CLUB MANUAL - Swim Ontario Us/Policy and Procedure... · Swim Ontario High Performance Training Camps ... water polo, diving and synchronized swimming

CLUB MANUAL

Updated July 2011

CLUB MANUAL

The purpose of this manual is to provide much needed information on the programs, operations, services, policies and procedures, governing swimming in the province of Ontario. It must be understood that the programs outlined in this manual will only be offered if adequate financial resources are available. Please refer to the Reference Material Listing (inside back cover) for material distributed to clubs throughout the year and/or available from Swim Ontario. Additional copies of the manual can be downloaded from Swim Ontario’s home page www.swimontario.com. Further information and assistance can be obtained by contacting the Swim Ontario office at (416) 426‐7220 between 8:00 am and 4:00 pm Monday through Friday. The contents of this manual are updated annually. Your comments, concerns and recommendations are welcome. Please mail, phone, fax or e‐mail us. Thank you for your interest in the sport of swimming.

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TABLE OF CONTENTS

DEFINITIONS STRUCTURE OF COMPETITIVE SWIMMING F.I.N.A. ................................................................................................................................................................... 2 Swimming/Natation Canada ................................................................................................................................... 3 Swim Ontario .......................................................................................................................................................... 5 CLUB, SWIMMERS, COACHES AND OFFICIALS Strategic Plan 2008-2012 ....................................................................................................................................... 6 2012 Outcomes ....................................................................................................................................................... 7 Swim Ontario Board of Directors ........................................................................................................................... 8 Swim Ontario’s Obligations to Member Clubs ...................................................................................................... 9 Swim Ontario Obligations to the Ministry ............................................................................................................. 10 Swim Ontario Obligations to Swimming/Natation Canada .................................................................................... 10 Swim Ontario Office .............................................................................................................................................. 11 The Office (Staff) ................................................................................................................................................... 12 Financial Management ........................................................................................................................................... 12 Budgeting ............................................................................................................................................................... 12 Club Visitation Program ......................................................................................................................................... 12 Swim Ontario Structure .......................................................................................................................................... 13 Swim Ontario Board & Staff Structure .................................................................................................................. 14 Swim Ontario’s Privacy Policy .............................................................................................................................. 15 Swim Ontario Harassment Policy ........................................................................................................................... 17 Issue Resolution...................................................................................................................................................... 21 Regional Boards ..................................................................................................................................................... 22 The Club, Swimmers, Coaches and Officials Affiliation – The Club ............................................................................................................................................ 23 Affiliation of a New Club Policy and Procedure .................................................................................................... 24 Procedure for Change of Club Name and/or Call Letters ....................................................................................... 26 Voting Privileges .................................................................................................................................................... 26 Associations ............................................................................................................................................................ 27 Financial Default .................................................................................................................................................... 28 Termination of Membership ................................................................................................................................... 29 Member Club Participation Rights and Privileges .............................................................................................................................................. 30 Duties and Obligations ........................................................................................................................................... 30 Member Club (Summer) Rights and Privileges .............................................................................................................................................. 31 Duties and Obligations ........................................................................................................................................... 31 Registration............................................................................................................................................................. 32 Registrar ................................................................................................................................................................. 32 Families .................................................................................................................................................................. 33 Family Registration ................................................................................................................................................ 33 Swimmers Registration Period ................................................................................................................................................. 34 Swimmer Categories ............................................................................................................................................... 34 Competitive and University Open .......................................................................................................................... 35 University – Varsity ............................................................................................................................................... 35 Out of Country University Swimmers .................................................................................................................... 35 Registered Foreign Swimmers ................................................................................................................................ 35 Visiting Foreign Swimmers .................................................................................................................................... 35 Non-Competitive .................................................................................................................................................... 36 Upgrading of Swimmers ......................................................................................................................................... 36 Refund Policy ......................................................................................................................................................... 36 Athlete Registration and Proof of Residence for Competition ............................................................................... 36

Swimmers’ Releases/Transfers ............................................................................................................................... 38 Cross Province Swimmer Registration Procedure .................................................................................................. 38 Competition Age .................................................................................................................................................... 39 Officials Ontario Swimming Officials Association ............................................................................................................... 40 Ontario Officials Certification Programme ............................................................................................................ 40 National Level Officials’ Exposure ........................................................................................................................ 40 Support to Evaluators Programme .......................................................................................................................... 40 Officials’ Excellence Programme ........................................................................................................................... 41 Regional Senior/Master Seminars .......................................................................................................................... 41 Information Tracking .............................................................................................................................................. 41 High School Student Officials ................................................................................................................................ 41 Club Official’s Development Plan ......................................................................................................................... 42 Coaches Ontario Swimming Coaches Committee ................................................................................................................ 43 OSCC Conference .................................................................................................................................................. 43 National/International Coaching Conferences ........................................................................................................ 43 National Coaching Certification Programme ......................................................................................................... 43 Coaching Staff ........................................................................................................................................................ 44 Coaches Education Weekend ................................................................................................................................. 44 Regional Coaches’ Practical Training .................................................................................................................... 44 SEARS I Can Swim – Instructor Training ............................................................................................................. 44 Swimming Coaches’ Professional Membership Fees ............................................................................................. 44 THIRD PARTY AFFILIATES AND SUPPORT Fundraising ............................................................................................................................................................. 45 Swim-A-Thon ......................................................................................................................................................... 45 Skills Programme for Management ........................................................................................................................ 46 Sponsors ................................................................................................................................................................. 46 Team Dealers & Aquatic Suppliers ........................................................................................................................ 46 Insurance ................................................................................................................................................................ 47 Safety/Risk Management ........................................................................................................................................ 48 COMMUNICATIONS Bulletins/Memos ..................................................................................................................................................... 49 Club Manual ........................................................................................................................................................... 49 Meeting Minutes ..................................................................................................................................................... 49 Policies and By-Laws ............................................................................................................................................. 49 Resources/Promotional Items ................................................................................................................................. 49 Purchase Terms ...................................................................................................................................................... 49 PLANNING Annual General Meeting/Conference ..................................................................................................................... 50 Strategic Planning ................................................................................................................................................... 50 Marketing Strategy ................................................................................................................................................. 50 COMPETITIONS National/International Championships ................................................................................................................... 51 Provincial Championships Short Course and Long Course Junior Provincial Championships ........................................................................ 51 Short course and Long Course Senior Provincial Championships ......................................................................... 51 Team Championships ............................................................................................................................................. 51 Provincial Meet Bid Procedure ............................................................................................................................... 52 Provincial Package Failed Swims .......................................................................................................................................................... 53 Bonus Swims .......................................................................................................................................................... 53 Entry Procedure ...................................................................................................................................................... 53

