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Hyperlink index to GCGH Policies & Procedures:
Inquiries & Official Complaints Procedure Policy for "Releases" and "Permissions to Skate" Team Rules Player's Partnership Policy Parent's Partnership Policy Coach's Partnership Policy Coach's Statement of Ethics & Philosophy Competitive Player Tryout and Evaluation Protocol (2006) Competitive Guidelines (2006-07) Coaching Certification Standards Competitive Coaches (2007-08) Selection Protocol and Guidelines Dressing Room Operational Policy GCGH Coaching Resource Package GCGH Team Manager's Resource Package GCGH Code of Discipline Director's Policy & Procedures Manual Tuesday, September 23 Release Policy Effective September 22, 2008, the following Release Policy has been approved by the Board of Directors. RELEASE POLICY A. Anyone cut from a GCGH competitive team and who has not accepted a position on a lower level team will be given the opportunity to receive a Permission to Skate form to tryout for a team at the same level only. This will be noted on the Permission to Skate form. If the player does not make that team, they will be required to come back and play with the GCGH at the level at which the player had been offered a position or to play in house league if that is where they would have played after the cut. The player who does make the new team will be given a Release Form and may return to the GCGH the following season. B. Any player who has accepted a position on the GCGH either by verbally accepting the coach's offer to play with the GCGH team and/or by attending at least one team function (e.g., practice, team meeting, exhibition game, etc.) is no longer eligible for a release for that playing season. If that player chooses not to finish the season, the GCGH will automatically collect $50.00 or an amount determined annually by the Board of Directors in release fees on the date the release is signed. The GCGH will release the player on May 1st of that season. The player will not be eligible to return to the GCGH for two full winter hockey seasons following the release. An equivalent amount of the season team fees plus an administrative fee will be deducted from the registration fee refund to help defray the costs of the vacancy left by the player.
Inquiries & Official Complaints Procedure *** If throughout the course of the year a situation occurs where you feel that you need to express your concerns, file a complaint or just get more information about anything involving girls hockey, GCGH would appreciate you following a protocol of command, as follows: 1) You are to contact your team's coach or manager. 2) They will contact the appropriate GCGH convenor. 3) The convenor will contact the governing body that has jurisdiction over the matter in question (e.g. GCGH, ODWHA, OWHA or Hockey Canada). If you are unable to contact your coach or manager and the situation requires immediate attention, then please go ahead and contact the convenor assigned to the level of hockey your daughter is playing at. The same will be true if the matter involves the coach or manager and you feel that you need to talk to someone else within the association. Please consult the list of GCGH Board of Directors on this web site. Official complaints must be filed in writing and submissions should be sent to: Brad Robeson, President Gloucester-Cumberland Girls Hockey Association P.O. Box 17055, 1937 Portobello Boulevard Orleans, Ontario K4A 4W0 (or by e-mail to GCGH President) Policy for "Releases" and "Permissions to Skate" *** Releases Players are only allowed to register and play for another OWHA team when they have received a release from their current (or previous) OWHA team. Releases are not required for movement to or from Boys Hockey Associations as these are outside the jurisdiction of the OWHA. A player who has been released is eligible to try out for teams in accordance with OWHA rules and regulations. OWHA Regulation Three (E): In order to register with a team or organization other than the one with which the player has already been registered for the current season, or with which she was registered for the previous season, a player must first obtain a signed OWHA “Player Release” form from her previous team or organization. A player may be released from one organization to another only once during a season, unless a change of the player’s family domicile has taken place or with special approval from the OWHA Registrar. If a player’s request for a release is denied, the player may appeal in writing to the OWHA Executive Committee with the noted exception of change of domicile or special approval of the OWHA Registrar. Permissions to Skate Permissions to Skate (PTS) are required to attend tryouts, practice and conditioning sessions with any other OWHA girls association while a player remains affiliated with GCGH. Permissions to Skate are for a specific time period or event. Players must have written permission from their current (or previous) team BEFORE tryout, practice or play with a different team. Permissions to Skate are not required for movement to or from Boys Hockey Associations as these are outside the jurisdiction of the OWHA. OWHA BY-LAW ARTICLE EIGHT: “Permission to Skate” forms must be filled out and signed by a designate executive member of the player’s current association/team and presented to the association/team for which the player wishes to try out or participate in a conditioning program with before she is allowed on the ice. Failure to comply will result in a minimum two (2) game suspension for the offending player and/or head coach. No “Permission to Skate” forms may be used for the period between January 1st and two days after all the Provincial Championships for any teams during the current season (note: For 2006-07 season – valid as of 12:01 a.m. on April 18, 2007). Policies Specific to GCGH GCGH has adopted the following policy regarding Releases and Permission to Skate forms, effective for all Releases and Permission to Skate (PTS) forms requested after August 23, 2006. 