCCP Locker to confirm their status in the appropriate context. Under the RO policy, that previous training will be recognized at the appropriate time in a coach’s three-year pathway.
Example: If a coach has already achieved “Trained” status, by either completing a Learn to Row Coach workshop or completing both RCA Coach Weekend #1 and Weekend #2 or having completed an equivalent combination of clinics in the old NCCP, they do not need to repeat that step in their three-year pathway. They are still required to complete the “Prior to Coaching” requirements, then will have three years to request an evaluation and achieve certification. They are not required to take additional workshops within those three years if they have already achieved “Trained” status.
What about long-time coaches who have not taken NCCP workshops, and likely won’t? RO values the amount of experience coaches in our community have already accumulated, and recognizes that there are many knowledgeable, experienced, qualified coaches who have never engaged with the NCCP, for whatever reason. As always, coaches always have the option to challenge an evaluation. Though RO and RCA would always encourage coaches to engage in lifelong learning and to actively participate in the training and certification process via the NCCP, a world-renowned coach education program, both organizations recognize and appreciate the depth and breadth of experience some coaches already possess.
Example: Any coach can apply to challenge any evaluation – RCA Learn to Row Coach,
RCA Coach, or RCA Performance Coach – by submitting an application form, which will be reviewed by RO and RCA, in consultation with our NCCP Master Coach Developers. In the meantime, coaches are still required to comply with the RO policy if they are actively coaching.
How will RO track coach compliance? When coaches register in the “Coach” role in WRS, they will be emailed an invitation to the RCA Coach Education Database (CED) once registration is processed by RO staff. The CED is where we will track compliance with the RO Policy requirements. The CED will also be home to the coach’s NCCP Pathway, including workshop materials, their own coaching portfolio, and eventually their evaluation documents.
Example: When granted access to the CED, coaches are responsible for uploading a copy
of their Pleasure Craft Operator Card and proof of first aid certification. The coach will then have access to the CED for workshop material and to engage with NCCP Learning Facilitators and Coach Evaluators as they progress through their NCCP pathway.
What details do clubs need to know about the “Prior to Coaching” requirements? Safety Training RO respects that Member Clubs already require their coaches to undergo valuable and site- specific safety training and will not be mandating any specific training. RO only requires that each coach take said training, and that clubs can produce verification of what that training entails and who has successfully completed that training if requested by RO.
Example: Under the Operational Procedures outlined in the RO Policy, club-
administered safety training is required annually for every coach. RCA offers several resources to help clubs with their safety protocols and training.
NCCP Coach Initiation in Sport The NCCP Coach Initiation in Sport is an online module developed to introduce new or experienced coaches to the foundational skills in coaching. It is not sport-specific, but is a generalized introduction to coaching itself, and provides coaches with many valuable tools and resources they can revisit at any time after successfully completing the module. Both RO and RCA now require all coaches take this e-module; RCA even requires it for certified coaches. It is an affordable introduction to the NCCP ($15) and can be completed online at the coach’s convenience in approximately an hour.
Background Screening Both RO and RCA now require that all coaches obtain Police Record Check (PRC) or, if applicable, a Vulnerable Sector Screening (VSS). Coaches can obtain a PRC or VSS from their
local police station. As well, clubs can also work with Sterling Talent Solutions to manage Enhanced Police Information Checks (E-PICs) for all their coaches, thus providing an affordable, easy-to-access online option.
Example: Due to privacy concerns, neither RO nor the club should keep copies of
coaches’ PRC/VSS. RO trusts Member Clubs to manage this tracking themselves, and to be able to provide RO with a verification report if requested. Coaches will be requested to submit an annual declaration in WRS as part of registration. Clubs are also required to track annual declarations from their coaches under the RO Policy.
Respect in Sport Clubs have two options to administer Respect in Sport training for their coaches. The first is to have coaches pay for the training themselves, using the access instructions available on the RO website. The second is for the club to purchase enough access codes up front to give to their coaches e.g., if the club is supporting the cost. Clubs can email Mark Allen, Director of Safe Sport for Respect Sport, Inc., for more information about the second option. The Respect in Sport for Activity Leaders program is an online training module that costs $30, takes approximately 3 hours to complete and can be completed on a computer or any device.
First Aid Certification Under the RO Policy, coaches are required to obtain Standard First Aid (including CPR Level C). Every coach is required to obtain certification. Emergency First Aid will not be accepted, because it does not include several topics relevant to our sport – bone, muscle and joint injuries, sudden medical emergencies and environmental emergencies – as well as other important and potentially life-threatening topics – head and spine injuries, and poisons. Standard First Aid also covers all topics in more depth than Emergency First Aid. While the topics covered in Standard First Aid are touched on in various NCCP and RCA training materials, they are not covered in depth, or with much opportunity for practical application, and coaches are not required to take this training until after already beginning to coach. There are many options available to clubs to support coaches in obtaining this training. In many municipalities, first aid instructors are available to deliver the course on-site, on a schedule that’s flexible with your needs, and in a way that covers topics in a way specific to your location and context.
