Team NL

Canada Games

Policies & Procedures

Manual

                                             

TABLE OF CONTENTS

1.0 Use of This Manual        4

2.0 The Canada Games        4

2.1 Values        5

2.2 Principles        5

2.3 Provincial Involvement        6

3.0 Team Preparation: High Performance Services and Expectations        7

3.1 Canada Games HP Program Goal        7

3.2 High Performance Program at the NL Sports Centre        7

3.3 HP Services        8

3.4 Expectations        8

4.0 Roles and Responsibilities        8

4.1 The Canada Games Council        10

4.2 The Government of Newfoundland and Labrador        11

4.3 Provincial Sport Organizations        11

4.4 The Role of the Head Coach        14

4.5 Assistant Coaches        16

4.6 Team Managers        17

4.7 Special Chaperons for Athletes with a Disability        18

4.8 Athletes        18

4.9 Parents/Guardians of Athletes        19

4.10 Chef de Mission        20

4.11 Assistant Chef de Mission        21

4.12 Games Coordinator        22

4.13 Mission Staff        23

5.0 Eligibility for the Canada Games        26

5.1 Canada Games Council        26

5.2 National Sport Organizations        27

5.3 Newfoundland and Labrador        28

5.4 Other Eligibility Issues        29

6.0 Selection Processes        29

6.1 Chef de Mission        29

6.2 Assistant Chef de Mission        29

6.3 Mission Staff        30

6.4 Head Coaches        30

6.5 Assistant Coaches        32

6.6 Team Managers        32

6.7 Chaperones        32

6.8 Athletes        32

6.9 Establishment of Selection Criteria        33

6.10 Selection Criteria Guidelines        34

6.11 Minimum Criteria        34

6.12 The Selection Process        35

6.13 Injuries to Athletes        37

6.14 Resignation from a Sport Team        37

6.15 Dismissals from a Sport Team        37

6.16 Suspension from a Sport Team        38

6.17 Substitutions to a Sport Team        39

7.0 Appeals        40

7.1 PSO Appeals Committee (1st Level of Appeal)        41

7.2 SportNL Appeals Committee (2nd Level of Appeal)        41

8.0 Uniforms and Dress Code        44

8.1 Team Newfoundland and Labrador Official Uniform        44

8.2 Team Newfoundland and Labrador Dress Code        45

8.3 Team Newfoundland and Labrador Clothing Agreement        45

8.4 Trading of Official Uniforms        46

8.5 Competitive Uniforms        46

8.6 Canada Games Commercialization / Sponsorship Policy        47

8.7 Use of the Team Newfoundland and Labrador Logo        47

9.0 TeamNL Code of Conduct        48

9.1 Respect for Others        48

9.2 Fair Play in Sport        48

9.3 Drug Free Sport        48

9.4 Alcohol and Tobacco        49

9.5 Ceremonial / Official Functions and Dress Code        50

9.6 Residence        50

9.7 Curfew        50

10.0 Coaches and PSO’s Disciplinary Procedures        51

10.1 Disciplinary Roles at the Games        51

10.2 Infractions and Sanctions        52

10.3 Disciplinary Procedures        55

10.4 The Discipline Appeal Process        57

11.0 Appendices         59

Appendix A         60

Appendix B         79

Appendix C        81

Appendix D        83

1.0 Use of This Manual

The Team Newfoundland and Labrador Canada Games Policies and Procedures Manual is designed for use by coaches, managers, provincial sport organizations, and mission staff. It should be thoroughly read and understood, and all should do their part to communicate its contents to potential and chosen Canada Games athletes, parents/guardians, and other stakeholders.

An electronic copy of this document is available at teamnl.ca/documents and can be downloaded or printed if preferred.

2.0 The Canada Games

The first Canada Games took place in Quebec City in 1967. Since then, the Games have been held on biennial basis, alternating between winter and summer, and rotating among all provinces and territories. Funded through federal, provincial/territorial and municipal governments and the fundraising efforts of local host societies, active roles are played by the national and provincial sport organizations, all levels of government and thousands of volunteers.

The Canada Games celebrate youth and sport as the highest profile national multi-sport competition for Canadian youth from every province and territory. Governed by the Canada Games Council, the Games strengthen sport development in Canada; promote the benefits of sport; build partnerships; and provide the opportunity for Canadians to learn more about themselves, each other, and Canadian culture and values.

For prospective high performance athletes, the Games provide an opportunity to pursue excellence in sport while meeting Canadians from different regions and cultures.

For sport, the Games offer an instrument for sport development and for building stronger links between national, provincial/territorial and community sport organization and agencies.

For communities which host the Canada Games, the Games provide a vehicle for community development, confidence and civic pride. The development of volunteers and facilities ensures a legacy of resources which will enhance the host community long after the closing ceremonies.

2.1 Values

The Canada Games Council believes in the following values and strives to incorporate them in all operating aspects of the Games movement:

2.2 Principles

2.3 Provincial Involvement

Newfoundland and Labrador has participated in every Canada Games. In 1967 in Quebec City for the first ever Canada Games we had 125 athletes competing in 14 sports, and returned home with 3 medals -  one gold, one silver and one bronze. A history of our performances is available at teamnl.ca/results.

Newfoundland and Labrador has hosted the Canada Games twice so far -  in St. John’s during the summer of 1977 and in Corner Brook during the winter of 1999. The 2025 Canada Games will be in Newfoundland and Labrador however the Host Community has not yet been announced.

In this province, many amateur sport programs view the Canada Games as the premier sporting event, and there is considerable energy directed towards preparing young athletes to compete in the Games. For many of these athletes, the Canada Games is the pinnacle of their athletic careers. For others, it is a training ground to develop  their skills and gain the experience necessary to move onto the next competitive level in their sport.

The Government of Newfoundland and Labrador is committed to providing the opportunity for the province's top amateur athletes to experience the Canada Games in the spirit in which the Games were conceived and developed. The vision and values of the Canada Games, and the desire to improve amateur competitive sport in the province in a positive and meaningful way remain forefront in the decisions and day-to-day operations of the Recreation and Sport Division of the Department of Seniors, Wellness and Social Development.

3.0 Team Preparation: High Performance Services and Expectations

3.1 Canada Games HP Program Goal

The Government of Newfoundland and Labrador is committed to increasing team preparedness and creating conditions for success. The NL Sports Center is the hub for elite athlete training and development and is supported and funded by the Government of Newfoundland and Labrador. The NL Sports Centre’s High Performance Program Goal is to produce the best physically and mentally prepared athletes to represent Newfoundland and Labrador at the Canada Games.

3.2 High Performance Program at the NL Sports Centre

The NL Sports Centre’s High Performance Program commenced with the 2009 Canada Games and endeavors to offer all athletes competing in the Canada Games access to sport specific Strength and Conditioning programs under the supervision and direction of Certified Strength and Conditioning Specialists. The Program will be delivered via the NL Sports Centre, accessing Riley’s Room Strength and Conditioning Area, the Powerplex Gymnasium, and the Combat Room. The program is offered at no cost to CG Athletes. The High Performance Program will also aim to provide access to professionals in sport-specific areas of Nutrition, Mental Training/Sports Psychology and Physiological testing. These services will be made available in the 24 month cycle leading up to Canada Games.

Requests for High Performance services can be put forth by appointed Canada Games Coaches for any Canada Games Team.

3.3 HP Services

• Athletes who cannot attend the NL Sports Centre on a regular basis will have

access to online training program that can be performed in local training facility.

3.4 Expectations

All Canada Games Teams are expected to attend all sessions, meetings and events

as set out by the Director For HP Training as part of the CG High Performance

Program.

4.0 Roles and Responsibilities

The staging of a successful Canada Games requires the energy and cooperation of a tremendous number of individuals and groups from coast to coast in Canada.

The Canada Games Council is the principal authority and overseeing body for the Canada Games movement. Permanent partners of the Council include the federal and provincial/territorial governments, the national sport organizations, and their affiliated provincial sport organizations. In addition, host cities and provinces, Host Societies, and corporate sponsors are partners in the staging of each Canada Games event.

The Government of Canada provides financial assistance to Host Societies for capital construction and operations, travel, and advises and consults with the Canada Games Council in the general Games matters.

The National Sport Organizations (NSOs) provide technical expertise and input to the Canada Games Council regarding athletic competition by developing the technical packages - the “rule books” - by which all Canada Games competition for their sport in guided.

The Provincial (or Territorial) Sport Organizations (PSOs) are the provincial affiliates of the NSOs, and are responsible for overseeing all aspects of their sports, including selection and administration of the team representing the sport within each provincial Canada Games contingent.

The Host Society is the primary organization group within the region/community which is hosting the Games. It is the group which develops and submits the bid to host the Canada Games, and once successful, completes the groundwork and all preparatory activities necessary to ensure the successful staging of the Games.

The Provincial / Territorial Governments oversee the administration of the provincial/territorial aspect of the Canada Games. In Newfoundland and Labrador, the provincial government appoints the Chef de Mission, Assistant Chef de Mission and Mission Staff, provides the cornerstone funding for the province to participate in the Games, provides input and expertise to the PSOs on matters relating to the Games, and through Sport Newfoundland and Labrador (SportNL) makes all arrangements (registration, travel, accommodations, etc.) and provides contingent support for the province to participate in the Games, and oversees operational delivery of TeamNL preparation. The Government of Newfoundland and Labrador ensures that the philosophy and objectives of the Games are preserved within its its jurisdiction.