1. Players registering with GCGH with a Release from another organization must submit the original version of that document. 2. Players registering for a session with GCGH with a Permission to Skate from another organization may submit a copy or fax of that document. 3. Releases and Permissions to Skate from GCGH must be requested from two days after all Provincial Championships for any teams and prior to October 1 of any year. 4. Any parent/player who requests a Release or Permission to Skate must do so by completing the GCGH Request for Release or Permission to Skate (“RRPTS”) form. 5. The duly completed RRPTS must be delivered by mail or in person, and must be dated and signed by the player or their parent/guardian if the player is under the age of 18. An administration fee of $50 payable (by cheque) to GCGH must accompany the RRPTS for any request for a Release. This administrative fee is waived in those instances where GCGH cannot provide a team meeting the player's age/playing level, or due to a player's relocation outside of the Ottawa region. There is no fee for a Permission to Skate request. 6. The GCGH Registrar will consider the request only if the RRPTS is 100% complete. 7. If this is the first request for a Release by a player, GCGH will issue the Release. 8. If the request for a Release is from a player who was released by GCGH in the past, GCGH may impose certain conditions on the 2nd or subsequent Releases. 9. All requests for Permission to Skate forms will be granted. 10. All Releases issued by GCGH must be signed by the GCGH Registrar and one of either the President or the Vice President Operations. They must be current dated and will be numerically sequenced. 11. GCGH may take up to four (4) weeks to process a Release and at least one (1) week to process a Permission to Skate form. 12. The player/parent/guardian can pick up the Release or GCGH may send it by mail. A copy of the document will be filed along with the RRPTS in a binder in order of date. 13. Permission to Skate forms may be faxed. 14. Permissions to Skate and Releases will not be kept confidential from current or future GCGH coaches. 15. RRPTS received after October 1 will be evaluated on a case-by-case basis by the GCGH President, Vice President Operations and Registrar, and the onus will be on the player/parent/guardian to justify the granting of the Release. 16. Permissions to Skate and Releases will not be issued for players who have not fulfilled their financial obligations to the GCGH or who have not returned all GCGH-owned equipment. 17. The above GCGH policies do not apply if the request for the Release is as a result of relocation in the player's family domicile more than fifty (50) kilometers from the previous domicile. In these circumstances, the Release shall be automatically issued. 18. Unless such a change of the player's family domicile has so taken place, once a player has been released by GCGH she will not be allowed, under any circumstances, to return to GCGH until the following season. See handout below to access and download RRPTS form. Handout: GCGH Player/Team/Parent Forms Team Rules *** 1) Players must call if they will miss practice. Players must also advise the coach if they are unable to make a game. If a player looks questionable due to illness or injury, please call in order to allow for a back up plan. 2) If a player misses practice during the week, she must make arrangements to work at home to cover areas missed. 3) Players are expected to show positive attitudes, and to follow directions given by coaches. The coaches will not permit whining, grumbling, horseplay, or other disruptive acts during games or practices. 4) Players must show courtesy toward team-mates at all times. Coaches will not permit name-calling, teasing, criticizing or other acts designed to hurt feelings or cause injury. 5) All players must be willing to play all positions, and follow the assignments given by coaches. 6) Failure to follow Team Rules, and abide by the Player Agreement, may result in the appropriate discipline being taken (including reduced playing time). For severe and uncorrected problems, players could be asked to leave the team - although we hope this never happens. 7) During games, players are expected to show courtesy to opponents and to referees. The decision of the referee is binding. Handout: GCGH Player/Team/Parent Forms Player's Partnership Policy *** I am making the following promises to my coach and to my other team-mates as a part of my participation in the GCGH. I have read the Team Rules, and I promise to do my best to follow them. 1) I promise to work hard at practice, and to follow the instructions of my coaches. 