Example: Once coaches register and are invited to the CED, they must upload a copy of their Standard First Aid (including CPR Level C) certification. Coaches are responsible for ensuring their first aid certification stays up to date, including uploading proof of recertification when applicable.
How long does a coach have to achieve certification under the policy? Every coach will have three years to achieve certification under the policy, following the timelines outlined for each pathway, regardless of when they register. In practical terms, this generally requires one NCCP workshop in each of Year 1 and Year 2, and evaluation in Year 3. Year 1/Year 2/Year 3 is calculated based on the coach’s initial registration date; each coach will have their own timeline to achieve certification.
Example: Coach A will be coaching a club competitive program beginning June 1st. They
register in a program with a start date of June 1st, 2019 and complete the “Prior to Coaching” requirements before June 1st, uploading any necessary documents to the CED once emailed an invitation. They coach for the season. If they intend to coach again in 2020, they register for RCA Coach Weekend #1 before June 1st, 2020. They coach for a second season. If they intend to coach again in 2021, they register for RCA Coach Weekend #2 before June 1st, 2021. They coach for a third season. If they intend to coach again in 2022, they request an evaluation through RO, to be completed before June 1st, 2022. They complete their evaluation and are eventually recommended for certification and continue to coach. Between June 1st, 2022 and June 1st, 2027, they declare active coaching status in the NCCP Locker, attend coaching conferences, take webinars, or join in other recognized professional development opportunities, always remembering to claim them in the NCCP Locker. They continue to coach, maintaining their certification status via PD Points on a five-year cycle. Coach B joins Coach A on June 1st, 2020. They register in a program with a start date of June 1st, 2020 and complete the “Prior to Coaching” requirements before that date, uploading any necessary documents to the CED once emailed an invitation. They, too, now have three years to achieve certification (until June 1st, 2023).
What about coaches who do not coach consistently, or who take extended breaks from coaching? Coaches who do not coach year-round, but coach at least one season every year are required to comply with the three-year timeline as outlined in the policy. Coaches who are inactive for one or more full year will be required to comply with the RO policy from where they left off.
Example: Coach C will be coaching a university competitive program beginning August
15th, 2019. They register in a program with a start date of August 15th, 2019 and complete the “Prior to Coaching” requirements before August 15th, uploading any necessary documents to the CED once emailed an invitation. They coach for the season, then for whatever reason step back from coaching and do not return until August 15th, 2022. They register in a program with a start date of August 15th, 2022, which will now be the start of Year 2 on their coach pathway. Coach C needs to take RCA Coach Weekend #1 before August 15th, 2022 to remain compliant with the RO policy, or successfully challenge the evaluation by that date.
How much will this policy cost individual coaches? On January 23rd, 2019, RO President Chris Waddell set a memo to Member Clubs entitled “2019 ROWONTARIO Membership and Participation Fees”. In this memo, he clarified: “[RO]’s business relationship with respect to the coach registration fee remains with the clubs not the
individual coaches, therefore the [Membership Fee Advisory Committee] agreed to stay with the status quo. How clubs choose to recoup those fees remains each club’s decision.” With respect to the Coach Certification Policy, RO is aware of the costs associated with obtaining the various requirements and has endeavoured to find affordable solutions whenever possible. It remains up to each club’s discretion whether coaches are individually responsible for covering these costs, or if the club will support them in their training and certification.
Example: Other than registration, none of the costs associated with the “Prior to
Coaching” requirements are payable to RO. RO has inquired whether organizations like the CAC and Respect Group Inc., could offer a group rate in light of our effort to certify such a large number of coaches; we have not had any success yet, but will continue to seek cost efficiencies at every opportunity. The costs associated with obtaining a PRC/VSS and first aid certification vary by municipality, but the E-PIC option through Sterling Talent Solutions may be more affordable in some instances, and as stated above there are options to work with first aid providers to find a solution that works better for your club than the standard course offerings. The cost of RO-offered Learn to Row Coach and RCA Coach NCCP workshops for 2019-2020 is currently under review as part of the annual budgeting process and will be announced ASAP. The 2019-2020 cost will consider the changes RCA has made to the workshops to keep the overall costs reasonable. Coaches and clubs in Ontario should also take advantage of the various coach education grants available through the Coaches Association of Ontario. The Quest for Gold program, for example, will reimburse up to 60% of workshop fees and 70% of evaluation fees for coaches.
Is it realistic to expect all coaches to obtain the “Prior to Coaching” requirements by April 1st, 2019? One reason the policy was announced more than a year ahead of implementation and the final version distributed eight months ahead was to give clubs the opportunity to put plans in place to successfully implement the policy. Several of the requirements listed under “Prior to Coaching” are not new (e.g., Pleasure Craft Operator’s Card, PRC/VSS, registration, safety training) and are likely already part of your club’s regularly-scheduled preparations for 2019- 2020. The remaining requirements require the equivalent of two days, which is approximately how much time it will take to complete Standard First Aid with CRP Level C in a traditional classroom format and the two required online training modules. However, RO encourages clubs to have existing coaches meet the policy requirements earlier than later, to ensure compliance and prevent any unnecessary delay in program start dates due to a lack of compliant coaches.