The Chef de Mission is the team leader for the province/territory, and in consultation with the Canada Games Council and the Host Society, coordinates the overall preservation of his/her provincial contingent’s participation in the Canada Games. The Chef ensures that all aspects are completed as required, in a manner which upholds the spirit and philosophy of the Canada Games movement.

The Assistant Chef de Mission is the second-in-command for Team Newfoundland and Labrador, and the absence of the Chef, acts as his/her designate. In addition to providing general support to the Chef, the Assistant Chef usually holds primary responsibility for specified components of the administrative preparation of the provincial contingent.

The Games Coordinator works with the Chef de Mission and Government on all aspects of TeamNL preparedness, and takes a lead role on administration and logistics. This is a staff position provided to TeamNL through SportNL.

The primary responsibility of Mission Staff is to provide the communication link between the sport and teams and the Chef de Mission. Although they also provide general contingent support, mission staff members accept responsibility for one or two sport teams several months prior to the start of the Games, and perform a variety of functions to ensure that all runs smoothly with their team(s) at the Canada Games.

The Coaches and Managers for the Canada Games sport teams are responsible for selecting and preparing the sport’s top athletes within the province/territory for Canada Games competition and for making administrative preparations for their participation in the Games. They report to and liaise with the Chef de Mission and the Provincial sport organization.

Canada Games athletes train hard and compete to the best of their ability, always maintaining the spirit and values of the Canada Games, and proudly representing their province/territory.

4.1 The Canada Games Council

4.2 The Government of Newfoundland and Labrador

4.3 Provincial Sport Organizations

PSO’s / coaches are expected to do due diligence in scouting / scanning / assessing the age-appropriate athlete pool in the province and prioritizing the selection of same; i.e. earliest eligible year of birth and exceptional athletes a year younger. This is to ensure teams are comprised of athletes with optimal experience and maturity. It is the responsibility of the PSO / coach to ensure that this is a primary factor in athlete selection.

4.4 The Role of the Head Coach

Prior to the Games:

During the Games:

4.5 Assistant Coaches

In General:

Prior to the Games:

During the Games:

4.6 Team Managers

In General:

Prior to the Games:

 

During the Games:

4.7 Special Chaperons for Athletes with a Disability

4.8 Athletes

4.9 Parents/Guardians of Athletes

4.10 Chef de Mission

prior to the games:

During the Games:

After the games:

4.11 Assistant Chef de Mission

Prior to the Games:

During the Games:

After the Games:

4.12 Games Coordinator

Prior to the Games:

During the Games:

 

After the games:

4.13 Mission Staff

In General:

Prior to the Games:

 

 During the Games:

After the Games

5.0 Eligibility for the Canada Games

The Canada Games Council, the national sport organizations and the provinces/territories have all established eligibility requirements for athletes, coaches and managers which must be met before they can compete in the Canada Games.

5.1 Canada Games Council

General eligibility requirements are established by the Canada Games Council and include the following:

5.2 National Sport Organizations

Eligibility for specific sports is governed by the national sport organizations (NSOs) and specific requirements can be found in the technical package for each sport. These technical packages follow the principles, guidelines and requirements of the Canada Games Council. As the overall governing body of the Games, the Council had the ultimate authority for technical packages, but this authority is exercised only with the knowledge and understanding of the NSO concerned. Every Games’ Coach, manager, and mission staff member has an obligation to read and understand every aspect for the technical package for his/her sport, and to ensure that all athletes meet all requirements as outlined. Failure to do so could cost an athlete his/her eligibility for the Games, or could affect final standings or the conduct of the competition.

If an aspect of a technical package is not understood, clarification should be sought from the Sport Committee of the Canada Games Council through the Provincial/territorial Chef de Mission or the national sport organization.

5.3 Newfoundland and Labrador

The Government of Newfoundland and Labrador has established the following eligibility requirements:

5.4 Other Eligibility Issues

The following eligibility issues should also be noted:

 

6.0 Selection Processes

6.1 Chef de Mission

The province of Newfoundland and Labrador, through an appointment by the Minister of Seniors, Wellness and Social Development, is responsible for choosing the Chef de Mission for each Canada Games.

6.2 Assistant Chef de Mission

In consultation with the Chef de Mission, the Department of Seniors, Wellness and Social Development recommends an individual to the Minister for appointment as Assistant Chef de Mission.

6.3 Mission Staff

In consultation with the Chef de Mission, the Department of Seniors, Wellness and Social Development  recommends individuals to the Minister for an appointment as mission staff for each Canada Games. Application forms are distributed by the department and accepted for consideration 21 months prior to the Games. Appointees are named not later than 18 months prior to the Games.

Appointees generally have a lengthy and respectable involvement in sport as an athlete, coach or volunteer administrator, but ideally, in several of these capacities.

Individuals appointed to serve as mission staff must obtain both a “Police Records Check” and a “Vulnerable Sector Check” through the Royal Newfoundland Constabulary and/or Royal Canadian Mounted Police, and submit copies of same to the Games Coordinator at least 6 months prior to the start of the Canada Games. If these reports are not submitted, or are found to be unsatisfactory by the Chef de Mission, the applicant shall be deemed ineligible to attend the Canada Games as a member of Team Newfoundland and Labrador.

6.4 Head Coaches

The selection of Canada Games Head Coaches is the responsibility of each provincial sport organization (PSO), and except in special circumstances approved by the Chef de Mission , is completed at least 24 months prior to the opening of the Canada Games to allow adequate time for development of a team selection criteria, athlete selection, and the implementation of a proper and complete training program. Core Sports (as defined by the Canada Games Council) must have their Head Coaches named at least 36 months prior to the start of the Canada Games.

It is recommended that the process used by the PSOs be as follows:

  1. The PSO, in consultation with the national sport organization, develops a detailed job description and determines the minimum required qualifications which must be met in order for individuals to apply for a Canada Games Head Coach position.

Minimum qualifications should include:

  1. A selection committee, chosen by the PSO, develops the criteria and applicant screening process for the hiring of the Head Coach, and submits it to the Games Coordinator for review and approval.

  1. Applicants submit resumes outlining qualifications and coaching experience to the PSO by the stated deadline.  As part of the application, candidates submit a training plan which they have developed and would implement if chosen to coach the team.

  1. The selection committee reviews the applications, conduct interviews, and chooses the most highly qualified candidates for the position according to the process submitted and approved by SportNL through the Games Coordinator.

  1. Once the selected candidate accepts the position and signs the PSO’s Canada Games Coach Contract, the PSO notifies the Games Coordinator and publicly announces the appointment.

6.5 Assistant Coaches

It is recommended that the PSO, in affiliation and consultation with the Head Coach, develop a process for the selection of Assistant Coaches which is similar to that Approved by the Chef de Mission for hiring the Head Coach.

6.6 Team Managers

The selection of Canada Games Managers is the responsibility of each PSO, except in special circumstances approved by the Chef de Mission, is completed immediately following the appointment of the Head Coach, two years prior to the Canada Games.

6.7 Chaperones

When chaperones are required to assist with the needs of athletes with a disability who are competing at the Canada Games, it is recommended that the PSO, in affiliation and consultation with the Head Coach, develop a process for the selection of Chaperones which is similar to that approved by the Chef de Mission for the hiring of the Head Coach.

6.8 Athletes

The selection of athletes to Canada Games teams begins with the establishment of an objective and credible set of selection criteria at least 24 months prior to the start of the Canada Games. The development of the criteria should be done by a qualified source, circulated for feedback, and then given formal approval by the PSO. Once approved by the PSO the selection criteria for the team must be submitted to TeamNL through the Games Coordinator for final approval at least 23 months prior to the start of the Canada Games.TeamNL will respond within 30 days of receipt.

It is critical that all involved in the athlete selection process, particularly the team candidates and their parents/guardians, know and understand the criteria by which the Canada Games team will be chosen before the selection process begins. The selection criteria should be finalized at least three months prior to the start of the selection process and be widely publicized within the sport community once it has been approved by Team NL.

Athletes who are dropped from the team at any time during the selection process should be provided an opportunity to review the decision with the Head Coach, and if they feel they have grounds to appeal the decision to an unbiased and qualified Appeals Committee at the PSO level.

6.9 Establishment of Selection Criteria

It is mandated that the Canada Games team selection criteria be formally developed and established by the following procedure:

  1. The PSO appoints a group of qualified individuals to form a Selection Criteria Development Committee for the purpose of developing selection criteria for Canada Games athletes. The Head Coach should be included as one of the members of this Committee.

  1. The Selection Criteria Development Committee, with input and assistance from coaching staff and other qualified individuals if necessary, develops the criteria in accordance with the “Selection Criteria Guidelines” stated below.

  1. The Committee publishes the identified proposed criteria through the PSO, via a route that reaches all of the PSO membership, including posting on PSO website and/or direct email to other interested individuals, such as athletes and their parents/guardians. Submission of proposals for amendments. particularly from other coaches and athletes, should be encouraged, with the stipulation that the rationale behind the proposed revisions be included, and that proposals be received by the Committee within one month of the publication date.

  1. The Committee considers any proposed changes and revises the selection criteria if it deems the proposal valid.

  1. The Committee submits the final selection criteria to the PSO for ratification by its Board of Directors.

  1. The PSO provides the selection criteria in writing to TeamNL for approval.  Criteria will be reviewed by an established committee.

  1. The PSO publishes the final selection criteria at least three months in advance of the start of the team selection process.