2) I promise to call my Coach if I cannot make a practice or attend a game, and I also promise to call my Coach promptly if I have any questions, complaints or problems about anything relating to the Team. 3) I promise to read and abide by the player guidelines set by the GCGH. Player's Name: Signature of Player: Date: Handout: GCGH Player/Team/Parent Forms Parent's Partnership Policy *** The role that parents play in the life of a hockey player has a tremendous impact on their experience. With this in mind, we have taken some time to write down some helpful reminders for all of us as we approach the upcoming season. If you should have any questions about these thoughts, please feel free to discuss it with your convenor. 1) Let the coaches’ coach: Leave the coaching to the coaches. You have entrusted the care of your player to these coaches and they need to be free to do their job. 2) Please avoid giving coaching instructions or criticizing your child. You may be contradicting what the coach has asked them to do. Be your children’s best fan: Support your child unconditionally. Also, if your child has made a commitment to hockey, help him fulfill their obligation to the team. 3) Understand and display appropriate game behaviour. Parents should avoid any taunting of opponents or disagreement with the referees, in order to teach sportsmanship to our kids. All communications to our child or their team-mates should be general and positive ("Good pass," "Nice shot," "Way to go" etc.). 4) Support and root for all players on the team: Foster teamwork. Your child's team-mates are not the enemy. 5) Do not bribe or offer incentives: Your job is not to motivate. Leave this to the coaching staff. Bribes will distract your child from properly concentrating in practice and game situations. 6) Encourage your child to talk with the coaches: If your child is having difficulties in practice or games, or can't make a practice, etc., encourage them to speak directly to the coaches. This "responsibility taking" is a big part of becoming a big-time player. By handling the off- ice tasks, your child is claiming ownership of all aspects of the game. 7) Keep hockey in its proper perspective: Hockey should not be larger than life for you. Remember your relationship will continue with your children long after their hockey days are over. Keep your goals and needs separate from your child's experience. 8) Have fun: That is what we will be trying to do! We will try to challenge your child to reach past their "comfort level" and improve themselves as a player, and thus, a person. We will attempt to do this in environments that are fun, yet challenging. We look forward to this process. We hope you do to! Parent's Names: Signatures of Parents: Date: Handout: GCGH Player/Team/Parent Forms Coach's Partnership Policy *** As a volunteer coach you are asked to read through the following Policy carefully to see that it matches your expectations as a person who has chosen to give up your time to coach children/adults under the auspices of the Gloucester Cumberland Girls Hockey Association. The GCGH's House League Program and/or Competitive Program Director will provide guidance and direction, which must be followed by the coaches. The guidance and direction will relate to coach, player and team development. 1) As a coach with the GCGH, I agree to abide by the GCGH Constitution and the GCGH’S Bylaws and as such by the decisions of the GCGH’s Board of Directors, which represents the membership. 2) As a coach with the GCGH, I agree to abide by the GCGH Volunteer Screening Process and understand that personal contact information will be distributed to parents/players and executive members. 3) As a coach with the GCGH, I agree to abide by and accept the direction and guidance of the GCGH's House League Program and/or Competitive Program Director. 4) As a coach with the GCGH, I agree to read the GCGH Coach and Player guidelines and abide by it at ALL TIMES. I will refrain from bemoaning every loss, berating referees, belittling opponents and badgering my own players. As a mentor, I empathize, lead by example, and take advice myself. As a teacher, I don’t confuse sarcasm with cleverness, mistake manipulation for motivation, sacrifice learning for results, and consider screeching as teaching. 5) As a coach with the GCGH, I agree to read, sign a copy and support the GCGH Coaches Code of Conduct at ALL TIMES. 6) As a coach with the GCGH, I agree to gain the appropriate coaching certification. Also I agree to participate in the GCGH Development Sessions for coaches, whenever possible. 7) The Coach recognizes that GCGH jerseys/socks must be worn for all games and sanctioned tournaments. 8) As a coach with the GCGH, I will be working with the parents of the players who are selected. I agree to be interactive with these parents and provide the necessary leadership to guide the group remembering that discussion and debate are the means to consensus. 9) As a coach with the GCGH, I agree to hold 3 meetings seasonally: one at the start of the season (Introductory), the second by Jan 30th (Mid-season Evaluation) and the last one before the end of the season (Final Evaluation). 10) The Coach signing this document should realize the intent of the document is to bring cohesion and direction. If the coach is in violation of this agreement, they will be asked to meet with the GCGH's House League Program and/or Competitive Program Director and the Director of Hockey Operations to explain her/his intent for the balance of the season. Failure to follow this agreement may result in disciplinary action. 11) I’ve signed below with full knowledge of the GCGH guidelines and what is expected and that the GCGH will retain me as a coach only if I meet these expectations. I understand and agree to abide by all of the above. Coach's Name: Signature of Coach Date: Handout: GCGH Coach Forms & Standards Coach's Statement of Ethics & Philosophy *** As a GCGH coach, I recognize that I must be more than someone who knows the game of hockey. I must also be a teacher, a mentor and a role model. That said,: I accept that my continued involvement as a coach with the GCGH depends on my ability and willingness to be a steadfast example of what should be condoned, not of what should be condemned. I know that I’ll be assessed: - More on my concern for kids than on my quest for victory, - On my capacity to emphasize that excellence extends well beyond the win-loss column, - On my recognition that our team exists not for the glory of the game itself, but rather for our youth to achieve their own glories through the game. What’s more, I understand that the way to keep children and parents involved in the sport of hockey and committed to our team is to offer the best possible program and setting I can. As a role model, I refrain from bemoaning every loss, berating referees, belittling opponents and badgering my own players. As a mentor, I empathise, lead by example, and take advice myself. As a teacher, I don’t confuse sarcasm with cleverness, mistake manipulation for motivation, sacrifice learning for results, and consider screeching as teaching. In the end, I understand that I’m the decisive element at the rink. I can make a player's life miserable or joyous. In all situations, my response determines whether a young person is justly influenced. I’ve signed below with full knowledge of the GCGH guidelines and what is expected and that the GCGH will retain me as a coach only if I meet these expectations. Coach' Name: Signature of Coach Date: Handout: GCGH Coach Forms & Standards Coaching Certification Standards *** In a continuing effort to enhance player development standards and the instructional knowledge provided by on-ice personnel, GCGH has established coaching certification standards which come into effect for the 2005-2006 season. The charts on the attached handouts detail the desirable minimum certification levels by Division for all House League team Head Coaches and Assistant Coaches, as well as the mandatory minimum certification levels by Division and Level for all Competitive team Head Coaches and Assistant Coaches. Any coaches appointed to a GCGH House League team are encouraged to attain the certification level by November 30 of the initial season for the Division to which they are assigned. Any coaches appointed to a GCGH Competitive team must commit to attaining the required certification level by November 30 of the initial season for the Division to which they are assigned. Handout: GCGH Coach Forms & Standards GCGH Team Manager's Resource Package *** Please click here to access and download. Dressing Room Operational Policy *** The following applies to all games and all types of practices and there will be zero tolerance for violations. A violation will be a complaint brought to the attention of the Team Manager and deemed to be justifiable. The first violation will result in a verbal warning being issued to the player and/or parent concerned by the Manager. A second violation will result in a player's dressing room privileges being suspended indefinitely and a written report being filed by the Manager with the GCGH Discipline Committee. Re-instatement of dressing room privileges will be subject to the decision of the GCGH Discipline Committee. The intent of this protocol is to ensure the privacy and respect of the players, safety of players and parents, and to maintain a reasonable code of conduct, order and behaviour at all times in the dressing room. A team trainer must be present at every team function (on-ice or off-ice). The Head Trainer will schedule the attendance of training staff or appoint a designate (adult/parent) for all functions. For on-ice functions requiring the use of a dressing room, there must always be two adult/parents present (two trainers or one trainer and an appointed designate) in the dressing room and at least one shall be present in the dressing room before the first arriving player enters the dressing room. No player shall enter the dressing room until such time as a trainer or an appointed designate is present in the dressing room. No other parent(s), coach(es) or team official(s) (male or female) shall enter the dressing room unless the trainer(s) has requested they enter in order to provide assistance, or the trainer has granted permission to enter in order to speak to a specific player(s). No male shall enter the dressing room for any reason until all players are dressed, unless there is a medical emergency. Players may leave the dressing room at any time to seek assistance from or speak to a parent, except during formal team meetings being conducted by the Head Coach and/or coaching staff (unless excused otherwise from the Head Coach during such meetings). Background and Rationale There is a requirement to establish and communicate some guiding principles to persons wishing to access the dressing room facilities of GCGH teams before, during and after games, practices or other team events to safeguard the interests of our players, team coaches and the Association. The team dressing room is a sanctuary and learning environment for GCGH teams and players and as such deserves recognition and controlled access to preserve the privacy and dignity of the players. Frequently, concerned parents wish to enter the dressing room to