6.10 Selection Criteria Guidelines

To ensure that credible and widely-accepted criteria are developed for the selection of Canada Games athletes, it is strongly recommended that the following guidelines be followed:

Whenever possible, selection criteria should:

6.11 Minimum Criteria

It is strongly recommended that the list of selection criteria developed to choose Canada Games athletes and teams should include, at minimum:

6.12 The Selection Process

The selection process should not begin until three months have passed since the publication of the finalized list of selection criteria but not later than 18 months prior to the start of the Canada Games. The Head Coach is responsible for guiding the athlete selection process using the published list of finalized selection criteria.

It is strongly recommended that the following process be used to choose athletes for Canada Games teams:

  1. All candidates who meet the basic eligibility requirements (ie. those to the Canada Games Council, the NSO, the PSO, and the Government of Newfoundland and Labrador), or are able to meet the basic eligibility requirements by the required deadlines, are admitted to team selection activities.

  1. Candidates who do not meet the minimum performance standards are dropped.

For 48 hours following the announcement of this, and all subsequent selection decisions, the Head Coach should be available upon request to explain the basis of the decision as detailed in the athlete’s evaluation record.

  1. Candidates who have not fulfilled the required attendance commitment are dropped.

  1. Remaining candidates are considered on his/her own merit on the remaining specified selection criteria recorded in his/her athlete evaluation record.

  1. The Head Coach submits his/her choices for the final team roster to the PSO for ratification, clearly indicating that choices were based on the approved and published selection criteria.

  1. The PSO appoints a Ratification Committee to review and approve the final team roster based on published selection criteria.  Prior to ratification, all information is to be kept confidential by all parties.

  1. The Head Coach, upon receiving written ratification of the team roster, notifies the chosen candidates of their appointments to the Canada Games team, subject to the athletes signing the PSO’s Canada Games Athlete Contract and abiding by its requirements. All members in final training pool should be communicated with team selection decisions.

  1. Although a preliminary list is submitted at 12 weeks prior to the Opening of the Canada Games, the Head Coach submits the final team roster to the Chef de Mission no later than 6 weeks prior to the Opening of the Games. Once this roster had been submitted, no further athlete substitutions will be allowed, except in the case of athlete injury, registration, suspension or dismissal.

6.13 Injuries to Athletes

Injured athletes are not permitted to accompany their sport team to the Canada Games. The Chef de Mission relies on the Head Coach to honor and uphold this policy, and to be forthright regarding such information.

If an athlete has been injured prior to the departure for the Canada Games, s/he will be permitted to travel to the Canada Games only if a physician’s note is provided which indicates that the athlete will be able to compete once Canada Games competition begins. In all matters relating to injuries,  the Chef de Mission will use a physician’s diagnosis to make the final decision. This decision is not subject to appeal.

Alternates will be permitted to be named to replace an injured athlete.

6.14 Resignation from a Sport Team

If an athlete is unable to continue as a member of the Canada Games team, or is unable to attend the Canada Games, s/he is expected to notify the Head Coach as soon as possible. It is then the responsibility of the Head Coach to immediately advise the PSO and the Chef de Mission ( if the athlete’s name had been submitted for the Canada Games registration), and to choose an alternate player through the process outlined in “Substitutions to a Sport Team”.

6.15 Dismissals from a Sport Team

Athletes

It is strongly recommended that, right from the start of a team selection process, all athletes and their parents/guardians be advised of the PSO and Head Coach’s behaviour and performance expectations, and of situations under which they could be suspended or dismissed from the team. This information should be relayed to the athletes verbally, ideally at the initial team meeting with parents/guardians present, and in writing, through the signing of the PSO’s Canada Games Athlete Contract which should be signed by a parent/guardian if the athlete is under 19 years of age.

If, after naming the final team, a Head Coach wishes to remove an athlete from the Canada Games team roster for reasons other than injury, it is strongly recommended that the following process be used:

  1. The Head Coach advises, in writing, the President of the PSO (or his/her designate) and the Chef de Mission of the intention to remove the player and the reasons for the decision.

  1. With a representative of the PSO in attendance, the Head Coach meets - either in person or by phone - with the player and his/her parents/guardians to advise that s/he is being dropped from the team and explain the reasons. At the meeting, a letter advising of the removal and outlining the appeal process is provided to the player.

  1. Should public controversy arise regarding the situation, the PSO should determine and direct response to the issue. Public comment, should any be deemed appropriate, should come from the PSO. Coaches, managers and athletes should not enter into public debate on the issue unless directed to do by the PSO.

Coaches, Managers and Chaperones

PSOs should have formal and legitimate procedures established which govern the dismissal of a Canada Games Coach, Manager or Chaperon. Should the need arise to take this action, the PSO should consult with the Chef de Mission prior to taking any action.

6.16 Suspension from a Sport Team

Athletes

If a Head Coach wishes to suspend an athlete from the Canada Games team roster for reasons other than injury, it is strongly recommended that the following process be used:

  1. The Head Coach advises the PSO of his/her intention to suspend the player, the reasons for the decision, and the duration and other details of the suspension. In determining the details of the suspension, the Head Coach should ensure that the severity of the punishment matches the severity of the infraction.

  1. With a representation of the PSO in attendance, the Head Coach meets - either in person or by phone - with the player and his/her parents/guardians to advise that s/he is being suspended from the team and to explain the reasons. At the meeting, a letter advising of the suspension and outlining the appeal process is provided to the player.

  1. Should public controversy arise regarding the situation, the PSO should determine and direct response to the issue. Public comment, should any be deemed appropriate, should come from the PSO. Coaches, Managers and athletes should not enter into public debate on the issue unless directed to do so by the PSO.

Coaches, Managers and Chaperones

PSOs should have formal and legitimate procedures established which govern the suspension of a Canada Games Coach, Manager or Chaperon. Should the need arise to take this action, the PSO should consult with the Chef de Mission prior to taking any action.

6.17 Substitutions to a Sport Team

Athletes

If the substitution of an athlete to the team is required to replace an athlete who had been injured, has resigned or has been dismissed, it is recommended that the following process be used to name a substitute player to the team:

  1. Prior to the start of the team selection process, the PSO should have guidelines established which govern the appointment of substitute athletes. These guidelines should be communicated to athletes and parents/guardians at the first team selection meeting.

  1. The Head Coach selects the substitute athlete based on the established guidelines, advises the PSO of his/her choice prior to the contacting the athlete, then formally offers the position to the athlete.

  1. If the final sport team roster had already been submitted to the Chef de Mission, the Head Coach advises the Chef of the change and immediately submits all required documentation for the newly appointed athlete.

Note: Substitutions may be approved by the Chef de Mission at any time prior to departure for the Canada Games, however the substitute athlete must complete all necessary information requested by the Chef de Mission before being allowed to travel to the Games.

Coaches, Managers and Chaperones

PSOs should have formal procedures established which govern the appointment of a substitute Canada Games Coach, Manager or Chaperon.

7.0 Appeals

Please Note

The information and processes outlined in this section have been presented to provide guidance to PSOs in their attempt to optimize team selection procedures and minimize any perception of unfair practices. While some PSOs may already have team selection appeal procedures in place, it is strongly recommended that they be compared with those presented below, and if necessary, revised at the earliest opportunity.

Grounds for Appeal

An athlete, coach, manager or chaperon who is dropped, suspended, or dismissed from a Canada Games sport team has the right to request that an appeal of the decision be heard. Appeals, however, are not automatic. An individual cannot appeal a decision simply because s/he doesn’t like the outcome. Some examples of “grounds for an appeal” are as follows:

7.1 PSO Appeals Committee (1st Level of Appeal)

All appeals must first go through the respective PSO appeal process. Refer to the applicable Provincial Sport Organization for their appeal procedure which may differ from the procedure noted as follows.

If, within 72 hours of notification that the athlete, coach, manager or chaperone has been dropped, suspended or dismissed from the team, and after meeting with the decision maker to review the reasons, the individual believes that grounds for an appeal exist, s/he should submit a formal written request for appeal to the Technical Director or the President of the PSO, or in the absence or unavailability of these two individuals, either the Vice-President, Secretary or Treasurer of the PSO, stating the reasons why s/he should not have been dropped, suspended or dismissed. The grounds for requesting the appeal should also be clearly stated.

7.2 SportNL Appeals Committee (2nd Level of Appeal)

The Executive Director of Sport Newfoundland and Labrador (SportNL) shall notify the Chair of the SportNL Dispute Resolution Committee that an appeal has been requested and he/she shall form and Chair an Appeals Committee. If SportNL, acting reasonably, decides there is perception that the Chair of the SportNL Dispute Resolution Committee may be biased, the Executive Director shall identify another individual as Chair of the Appeals Committee.

To assist in the effective performance of his/her duties, the Chair of the Appeals Committee will be provided administrative assistance by SportNL.

The Chair will appoint two other people to the Committee, neither of whom (a) have been involved in the decision being appealed, (b) have any personal connection with anyone involved in the matter, nor ( c ) are perceived by SportNL, acting reasonably, as having any bias or conflict in the matters being considered.

Ideally, individuals to be sought are those with an understanding of administrative structure; organizational policies and procedures; a background and involvement in another sport, particularly in a leadership capacity; and/or good communication and mediation skills. Individuals former Canada Games mission staff, former Newfoundland and Labrador Games or Canada Games Committee members, lawyers, or professional mediators, An Appeals Committee made up of members with a blend of skills and perspective is preferred.

It is recommended that a peer of the appellant - that is, an individual who formerly held the same position as the appellant (eg. a former athlete in the case of the appellant being an athlete) - who meets the conditions above be appointed as one of the committee members.

The Appeal Process

The following appeal process will normally be used:

  1. If, within 72 hours of notification of the result of a 1st Level appeal to a PSO, the individual believes that grounds for a further 2nd level appeal exist, s/he should submit a formal written request for appeal to the Executive Director of SportNL stating the grounds for requesting the appeal.

All requests for appeals must be accompanied by a $100 processing fee, payable to SportNL. The fee is nonrefundable if it is determined by the Appeals Committee that there are insufficient grounds for the appeal. If the appeal is considered valid, the fee will be refunded.

If an appeal proceeds, all legitimate cost of the appeal process, as determined by the Appeals Committee within three days of the conclusion of the hearing, will be the responsibility of the appellant.

  1. Within 24 hours of receiving the request for an appeal, SportNL notifies the PSO and the Chef de Mission that an appeal request has been submitted.

  1. If the appellant does not have all documentation submitted within 3 business days of officially requesting an appeal, the appeal will not be heard and all PSO appeal decisions will be final.

  1. Within seven business days of the Appeals Committee Chair being notified that an appeal request has been submitted, and provided the appellant has all documentation submitted in accordance with paragraph 3, s/he will establish an Appeals Committee, and it shall review the request and:

  1. decide whether there are sufficient grounds for the appeal to proceed. This decision is final and may not be appealed.

  1. if the Committee feels there are not sufficient grounds for an appeal, it will notify the appellant, in writing, of the decision and the reasons for denying the appeal. If the Committee feels there are grounds for an appeal, a hearing will be conducted.

  1. The Appeals Committee hearing will be conducted by procedures that the Committee feels are appropriate, provided the following conditions are met:

  1. the hearing is held within fourteen (14) days of the Committee’s decision that an appeal will be granted;

  1. the appellant and respondent are given seven (7) days written notice of the time, date and location of the hearing;

  1. that both parties, prior to the start of the Appeal, agree that the decision of the Appeals Committee shall be final and binding, and not open to any further appeal;

  1. a quorum shall be the full Committee, as appointed;

  1. decisions will be made by majority vote;

  1. copies of any written documents which either the appellant or respondent wish to have the Committee consider are provided to all parties involved at least two (2) days prior to the hearing;

  1. both the appellant and the respondent may be accompanied by one representative or advisor, including legal counsel;

  1. the Committee may request that any other individual participate and give evidence at the hearing;

  1. in order to keep costs to a reasonable level, the hearing may be conducted by means of a conference call or video conference.

  1. Within three (3) days of concluding the hearing, the Appeals Committee shall:

  1. set aside, vary or confirm the decision being appealed;

  1. substitute any decision that it feels the respondent should have made;

  1. refer the matter back to the respondent for a new decision, correcting any errors that were made;

  1. determine the amount of any costs which have been incurred by the appeal process which must be borne by the PSO;

  1. provide a copy of the decision to the appellant, the respondent, the PSO (if it is not the respondent), and the Chef de Mission.

  1. If the circumstances of the dispute are such that an appeal cannot be concluded within the timelines stipulated above, the Committee Chair may seek agreement from both the appellant and respondent to alter the timelines. If agreement cannot be reached, the Chair may stipulate an appropriate revised timeline.

  1. The appellant shall have the right to request a documentary review as opposed to a full hearing. Should the respondent agree, the Committee shall request both the appellant and respondent to provide a written submissions, upon which the Committee shall make its decision. The Committee may direct such timelines as it deems appropriate in the circumstances in order to conclude the appeal in a timely manner.

  1. The decision of the Appeals Committee shall be final and binding, and not open to any further appeal.

8.0 Uniforms and Dress Code

8.1 Team Newfoundland and Labrador Official Uniform

Each member of Team Newfoundland and Labrador is provided with an official uniform for use at ceremonial and official functions at the Canada Games. This uniform consists of a team walk out suit and other items as determined by the Chef de Mission.

Team Newfoundland and Labrador uniforms will be assigned to mission staff members, and to only those athletes, coaches, managers and chaperones comprising the final team roster for whom Canada Games registration forms have been submitted to the Chef de Mission by the PSOs as of 21 days prior to the Official Opening of the Canada Games.

8.2 Team Newfoundland and Labrador Dress Code

The Team walk-out suit is to be worn by members of the provincial contingent when requested by the Chef de Mission. These occasions include, but are not limited to:

It is also recommended that members of the provincial contingent wear the walk-out suits during:

8.3 Team Newfoundland and Labrador Clothing Agreement

Prior to receiving their official Team uniforms, all members of Team Newfoundland and Labrador are required to sign the Member Agreement (see Appendix A) which includes a Clothing Agreement clause.

The official uniform remains the property of Team Newfoundland and Labrador for the full period of the Canada Games. If no disciplinary or other sanctions have been levied against the participant by the conclusion of the Games, the clothing becomes property of the participant.

Athletes, coaches, managers, chaperones or mission staff who are removed from Team Newfoundland and Labrador for disciplinary reasons at any time after receiving the uniform are required to return the uniform as per the Clothing Agreement clause of the Team Newfoundland and Labrador Member Agreement. However, if an athlete is unable to travel to the Canada Games as the result of injury, or due to other legitimate and extenuating reasons as determined by the Chef de Mission, s/he may be given permission by the Chef to keep the uniform.

8.4 Trading of Official Uniforms

Participants at the first week of competition at the Canada Games cannot trade their Team Newfoundland and Labrador official uniform until all competition has been completed, and there is no longer any possibility that media interviews, medal presentations, or any other official functions or activities will take place.

Participants at the second week of the Canada Games cannot trade their Team Newfoundland and Labrador uniform until the Canada Games Closing Ceremonies have concluded.

8.5 Competitive Uniforms

The design and purchase of Canada Games competitive uniforms is the responsibility of each sport. Canada Games teams often choose to fundraise to purchase these uniforms, and although the team members themselves incur the financial costs of these purchases, the PSO has the responsibility of ensuring that the uniforms chosen and purchased by its teams are appropriate for Canada Games use.

The type and size of all markings on all competitive attire (and other non-clothing items used by competitors) is strictly regulated by the Canada Games Council. The Commercialization/Sponsorship Policy section below should be carefully read and the Games Coordinator/Chef de Mission consulted before uniform design has been completed.

When evaluating a competitive uniform for use at the Canada Games, the PSO considers, at minimum:

8.6 Canada Games Commercialization / Sponsorship Policy

The Commercialization/sponsorship Policy of the Canada Games Council regulates the use of advertising on the competitive attire, ceremonial uniforms, warm-up apparel and equipment of athletes, coaches, and other team officials. Canada Games sanctions will be imposed for all infractions of this policy.

Generally, the only markings permitted on any of these items listed above are:

Individuals involved in the design or purchase of any of these items for use during the Canada Games should consult the Games Coordinator for further details of this policy.

8.7 Use of the Team Newfoundland and Labrador Logo

Canada Games sport teams are permitted and encouraged to use the Team Newfoundland and Labrador logo on their competitive uniforms, provided that all Canada Games Council guidelines and the following conditions are met:

Once permission has been provided to a sport team to use the Team Newfoundland and Labrador logo, the Games Coordinator will provide a digital copy of the logo to the team for use as approved.

9.0 TeamNL Code of Conduct

Participation in the Canada Games is a privilege. Participants selected to represent the province of Newfoundland and Labrador at the Canada Games are expected to conduct themselves in a mature and sportsmanlike manner, from the beginning of training programs preceding the Games to their return from the Games. Team members should wear their provincial colours with pride, never participating in any activities which may impact the province in a negative manner.

The Code of Conduct established by Team Newfoundland and Labrador outlines the standard of behaviour that is expected of its athletes, coaches, managers, chaperones and mission staff. Failure to adhere to the standard will result in disciplinary action to those involved.

9.1 Respect for Others

Team Newfoundland and Labrador supports equal opportunity for all, and forbids discriminatory practices. Team Newfoundland and Labrador members are expected to treat others with the utmost respect at all times. Comments or behaviours which are disrespectful, abusive, racist, sexist or offensive in any way not be tolerated.

9.2 Fair Play in Sport

Team Newfoundland and Labrador strongly embraces the fair play philosophy, opposes any form of cheating, and encourages its coaches to promote fair play concepts to their athletes. All members of the provincial contingent are expected to compete to the best of their ability, and be gracious in victory and defeat.

9.3 Drug Free Sport

Team Newfoundland and Labrador strongly opposes the use of substances and methods banned by the Canadian Centre for Ethics in Sport (CCES), and encourages coaches to promote the concept of drug-free sport to athletes.

Team Newfoundland and Labrador conducts anti-doping education during the pre-Games period. Designed to discourage drug use through education, the campaign requires that each athlete complete an anti-doping course prior to departing for the Canada Games.

Any person under suspension by their national sport governing body will not be eligible to participate in the Canada Games until the suspension has been lifted.

If an athlete tests positive for drugs at the Canada Games, or is found guilty of doping-related infraction (as determined by the CCES), or should any other person be found guilty of doping-related infraction, including the use of banned substances or methods as defined by the CCES, they will immediately be suspended from participating in the Canada Games, as per the Canada Games Council policy.