assist their daughter with the tying of skates and assistance with other equipment. For reasons of safety and privacy of the players, this policy sets out guidelines to be followed by all coaches and parents with regard to dressing room access. Policy and Principles Dressing rooms shall be a restricted area for the exclusive use of players to change into their equipment and uniforms. Access to team dressing rooms should only be open to designated team officials, such as the players, coaches, manager or trainers affiliated with the team, subject to conditions which follow: - Parents, siblings, friends and other persons shall not infringe upon the dressing room privacy of the players as they dress and prepare for a game or after a game. - Many arena dressing rooms are not overly large and with players donning skates and with their equipment bags in these areas, there is no room for additional persons in the dressing room facilities. In addition to the privacy issues, traffic through these areas presents a significant safety hazard. - The dressing room is an area for the players to build their team, to prepare and focus on game preparation and strategies and to receive instructions and direction from the coaches, team management and training staff. - Parents or other persons wishing to access a team dressing room facility shall approach and seek the permission of the Head Coach, Team Manager or Trainer. A female team official shall then advise and seek the permission of players for someone to enter the room. - Even coaches, most of whom are male, must recognize the sensitivity of accessing dressing rooms when players are dressing and undressing for games. It is recommended that the team trainer(s), who are to be female, be the only designated persons who would have immediate access to the dressing room facility. The trainer(s) would interact with the girls and advise them when the coach is to enter the room prior to or after the game to provide a briefing. There are other opportunities and locales besides the team dressing room to hold team meetings or discussions and it is recommended that coaches confine their visits into the room to pre-game briefings to the team and a short post-mortem after the game. - No parents, siblings, friends or other persons shall ever enter a team dressing room facility during the course of a practice, without the escort of a female team official and all dressing room facilities should be locked and secured when the team is on the ice. In the case of younger aged players or developmental aged players (4-6 years of age), it is understood that these players may require the assistance of a parent or guardian to assist in putting on/removal and adjusting of protective equipment. For the Fundamental age group, dressing room facilities will be fully accessible to parents and guardians. Parents and players should be aware of this policy and govern themselves accordingly. For Novice age players (7-8 years) and above, the coach shall, in consultation with the players and parents, discuss the rules of access for parents so that dressing room traffic is restricted as defined in this policy. Any assistance with skate tying should be done in the common areas of arenas where benches and seating may be available or have the younger players dress in some of their equipment before arrival at the rink. The general principles would still apply to preserve and restrict general access to dressing room facilities, while still allowing assistance to younger players. The GCGH recognizes that as part of younger player development, in particular ages 9 and above, coaches may wish to encourage player independence by asking players to put on their own equipment and skates, or to seek assistance from each other (rather than parents), but provided this can be accomplished in a manner that ensures protective equipment is properly secured. An obvious exception to room access restrictions would be in the event of an injury to a player who may require the assistance of the parent, rink attendant, trainer or qualified medical personnel to render treatment to an injured player. There should however, always be an adult female present. To safeguard the interests of players and coaching staff, under no circumstances should a player and coach ever be alone in a dressing room facility with an individual without a third party such as a parent or guardian or another designated team official being present, one of which should be female. It is the responsibility of the coach to ensure the safety and security of the dressing room for team. There should be team rules which discourage unsafe practices such as horse-play, or walking in skates while others are still dressing. Sticks should be assembled in a corner of the room or outside the dressing room to maximize usable space, and teams should respect and safeguard the dressing room facilities. Rooms should be left in a neat and orderly condition upon team departure. In all cases, the coach should discuss and communicate expectations with players and parents in advance of the season. Under no circumstances will the use of cell phones be permitted in the dressing room. Only with the approval of the players, parents and the coaching staff will photography be permitted in the dressing room. GCGH Coaching Resource Package *** Please click here to access and download. GCGH Code of Discipline *** A) All GCGH Members, being player members, GCGH parent members, and GCGH team officials/staff are subject to some, all or any combination of the following provisions, policies, rules and regulations based on their respective role(s) within the GCGH: - GCGH Parents Partnership Policy - GCGH Team Rules – Player Partnership Policy - GCGH Coaches Partnership Policy - GCGH Statement of Coaching Ethics-Philosophy - ODWHA Fair Play Code – Players - ODWHA Fair Play Code – Parents - ODWHA Rules & Regulations - ODWHA Code of Discipline - MOGHL Fair Play Code – Players - MOGHL Fair Play Code – Parents - MOGHL Rules & Regulations - MOGHL Code of Discipline - OWHA Code of Conduct and Suspensions - OWHA Harassment and Abuse Policies - Hockey Canada policies, rules and regulations - Any amendments to any above B) To the extent possible, in connection with matters not covered by GCGH policies, regulations, etc., GCGH will defer to the appropriate applicable provisions. C) Generally, any matter which is considered by the Discipline Committee to be a breach of any of the above provisions (hereinafter referred to as an “Incident”) may at the discretion of the Discipline Committee result in a disciplinary Hearing to be held in accordance with the provisions of the GCGH Disciplinary Hearings and Appeals Procedures. D) Game-related incidents and applicable suspensions are the responsibility of Game officials and are largely administered by MOGHL, ODWHA, OWHA or Hockey Canada. E) All other incidents are deemed for the purposes of this Code of Discipline to be non-Game related incidents. F) For both Game- and non-Game-related incidents, GCGH shall by obligation respect the minimum suspensions set out in the applicable provisions listed at A) above. G) GCGH may at the discretion of the Discipline Committee hold its own Discipline Hearing in connection of any Game- or non-Game-related incident, and may, as a result of such Disciplinary Hearing: - impose any additional suspensions or sanction or revoke membership in GCGH of a player-member or parent-member, where the Incident is subject to a minimum suspension, or; - impose any suspension or sanction or revoke any membership in GCGH where the Incident is not governed by or subject to any minimum suspension hereinafter referred to as a “Disciplinary Sanction.” H) Unless otherwise decided by the Discipline Committee, it is the responsibility of each team manager and/or coach to ensure the member respects the terms of the Disciplinary Sanction. I) Any person found participating in an activity restricted by sanction will have its membership in GCGH immediately revoked with no refund. GCGH DISCIPLINARY HEARINGS AND APPEALS Committee Composition The GCGH Discipline Committee comprises 5 individuals, namely, the President, who shall be the Hearing Chairperson, 3 other GCGH board members, and 1 non-board member appointed by the current Board of Directors. Committee Members Chairperson - The Chairperson of the committee is in control of the Hearing. His/her duties are to keep the Hearing moving smoothly, to ensure the proper procedures are followed and to guide the committee to a decision which is consistent with the facts, established guidelines and rules and any previous experiences in similar situations. He/she may only vote in the event of a tie. The Chairperson shall convey the results of the Hearing to the GCGH Board of Directors and to appropriate team officials and. in the event of additional suspension for a game-related incident, to the applicable ODWHA Director and ODWHA Registrar, or the applicable MOGHL Director and MOGHL Registrar in order that notice of suspensions over and above the automatic suspensions indicated in the ODWHA or MOGHL Code of Discipline can be given to the interested parties. Other Members - Committee members shall conduct themselves in a fair manner at all times. They are free to ask clarifying questions but must be careful not to make prejudicial or inflammatory remarks. Committee members are to be especially careful not to get involved in disputes amongst themselves. Committee members shall discuss the information presented at the Hearing in a businesslike fashion. Discussions shall be based only on information presented to the Committee. Conflicts of Interest Committee members are active members of GCGH and have therefore interacted with many of its members from time to time. Therefore, a Committee member shall not be deemed in conflict of interest simply by their prior knowledge of the incident, or because of prior direct GCGH involvement or friendship with any of the Hearing participants, or otherwise. The determination of any conflict of interest determination rests solely with the individual Committee member and cannot be used by any Hearing participant or by any other Committee member as an allegation of improper conduct or otherwise. Notwithstanding the above, a Committee member should ensure that he/she is clear of any conflict of interest in the situation being investigated, and should a Committee member discover during the course of a discipline Hearing they have a conflict that was not previously known, they should declare such and immediately dismiss themselves of the Hearing procedures. When Should Hearing(s) Be Held Disciplinary Hearings may be held: A) following any incident (as defined in the GCGH Code of Discipline) regardless of when it occurred, and in the discretion of the Discipline Committee; B) as soon as reasonably possible after the incident; C) after a period of 48 hours from the time of the written notice of the incident and the time, date and location of the Hearing (the “Notice”) (the notice shall be sent