An athlete’s competition results will be considered invalid from the time that a sample testing positive for a banned substance is collected. Competition results and provincial rankings will be adjusted, and medals and placings will be re-awarded as required. Results for team events will be adjusted accordingly if the individual has been involved in a team sport competition. These regulations apply regardless of when the positive test is confirmed, whether during or after the conclusion of the Canada Games.

All participants are prohibited from the use of illicit or narcotic drugs, performance-enhancing drugs or doping-related methods. All participants must be prepared to submit to random drug testing during the pre-Games training period, and at any time during the Games. Any participant who refuses to submit to a random drug test will be considered to have tested positive and will be subject to the penalties that are associated with committing a major doping infraction.

An athlete receiving of a “positive” test will be immediately dropped from Team Newfoundland and Labrador and expelled from the Canada Games, and will be required to return home to Newfoundland and Labrador at his/her own expense.

Information on drug-free sport is available through the Canadian Centre for Ethics in Sport at www.cces.ca. Team NL abides by the CCES Canadian Anti-Doping Policy

https://cces.ca/sites/default/files/content/docs/pdf/cces-policy-cadp-2015-v2-e.pdf

9.4 Alcohol, Tobacco, and Cannabis

In regards to competition, cannabis remains a prohibited in-competition substance by WADA. Athletes at the Canada Games are subject to doping control and will be subject to all of the penalties and consequences, as outlined in the Canadian Anti-Doping Program and in section 9.3.

The consumption of alcohol, and the use of tobacco and cannabis products by minors is strictly prohibited at all times during the Canada Games, including during travel to/from the Games. A minor found in possession of alcohol, tobacco or cannabis products will have the items immediately confiscated, and will be subject to further discipline as outlined in the disciplinary procedures of this manual.

Adults are not to consume alcohol or cannabis in the Athletes’ Village, nor be under the influence of alcohol at any time while performing official duties as a member of Team Newfoundland and Labrador. Intoxication or cannabis consumption at any time during the Canada Games, including travel to/from the Games is forbidden.

Adults will refrain from smoking in the Athletes’ Village, at all official Team Newfoundland and Labrador activities and functions, and at practice and competition sites and venues.

9.5 Ceremonial / Official Functions and Dress Code

All Team Newfoundland and Labrador participants are required to attend:

Members must be attired in the full Team Newfoundland and Labrador uniform at these functions, and during any other functions when requested by the Chef de Mission, in accordance with the Dress Code.

In the case of a conflict with scheduled competitive or training event, the Head Coach may request permission from the Chef de Mission for the team/athlete to miss the required function.

9.6 Residence

All athletes, coaches, managers and chaperones will reside in the Athletes’ Village and will comply with all rules established by the Host Society.

9.7 Curfew

Participants must adhere to the Host Society’s curfew of 12:00 midnight. However, all lights in sleeping areas will be extinguished at 11:00 p.m., following which quiet time must be observed. After 11:00 p.m., residents who are not ready to retire for the evening must leave sleeping area for a common room or television room to ensure that those who wish to sleep, or must sleep due to an early competition, will be able to do so. At 12:00 midnight, all athletes, coaches, managers and chaperones must be in bed and quiet. Individuals who break curfew will be disciplined as outlined in the Discipline section of this manual.

It should be noted that individual coaches have the discretion of setting an earlier curfew for their team should they wish to do so.

10.0 Coaches and PSO’s Disciplinary Procedures

All managers of Team Newfoundland and Labrador, including its athletes, coaches, managers, chaperones and mission staff, are expected to meet the standard of behaviour outlined in the Code of Conduct detailed in this manual. Much effort is made to ensure that all members know and understand the expectations placed upon them as representative of Newfoundland and Labrador at the Canada Games through the use of member agreements. When breaches of the Code of Conduct occur, offenders are subject to the review process and disciplinary sanctions outlined below.

10.1 Disciplinary Roles at the Games

The Head Coach of each sport team will be responsible for dealing with minor infractions committed by athletes, and is expected to administer disciplinary sanctions when necessary. The Head Coach is encouraged to complete and submit an Incident Report for all minor infractions in the event that incidents re-occur or escalate in severity.

A Disciplinary Committee will be responsible for dealing with minor infractions committed by a coach, manager, chaperon or mission staff member and for dealing with all major infractions. The Committee will consist of three individuals appointed by the Chef de Mission as follows:

An Appeals Committee appointed by the Canada Games Council will deal with appeals of disciplinary decisions regarding both major and minor infractions. The appeals process is not automatic. Appeals will only be heard if it is determined that there has been an error in process, an error in fairness, or if new facts or evidence are available.

A Team member who is the subject of a Disciplinary and/or Appeal Committee hearing has the right to enlist the assistance of an Advocate. The Advocate may be any member of Team Newfoundland and Labrador and advises the member being disciplined of his/her rights, provide support, and speaks on behalf of the individual, if requested. If the member is unable to ensure Advocate, the Assistant Chef de Mission will appoint one.

10.2 Infractions and Sanctions

Infractions have been divided into two levels, each of which is dealt with through a different process and set of disciplinary sanctions:

Minor Infractions

Minor infractions include, but are not limited to:

Once a Team Newfoundland and Labrador member commits three minor infractions, all subsequent infractions will be considered major infractions. This is referred to as the “three strike” rule - the fourth and all subsequent infractions are considered major infractions regardless of their nature.

One or more of the following disciplinary sanctions will be applied as a result of the occurrence of a minor infractions:

Major infractions

Major infractions include, but are not limited to:

 

One or more of the following as the result of the following sanctions will be applied by the Disciplinary Committee as a result of the occurrence of a major infractions:

Individuals who are expelled from the Canada Games and are required to finance their return trip home will be barred from all future involvement and participation in the Canada Games as a representative of Newfoundland and Labrador, as an athlete, coach, manager and/or mission staff member.

Incidents involving a number of team members may result in the full team receiving disciplinary action. Additional disciplinary action may be imposed on the offender by the appropriate provincial sport organization at any time following the conclusion of the Canada Games, and may include suspension from future Canada Games and other competition.

In addition to the disciplinary sanctions outlined in this policy, the Chef de Mission, the Assistant Chef de Mission or an employee of the Sport and Recreation Division serving as a mission staff member may contact the police concerning the behaviour of any Team Newfoundland and Labrador member, should it be deemed appropriate.

10.3 Disciplinary Procedures

Minor Infractions (Athletes)

All minor infractions are to be reported to the Head Coach who will determine appropriate disciplinary action according to the guidelines provided in this manual. The athlete being disciplined must be provided the opportunity to respond to the allegations. The Head Coach must advise the mission staff member assigned to the team of the situation, and keep a record of all minor infractions by completing an Incident Report (see Appendix B), a copy of which is forwarded to the Assistant Chef de Mission through the mission staff member.

Minor Infractions (Coaches, Managers, Chaperones, Mission Staff)

Minor infractions committed by a coach, manager, chaperon or mission staff members are dealt with by the Disciplinary Committee according to the hearing process outlined in the “Major Infractions” section below.

Major Infractions

  1. All major infractions by athletes, coaches, chaperones or managers will immediately be reported to the mission staff member associated with the team, who is required to complete and file and Incident Report Form (see Appendix B) with the Assistant Chef de Mission. A major infraction committed by a mission staff member is to be reported to the Chef de Mission, who will complete an Incident Report Form and submit it to the Assistant Chef de Mission.

  1. The individual who has committed the major infraction will be advised by the Assistant Chef de Mission of Team Newfoundland and Labrador’s Disciplinary Procedures as outlined in this manual, and will be given the right to consult with an Advocate. The individual will be provided the option of submitting a written response to the allegations.

  1. As soon as possible following the reporting of a major infraction, a Disciplinary Committee hearing will be convened which observes the following conditions

  1. The Disciplinary Committee will determine the appropriate disciplinary sanctions in accordance with the guidelines outlined in this policy. The decision will be forwarded to the individual in writing, using the Disciplinary Committee Decision from (see Appendix C).

  1. A copy of the Committee’s decision will be forwarded to the Chef de Mission and the games Coordinator for distribution to the respective PSO President and Executive Director.

10.4 The Discipline Appeal Process

Should a disciplined Team Newfoundland and Labrador member wish to appeal the decision of a Head Coach or Disciplinary Committee, s/he has the right to request a hearing with an Appeals Committee. This appeal process, however, is not automatic. Decisions cannot be appealed because the disciplined team member is unhappy with the outcome. Appeals are only heard if it has been determined that there has been an error in process, an error in fairness, or if new facts or evidence are available for presentation.

The appeal process is as follows:

  1. An appeal is requested by the disciplined team member by submitting a completed Request for Appeal form (see Appendix D) to the Newfoundland and Labrador Mission Desk within two hours of the receipt of the disciplinary decision. These forms are available through the Newfoundland and Labrador Mission Desk and in the Appendix section of this Policy and Procedure manual.

  1. If the form is received by the stipulated deadline, the Chef de Mission passes the Request for Appeal on to the Canada Games Council for action.

  1. The Canada Games Council deals with the request through the Dispute Mediation Process that it has established for the Games. Appeals are not automatic, and only proceed if the Canada Games Council disciplinary committee determines that there are valid grounds for appeal.

  1. If an appeal hearing is granted, the Canada Games Council conducts the hearing in accordance with its established procedures. This process may result in the disciplinary decision being upheld, modified or reversed. This Canada Games Council process it the highest authority available to the disciplined Team member, and as such, its decisions are final.

  1. The Canada Games Council will notify the appellant of the outcome in writing and a copy will be forwarded to the Chef de Mission. The Chef de Mission will forward a copy to the appellant’s parents/guardians if the member is under the age of 19 and to the applicable provincial sport organization.

11.0 List of Appendices

  1. Team Newfoundland and Labrador - Team Member Agreement
  1. Responsibilities of Athletes
  2. Responsibilities of Head Coaches
  3. Responsibilities of Assistant Coaches
  4. Responsibilities of Managers
  5. Responsibilities of Mission Staff
  6. Responsibilities of Athlete Assistant/Chaperones

  1. Team Newfoundland and Labrador - Incident Report Form

  1. Team Newfoundland and Labrador - Disciplinary Committee Decision Form

  1. Team Newfoundland and Labrador - Request for Appeal Form

Appendix A

ATHLETE

TEAM MEMBER AGREEMENT

TEAM NEWFOUNDLAND & LABRADOR CANADA GAMES

Sport: ________________________________ If Applicable ❑ Male Team ❑Female Team

I, ____________________________________________ (print full name), as a member of Team Newfoundland and Labrador understand and agree that:

  1. Code of Conduct and Disciplinary Procedures
  1. I have read, understand and agree to abide by the Team Newfoundland and Labrador Code of Conduct and Disciplinary Procedures as provided in the Team NL Canada Games Manual available at teamnl.ca/documents.
  2. I have chosen to participate in the Canada Games and will follow the rules and regulations of Team Newfoundland and Labrador, the Host Society and the Canada Games Council;
  3. Should I fail to adhere to the rules and regulations referred to in (a) and (b) above, actions will be reviewed and I will be disciplined. Pending the nature of the infraction, disciplinary sanctions may include my dismissal from Team Newfoundland and Labrador and return from the Canada Games at my own expense.

2. Clothing Agreement

  1. The Team Newfoundland and Labrador uniform which will be provided to me remains the property of Team Newfoundland and Labrador for the full period of my attendance at the Canada Games;
  2. I will maintain the Team Newfoundland and Labrador uniform in good condition until the Chef de Mission determines that all competition and official functions are complete and that uniform trading is permitted;
  3. If disciplinary sanctions are levied against me at any time after receiving the uniform and prior to the conclusion of the Canada Games, I may be required to return the uniform to the Chef de Mission. I will return it in the same condition in which it was received;
  4. If, at any time after receiving the uniform and prior to the conclusion of the Canada Games, I am removed from Team Newfoundland and Labrador for disciplinary reasons, I will be required to return the uniform to the Chef de Mission, and it shall be in the same condition in which it was received.

 3. Roles and Responsibilities

As an Athlete chosen to represent Newfoundland and Labrador at the Canada Games, I understand and agree to fulfill the following responsibilities:

  1. Sign the PSO Canada Games Athlete Contract, which includes a detailed job description;
  2. Sign the Team Newfoundland and Labrador Member Agreement;
  3. Fully participate in training as directed by the teams coaches;
  4. Compete to the best of their ability, in a fair and sportsmanlike manner;
  5. Show respect for all officials leading up to, during and after the Games, including competition officials, Canada Games Council and Host Society members, the Chef de Mission, Assistant Chef de Mission; mission staff, and coaching staff;
  6. Assist the sport team in its fundraising efforts;
  7. Attend all functions as required by Team Newfoundland and Labrador before and during the Games, including the official Opening/Closing Ceremonies;
  8. Know, understand and abide by the Code of Conduct and the Dress Code established by Team Newfoundland and Labrador;
  9. Complete antidoping education requirements;
  10. Complete medical, registration and other forms before deadlines;
  11. Reside in the Athletes’ Village during the Canada Games;
  12. Report problems and incidents occurring during the Games to a team coach or manager;
  13. Always wear their provincial colours with pride, never participating in any activities which may bring their province into disrepute;
  14. Obey the laws of the Criminal Code of Canada

Team Member Signature: _________________________________

Date: ______________________

Witness Signature: __________________________________

Witness Name (print full name): __________________________________

If the Team Member is under the age of 19, a custodial parent or legal guardian must read and sign below:

I, ________________________________________ (print full name of custodial parent or legal guardian) being the parent/guardian of the above team member (herein called “my child”) do hereby agree and acknowledge that:

a. I have read and understand the entire content of this Team Newfoundland and Labrador Member Agreement, and the Team Newfoundland and Labrador Code of Conduct and Disciplinary Procedures applicable to the Canada Games in which my child will participate;

b. I have explained to my child the consequences of signing this Team Member Agreement;

c. this Team Member Agreement is on the whole beneficial to my child.

Parent/Guardian Signature: _________________________________

Date: ______________________

Witness Signature: __________________________________

Witness Name (print full name): __________________________________

All Team Newfoundland and Labrador members must sign and submit the Team Member Agreement for their position before they can participate in the Canada Games.

RETURN SIGNED DOCUMENT TO YOUR TEAM MANAGER

HEAD COACH

TEAM MEMBER AGREEMENT

TEAM NEWFOUNDLAND & LABRADOR CANADA GAMES

Sport: ________________________________ If Applicable ❑ Male Team ❑Female Team

I, ____________________________________________ (print full name), as a member of Team Newfoundland and Labrador understand and agree that:

  1. Code of Conduct and Disciplinary Procedures
  1. I have read, understand and agree to abide by the Team Newfoundland and Labrador Code of Conduct and Disciplinary Procedures as provided in the Team NL Canada Games Manual available at teamnl.ca/documents.
  2. I have chosen to participate in the Canada Games and will follow the rules and regulations of Team Newfoundland and Labrador, the Host Society and the Canada Games Council;
  3. Should I fail to adhere to the rules and regulations referred to in (a) and (b) above, actions will be reviewed and I will be disciplined. Pending the nature of the infraction, disciplinary sanctions may include my dismissal from Team Newfoundland and Labrador and return from the Canada Games at my own expense.

2. Clothing Agreement

  1. The Team Newfoundland and Labrador uniform which will be provided to me remains the property of Team Newfoundland and Labrador for the full period of my attendance at the Canada Games;
  2. I will maintain the Team Newfoundland and Labrador uniform in good condition until the Chef de Mission determines that all competition and official functions are complete and that uniform trading is permitted;
  3. If disciplinary sanctions are levied against me at any time after receiving the uniform and prior to the conclusion of the Canada Games, I may be required to return the uniform to the Chef de Mission. I will return it in the same condition in which it was received;
  4. If, at any time after receiving the uniform and prior to the conclusion of the Canada Games, I am removed from Team Newfoundland and Labrador for disciplinary reasons, I will be required to return the uniform to the Chef de Mission, and it shall be in the same condition in which it was received.

 3. Roles and Responsibilities

As Head Coach chosen to represent Newfoundland and Labrador at the Canada Games, I understand and agree to fulfill the following responsibilities:

  1. To provide overall leadership to my team, and supervise other team staff;
  2. To ensure that my Assistant Coach &/or Team Manager completes all administrative duties and meets deadlines as required;
  3. To instill the spirit of the Canada Games in each of my team’s athletes;
  4. To maintain close liaison with the Games Coordinator and Chef de Mission on all Canada Games matters, and identify team staff and areas of responsibility;
  5. To know, understand and adhere to all policies and procedures, and roles and responsibilities for my position, as detailed in the Team Newfoundland and Labrador Canada Games Policies and Procedures Manual;
  6. To ensure that all of my team members know, understand and adhere to Team Newfoundland and Labrador’s Code of Conduct and Dress Code;
  7. To abide by and enforce all rules established by my sport team, my provincial sport organization, Team Newfound.and and Labrador, the Canada Games Council and the Host Society;
  8. To be familiar with the roles and responsibilities of Mission Staff and maintain close liaison with theMission Staff member assigned to my sport before, during and immediately after the Canada Games;
  9. To attend or ensure that an official designate attends, all required meetings and official functions before and during the Games;
  10. To keep parents, guardians and athletes fully informed on all matters relating to the Canada Games;
  11. To act as a spokesperson for the team, unless directed otherwise by my provincial sport organisation

As Head Coach, I also agree to the following areas of responsibility:

Prior to the Games:

  1. To achieve appropriate NCCP equivalent designation by the required deadline;
  2. To assist with the selection of assistant coaches, chaperones when required, and the team manager;
  3. To develop and submit a budget to my provincial sport organization for inclusion in the Recreation and Sport Division grad application;
  4. To sit as a member of the Athlete Selection Criteria Development Committee;
  5. To develop, and present to my provincial sport organization for approval, a plan for the selection and training of the team;
  6. To guide the athlete selection process in accordance with guidelines and specifications approved by the Athlete Selection Criteria Development Committee and my provincial sport organization;
  7. To prepare my athletes to achieve the best possible competitive results, in a fair and sportsmanlike manner;
  8. If necessary, to discipline, suspend or dismiss athletes in accordance with established procedures;
  9. To participate in the high performance training program planned and delivered by the NL Sports Center staff.

During the Games:

  1. To supervise my team’s athletes and be responsible for their conduct before, during and immediately after the Games, including during travel to and from the Games;
  2. To report Code of Conduct violations and to participate in the disciplinary process as outlined in the Team Newfoundland and Labrador Canada Games Policies and procedures Manual;
  3. To reside in the Athletes’ Village during the Canada Games;
  4. To provide competition results when requested by Mission Staff.

Team Member Signature: _________________________________

Date: ______________________

Witness Signature: __________________________________

Witness Name (print full name): __________________________________

All Team Newfoundland and Labrador members must sign and submit the Team Member Agreement for their position before they can participate in the Canada Games.