by e-mail with confirmation of receipt) by the President to the complainant and separately to accused, except where: i) the complainant and the accused agree to waive the 48 hour period; ii) the Committee, by majority, agrees that a decision must be rendered in a shorter time. Disciplinary Hearing Procedures 1. In any matter involving the Discipline Committee there are invariably "sides" to the issue. Each "side" is generally permitted to have anyone present who can offer evidence or support. However, only parties having testimony bearing on the incident should be present during the giving of testimony (hereinafter referred to as Hearing Participants). Ultimately, such permission to testify is at the discretion of the Discipline Committee. Examples of who might be present include: a) the complainant and the accused (and the guardian(s) where the complainant or the accused is a minor player member), and; b) any other individual on the condition that any such individual has direct or first-hand knowledge of the matter, and; c) any other individual as may be called by the Discipline Committee. 2. Upon receipt of the Notice, the complainant and/or the accused may deliver and submit to the Chairperson any evidence whatsoever in connection with the incident and may provide the Chairperson with the list of individuals the complainant and/or the accused wishes to have as Hearing Participants. 3. The Discipline Committee will invite the Hearing Participants who have direct or first-hand knowledge of the matter and will notify them of the Hearing time, date and location. This notice shall be sent by email with confirmation of receipt. 4. No one shall be present during a Hearing without the permission of the Discipline Committee. 5. If any of the Hearing Participants fail to appear, the Discipline Hearing will nevertheless proceed. However, if the complainant fails to appear, the complainant may be subject to a Disciplinary Action which may include a fine or levy. 6. Only those individuals present at the Hearing may give both verbal and written testimony. No hearsay evidence is allowed. 7. Written statements from individuals other than Hearing Participants may be accepted at the discretion of the Discipline Committee. 8. The Discipline Committee in its discretion shall determine whether Hearing Participants will be heard jointly or separately, and the order in which Hearing Participants will be heard. 9. Every Hearing Participant will be allowed to make their statement. 10. Only Discipline Committee members may ask clarifying or supplementary questions. Normally these questions will be asked at the conclusion of a person's statement. 11. The Hearing Participant will be excused from the Hearing at the conclusion of his or her statements and answers to supplementary questions. 12. At the conclusion of all statements and supplementary questions, the Discipline Committee will discuss the incident and testimony, and make their recommendation to the GCGH Board of Directors. 13. The GCGH Board of Directors may either ratify or amend the recommended Disciplinary Sanction. 14. As soon as possible, and within 72 hours from the time of conclusion of the Disciplinary Hearing, the complainant and the accused will be notified of the decision by e-mail with confirmation of receipt or by any alternative means, at the discretion of the GCGH Board of Directors. 15. In the event a suspension is imposed, a written notice outlining the suspension will be forwarded to applicable team and/or league officials. 16. Formal minutes will be taken of the Disciplinary Hearing and shall remain sealed and are to remain in the possession of the GCGH President until the appeal period expires, upon which date they shall be destroyed. Appeals 1. Any person subject to a GCGH Disciplinary Sanction shall have the right to appeal only where: (a) the Disciplinary Sanction is in conflict with the provisions found at paragraph A) of the GCGH Code of Discipline, or; (b) the GCGH Discipline Committee committed a procedural error, or failed to provide a Hearing to the accused in accordance with the provisions of the GCGH Discipline Hearings and Appeals Procedures. 2. The Procedures as outlined herein shall be the appeal recourse available to any person subject to GCGH Disciplinary Sanctions. 3. The Appeals Committee shall consist of 3 GCGH Board members who were not members of the Discipline Committee at the Hearing. 4. An appeal shall: i) be brought within seven (7) days of the written decision of the GCGH Discipline Committee; ii) be in writing; iii) describe, in numbered paragraphs, the decision appealed from, the grounds for appeal, and the relevant facts. Pertinent documents, if any, shall be attached, and; iv) be filed, with proof of delivery to the GCGH President, together with a cash payment or certified cheque payable to Gloucester-Cumberland Girls Hockey in the amount of two hundred ($250.00) dollars (such monies to be allocated to funding of GCGH Player Development Program). 5. The President shall notify the appellant of the time, date and location of the appeal. 6. The conduct of the appeal, and the decision and notice of decision shall be rendered in the same manner as for a Disciplinary Hearing save and except the appellant shall be only Hearing participant allowed at the appeal Hearing, and such decision shall be final. Adopted by the GCGH Board of Directors: January 15, 2007 Director's Policy & Procedures Manual *** Under construction! |
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