RETURN SIGNED DOCUMENT TO YOUR TEAM MANAGER

ASSISTANT COACH

TEAM MEMBER AGREEMENT

TEAM NEWFOUNDLAND & LABRADOR CANADA GAMES

Sport: ________________________________ If Applicable ❑ Male Team ❑Female Team

I, ____________________________________________ (print full name), as a member of Team Newfoundland and Labrador understand and agree that:

  1. Code of Conduct and Disciplinary Procedures
  1. I have read, understand and agree to abide by the Team Newfoundland and Labrador Code of Conduct and Disciplinary Procedures as provided in the Team NL Canada Games Manual available at teamnl.ca/documents.
  2. I have chosen to participate in the Canada Games and will follow the rules and regulations of Team Newfoundland and Labrador, the Host Society and the Canada Games Council;
  3. Should I fail to adhere to the rules and regulations referred to in (a) and (b) above, actions will be reviewed and I will be disciplined. Pending the nature of the infraction, disciplinary sanctions may include my dismissal from Team Newfoundland and Labrador and return from the Canada Games at my own expense.

2. Clothing Agreement

d. Team Newfoundland and Labrador uniform which will be provided to me remains the property of Team Newfoundland and Labrador for the full period of my attendance at the Canada Games;

  1. I will maintain the Team Newfoundland and Labrador uniform in good condition until the Chef de Mission determines that all competition and official functions are complete and that uniform trading is permitted;
  2. If disciplinary sanctions are levied against me at any time after receiving the uniform and prior to the conclusion of the Canada Games, I may be required to return the uniform to the Chef de Mission. I will return it in the same condition in which it was received;
  3. If, at any time after receiving the uniform and prior to the conclusion of the Canada Games, I am removed from Team Newfoundland and Labrador for disciplinary reasons, I will be required to return the uniform to the Chef de Mission, and it shall be in the same condition in which it was received.

 3. Roles and Responsibilities

As Assistant Coach chosen to represent Newfoundland and Labrador at the Canada Games, I understand and agree to fulfill the following responsibilities:

  1. Assist the Head Coach in the performance of his/her/their duties, as assigned by the Head Coach;
  2. Instill the spirit of the Canada Games in each athlete;
  3. Know, understand and adhere to all policies and procedures, and roles and responsibilities for the position;
  4. Abide by and enforce all rules established by the sport team, the PSO, Team Newfoundland and Labrador, the Canada Games Council and the Host Society;
  5. Attend meetings and official functions as required;

As Assistant Coach, I also agree to the following areas of responsibility:

Prior to the Games:

  1. Sign the PSO Canada Games Coach Contract, which includes a detailed job description;
  2. Sign the Team Newfoundland and Labrador Member Agreement;
  3. Assist the Head Coach to prepare the athletes to achieve the best possible results, in a fair and sportsmanlike manner.

During the Games:

  1. Reside in the Athletes’ Village;
  2. Report Code of Conduct violations to the Head Coach.

Team Member Signature: _________________________________

Date: ______________________

Witness Signature: __________________________________

Witness Name (print full name): __________________________________

All Team Newfoundland and Labrador members must sign and submit the Team Member Agreement for their position before they can participate in the Canada Games.

RETURN SIGNED DOCUMENT TO YOUR TEAM MANAGER

TEAM MANAGER

TEAM MEMBER AGREEMENT

TEAM NEWFOUNDLAND & LABRADOR CANADA GAMES

Sport: ________________________________ If Applicable ❑ Male Team ❑Female Team

I, ____________________________________________ (print full name), as a member of Team Newfoundland and Labrador understand and agree that:

  1. Code of Conduct and Disciplinary Procedures
  1. I have read, understand and agree to abide by the Team Newfoundland and Labrador Code of Conduct and Disciplinary Procedures as provided in the Team NL Canada Games Manual available at teamnl.ca/documents.
  2. I have chosen to participate in the Canada Games and will follow the rules and regulations of Team Newfoundland and Labrador, the Host Society and the Canada Games Council;
  3. Should I fail to adhere to the rules and regulations referred to in (a) and (b) above, actions will be reviewed and I will be disciplined. Pending the nature of the infraction, disciplinary sanctions may include my dismissal from Team Newfoundland and Labrador and return from the Canada Games at my own expense.

2. Clothing Agreement

  1. The Team Newfoundland and Labrador uniform which will be provided to me remains the property of Team Newfoundland and Labrador for the full period of my attendance at the Canada Games;
  2. I will maintain the Team Newfoundland and Labrador uniform in good condition until the Chef de Mission determines that all competition and official functions are complete and that uniform trading is permitted;
  3. If disciplinary sanctions are levied against me at any time after receiving the uniform and prior to the conclusion of the Canada Games, I may be required to return the uniform to the Chef de Mission. I will return it in the same condition in which it was received;
  4. If, at any time after receiving the uniform and prior to the conclusion of the Canada Games, I am removed from Team Newfoundland and Labrador for disciplinary reasons, I will be required to return the uniform to the Chef de Mission, and it shall be in the same condition in which it was received.

 3. Roles and Responsibilities

As Team Manager chosen to represent Newfoundland and Labrador at the Canada Games, I understand and agree to fulfill the following responsibilities:

  1. Take charge of the team administration, including uniform ordering and allocation, budget and finances, athlete and team registration, writing and submission of administrative reports and forms, transportation, and other administrative items as required;
  2. Know, understand and adhere to all policies and procedures, and roles and responsibilities for the position, as detailed in the Team newfoundland and Labrador Policies and Procedures Manual;
  3. Abide by and enforce all rules established by the sport team, the provincial sport organization, Team Newfoundland and Labrador, the Canada Games Council and the Host Society;
  4. Supervise athletes and are responsible for their conduct before, during, and after the Games, including during the travel to and from the Games;
  5. Attend all meetings and official functions as required;

As Team Manager, I also agree to the following areas of responsibility:

Prior to the Games:

  1. Sign the PSO Canada Games Coach Contract, which includes a detailed job description;
  2. Sign the Team Newfoundland and Labrador Member Agreement;
  3. Assist the Games Coordinator, Chef or Assistant Chef with the distribution and collection of team newfoundland and Labrador member Agreements for each team member by the stipulated deadlines;
  4. Assist with sport team accreditation, accommodations and registration;
  5. Attend the team uniform distribution session and assume responsibility for distribution of team uniform to team members;

During the Games:

  1. Reside in the Athletes’ Village;
  2. Report Code of Conduct violations to the Head Coach.

Team Member Signature: _________________________________

Date: ______________________

Witness Signature: __________________________________

Witness Name (print full name): __________________________________

All Team Newfoundland and Labrador members must sign and submit the Team Member Agreement for their position before they can participate in the Canada Games.

RETURN SIGNED DOCUMENT TO YOUR TEAM MANAGER

MISSION STAFF

TEAM MEMBER AGREEMENT

TEAM NEWFOUNDLAND & LABRADOR CANADA GAMES

Sport: ________________________________ If Applicable ❑ Male Team ❑Female Team

I, ____________________________________________ (print full name), as a member of Team Newfoundland and Labrador understand and agree that:

  1. Code of Conduct and Disciplinary Procedures
  1. I have read, understand and agree to abide by the Team Newfoundland and Labrador Code of Conduct and Disciplinary Procedures as provided in the Team NL Canada Games Manual available at teamnl.ca/documents.
  2. I have chosen to participate in the Canada Games and will follow the rules and regulations of Team Newfoundland and Labrador, the Host Society and the Canada Games Council;
  3. Should I fail to adhere to the rules and regulations referred to in (a) and (b) above, actions will be reviewed and I will be disciplined. Pending the nature of the infraction, disciplinary sanctions may include my dismissal from Team Newfoundland and Labrador and return from the Canada Games at my own expense.

2. Clothing Agreement

  1. The Team Newfoundland and Labrador uniform which will be provided to me remains the property of Team Newfoundland and Labrador for the full period of my attendance at the Canada Games;
  2. I will maintain the Team Newfoundland and Labrador uniform in good condition until the Chef de Mission determines that all competition and official functions are complete and that uniform trading is permitted;
  3. If disciplinary sanctions are levied against me at any time after receiving the uniform and prior to the conclusion of the Canada Games, I may be required to return the uniform to the Chef de Mission. I will return it in the same condition in which it was received;
  4. If, at any time after receiving the uniform and prior to the conclusion of the Canada Games, I am removed from Team Newfoundland and Labrador for disciplinary reasons, I will be required to return the uniform to the Chef de Mission, and it shall be in the same condition in which it was received.

 3. Roles and Responsibilities

As Mission Staff chosen to represent Newfoundland and Labrador at the Canada Games, I understand and agree to fulfill the following responsibilities:

  1. Attend all meetings called by the Chef de Mission;
  2. Thoroughly read, understand and adhere to the Team Newfoundland and Labrador Canada Games Policies and Procedures Manual, and in particular, are well informed about the Code of Conduct and Disciplinary Procedures;
  3. Are knowledgeable about Canada Games policies, procedures, regulations, protocol, etc.;
  4. Complete other duties as assigned by the Chef de Mission;

As Mission Staff, I also agree to the following areas of responsibility:

Prior to the Games:

  1. Sign the Team Newfoundland and Labrador Member Agreement;
  2. Obtain personally both a “Police Records Check” and a “Vulnerable Sector Check” through the Royal Newfoundland Constabulary and/or Royal Canadian Mounted Police, and submit copies of both to the Games Coordinator;
  3. Assist with the sizing and distribution of Team newfoundland and Labrador uniforms;
  4. Accept responsibility as liaison between designated sport team(s) and the Chef de Mission, and perform the following duties relating to the sport team(s)
  1. Immediately upon assignment, initiate contact with the team, including the head coach, manager, athletes and PSO;
  2. Outline the role of mission staff to the coaches, managers and others affiliated with the assigned sport, and identify areas where assistance may be provided before and during the Games;
  3. Become familiar with the designated sport, its technical package, selection process, etc.;
  4. Attend team meetings whenever possible;
  5. Convey information between the Chef de Mission and the sport team;
  6. If necessary, assist the team manager to complete and submit team registration and any other required information by the stipulated deadlines.
  7. Oversee team anti-doping education procedures;

During the Games:

  1. Provide support for and liaise with the designated sport team, as follows:
  1. Attend technical meetings, practices, medal presentations, and competitions, including playoff and final events for the sport;
  2. Are knowledgeable about all requirements of the sport as contained in the sport’s technical package, and review and clarify the requirements with the Head Coach prior to departure for the Games; ensure that all competition protests are approved and signed by the Chef de Mission (or designate) prior to being submitted to the Games jury; if requested, attend Games jury meetings regarding protests or disciplinary action;
  3. Promote awareness of Team Newfoundland and Labrador Canada Games Policies and procedures, particularly the Code of Conduct and Disciplinary Procedures to athletes, coaches, managers, and parents/guardians
  4. Report all competition results to the newfoundland and Labrador Mission Desk as soon as possible;
  5. Relay updated information regarding policies and procedures, schedule changes, practice cancellations, medal presentations, competition results, meal arrangements, booking of meeting rooms, social events, weather forecasts, transportation schedules, conduct, curfews, or any other pertinent information provided by the Chef de Mission;
  6. Coordinate media requests for interviews with members of the designated team. This includes obtaining approval from the Head Coach for the interview to take place, scheduling an appropriate time at the conclusion of a competitive event, arranging for a location for the interview to take place, and ensuring that details are known to all involved;
  7. In medical emergencies, arrange or provide transportation as required should medical professionals be unavailable;
  8. Assist in that resolution of any problems relating to food services or accommodations;
  9. Ensure that all team members are aware of travel schedules and procedures;
  10. Verify that accommodation and venue sites used by the team are left clean, organized and undamaged, and document and report any damage to the Chef de mission;

2. Provide a general contingent support, as follows:

  1. Assist with the departure/arrival of the full Newfoundland and Labrador contingent to/from the Games as requested by the Assistant Chef de Mission;
  2. Assist with athlete accreditation upon contingent arrival at the Canada Games;
  3. Assist with the contingent check-in and check-out at the Athletes Village;
  4. Assist in the coordination of Team Newfoundland and Labrador’s participation in the Canada Games Opening and Closing Ceremonies;
  5. Attend daily mission staff meetings and all official Team newfoundland and Labrador functions and activities;
  6. Assist with the preparation of Team newfoundland and Labrador’s daily newsletter for distribution to team members;
  7. Promote awareness of Team newfoundland and Labrador’s Canad Games Policies and Procedures;
  8. Report Code of Conduct violations and participate in the disciplinary process as outlined in the Team Newfoundland and Labrador Games Policies and Procedures manual;
  9. Work regular shifts at the Mission Desk as assigned by the Assistant Chef De Mission;

After the Games:

  1. Advise the Chef de Mission of any unresolved problems;
  2. When requested, offer recommendations to the Chef de Mission on ways in which the Canada Games experience can be improved.

Team Member Signature: _________________________________

Date: ______________________

Witness Signature: __________________________________

Witness Name (print full name): __________________________________

All Team Newfoundland and Labrador members must sign and submit the Team Member Agreement for their position before they can participate in the Canada Games.

RETURN SIGNED DOCUMENT TO THE GAMES COORDINATOR

ATHLETE ASSISTANT/CHAPERONE

TEAM MEMBER AGREEMENT

TEAM NEWFOUNDLAND & LABRADOR CANADA GAMES

Sport: ________________________________ If Applicable ❑ Male Team ❑Female Team

I, ____________________________________________ (print full name), as a member of Team Newfoundland and Labrador understand and agree that:

  1. Code of Conduct and Disciplinary Procedures
  1. I have read, understand and agree to abide by the Team Newfoundland and Labrador Code of Conduct and Disciplinary Procedures as provided in the Team NL Canada Games Manual available at teamnl.ca/documents.
  2. I have chosen to participate in the Canada Games and will follow the rules and regulations of Team Newfoundland and Labrador, the Host Society and the Canada Games Council;
  3. Should I fail to adhere to the rules and regulations referred to in (a) and (b) above, actions will be reviewed and I will be disciplined. Pending the nature of the infraction, disciplinary sanctions may include my dismissal from Team Newfoundland and Labrador and return from the Canada Games at my own expense.

2. Clothing Agreement

  1. the Team Newfoundland and Labrador uniform which will be provided to me remains the property of Team Newfoundland and Labrador for the full period of my attendance at the Canada Games;
  2. I will maintain the Team Newfoundland and Labrador uniform in good condition until the Chef de Mission determines that all competition and official functions are complete and that uniform trading is permitted;
  3. if disciplinary sanctions are levied against me at any time after receiving the uniform and prior to the conclusion of the Canada Games, I may be required to return the uniform to the Chef de Mission. I will return it in the same condition in which it was received;
  4. if, at any time after receiving the uniform and prior to the conclusion of the Canada Games, I am removed from Team Newfoundland and Labrador for disciplinary reasons, I will be required to return the uniform to the Chef de Mission, and it shall be in the same condition in which it was received.

 3. Roles and Responsibilities

As Chaperone chosen to represent Newfoundland and Labrador at the Canada Games, I understand and agree to fulfill the following responsibilities:

  1. Sign the PSO Canada Games Chaperone Contract, which includes a detailed job description;
  2. Sign the Team Newfoundland and Labrador Member Agreement;
  3. As their primary responsibility, assist with the personal needs, caretaking, supervision and any other requirements of athletes with a disability to whom they are assigned, both during and while traveling to/from Games;
  4. Know, understand and adhere to all policies and procedures, and roles and responsibilities for the position, as detailed in the Team Newfoundland and Labrador Policies and procedures Manual;
  5. Abide by and enforce all rules established by the sports team, the provincial sport organization, Team Newfoundland and Labrador, the Canada Games Council and Host Society;
  6. Attend meetings and official functions as required;
  7. Supervise athletes and are responsible for their conduct before, during and after the Games, including during travel to and from Canada Games;
  8. Reside in the athletes Village.

Team Member Signature: _________________________________

Date: ______________________

Witness Signature: __________________________________

Witness Name (print full name): __________________________________

All Team Newfoundland and Labrador members must sign and submit the Team Member Agreement for their position before they can participate in the Canada Games.

RETURN SIGNED DOCUMENT TO YOUR TEAM MANAGER

Appendix B

                                                                 

Incident Report Form        

Team Newfoundland and Labrador                           Incident Report # ______


Date Filed: _____________

Type of Infraction:         ▢ Minor                 ▢ Major

Date/Time of Incident: ____________________________________________________

Location of Incident: _____________________________________________________

Individuals Involved: Name: _________________________ Sport: ________________

                         Name: _________________________ Sport: ________________

                         Name: _________________________ Sport: ________________

                         Name: _________________________ Sport: ________________

Witnesses: ____________________________________________________________

____________________________________________________________________________________________________________________________________________

Objective Description of Incident (be accurate and concise): ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

______________________________________________________________________

Incident Form Submitted By: ______________________ Position: _________________

Signiture: _______________________

Appendix C

                                                               

Disciplinary Committee Decision Form

Team Newfoundland and Labrador              Regarding Incident Report # ______


Date of Decision: _____________

Name of Individual being disciplined:________________________________________

Position on Team Newfoundland and Labrador:________________________________

Disciplinary actions being taken:

________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

______________________________________________________________________

Reasons for disciplinary action:

________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

______________________________________________________________________

The above-noted disciplinary actions are effective immediately.

Printed Name of Disciplinary Committee Chair:________________________________

Signature: ________________________                    Date: ____________________

Appendix D

                                                       

Request For Appeal Form

Team Newfoundland and Labrador             


Regarding to appeal the decision of the Disciplinary Committee regarding Incident Report # ______

Name of Individual being disciplined: ________________________________________

Position on Team Newfoundland and Labrador: ________________________________

Grounds for Appeal:

▢        The decision maker did not have the authority to make the decision;

▢        The individual did not have a reasonable opportunity to plead his/her/their case to the decision maker after the decision was made;

▢        The stated procedures for selection, suspension or dismissal were not followed:

▢        The penalty for exceeds the infraction;

▢        The decision-maker was biased in his/her/their decision;

▢        The decision-maker failed to take into account relevant information, or considered irrelevant information;

▢        New information has become available since the original decision which has significance for the decision;

▢        The original decision was based on irrelevant facts or information that may not be factual

Explanation:

__________________________________________________________________________________________________________________________________________________________________________________________________________________

Signature of Individual requesting appeal: ____________________ Date: ___________

Signature of Mission Staff member accepting form: _____________________________

Date and Time form was received: __________________________________________


TeamNL Canada Games Policies & Procedures - April 2019                                                       Page