Exhibition Relay Teams ......................................................................................................................................... 53 Hosting a Meet Club Entry to a Meet ............................................................................................................................................. 54 Championship Meets .............................................................................................................................................. 55 Selection Meets ...................................................................................................................................................... 55 Invitational Meets ................................................................................................................................................... 55 Mixed Gender Events ............................................................................................................................................. 55 Meet Sanctions/Reports .......................................................................................................................................... 55 Meet Sanctioning Process ....................................................................................................................................... 56 Entry Fees ............................................................................................................................................................... 57 Gold Bonus ............................................................................................................................................................. 57 Warm-up/Pool Safety Rules ................................................................................................................................... 57 Forms ...................................................................................................................................................................... 58 Pool Certification .................................................................................................................................................... 58 Event Calendar ....................................................................................................................................................... 58 ATHLETE ASSISTANCE Dr. Ralph Hicken Bursary ...................................................................................................................................... 59 Team Aquatic Supplies Regional Scholarship ....................................................................................................... 59 Provincial Athlete Assistance ................................................................................................................................. 59 Regional Athlete Assistance ................................................................................................................................... 59 HIGH PERFORMANCE SWIMMING Canada Games ........................................................................................................................................................ 60 Club Grants ............................................................................................................................................................. 60 Swim Ontario High Performance Training Camps ................................................................................................. 60 Time Standards/Time Levels .................................................................................................................................. 60 Tour Teams ............................................................................................................................................................. 60 AWARDS/RECOGNITION PROGRAMME Swim Ontario Awards ............................................................................................................................................ 61 Friend of Swim Ontario Award .............................................................................................................................. 61 Swim Ontario Media Award ................................................................................................................................... 61 Swim Ontario Sponsor Award ................................................................................................................................ 61 The Gord Noddle Memorial-Swim Ontario Administrator of the Year Award ..................................................... 61 Dr. Ralph Hicken Bursary and Team Aquatic Supplies ......................................................................................... 61 Bob & Irene Pirie Trophies .................................................................................................................................... 61 Gus Ryder Trophy .................................................................................................................................................. 62 Coach of the Year Award ....................................................................................................................................... 62 Service Recognition Awards .................................................................................................................................. 62 Club Sponsor Certificates ....................................................................................................................................... 62 Elizabeth Collins Ralph Trophy ............................................................................................................................. 62 Distinguished Service Award ................................................................................................................................. 62 Swim Ontario Honour List ..................................................................................................................................... 62 Roll of Honour/Lifetime Achievement Award ...................................................................................................... 62 Ministry of Health Promotion Awards ................................................................................................................... 63 Swimming/Natation Canada Awards ................................................................................................................. Administrator of the Year ....................................................................................................................................... 63 Fillipelli Memorial Award ...................................................................................................................................... 63 Club of the Year Award ......................................................................................................................................... 63 SWIM ONTARIO ASSOCIATIONS ................................................................................................................. Ontario Aquatic Hall of Fame ................................................................................................................................ 64 Parks & Recreation Ontario .................................................................................................................................... 65 Para Sport Ontario .................................................................................................................................................. 65 Masters Swimming Ontario .................................................................................................................................... 65

Sport Alliance of Ontario ....................................................................................................................................... 65 Solo Swims ............................................................................................................................................................. 66 OTHER INFORMATION History Project ........................................................................................................................................................ 67 Regional Development Programme ........................................................................................................................ 67 Screening of Personnel ........................................................................................................................................... 67 CLUB OPERATIONS Club Executive Operations ..................................................................................................................................... 68 President ................................................................................................................................................................. 68 Vice-President ........................................................................................................................................................ 69 Secretary ................................................................................................................................................................. 69 Treasurer ................................................................................................................................................................. 70 Meet Manager ......................................................................................................................................................... 71 Officials Coordinator .............................................................................................................................................. 72 Coach ...................................................................................................................................................................... 73 Regional Board Representative .............................................................................................................................. 75 Swim-A-Thon Coordinator .................................................................................................................................... 76 Membership Coordinator ........................................................................................................................................ 77 Travel Coordinator ................................................................................................................................................. 77 Head Chaperone ..................................................................................................................................................... 78 Communication/Publicity ....................................................................................................................................... 80 Other – How to Prepare a Budget ........................................................................................................................... 81 Other – Financing Meet and Travel Expenses ........................................................................................................ 81 Other – How to Set up a “Buddy” System ............................................................................................................. 82 Other – How to Sell Fundraising Items .................................................................................................................. 83 Other – How to Attract Swimmers ......................................................................................................................... 83 Other – Club Media Relations ................................................................................................................................ 83 Other – A Guide to Incorporation .......................................................................................................................... 85 Other – Reference Material .................................................................................................................................... 91

… Leading Canadian swimming at every level. CLUB MANUAL

Definitions

In this manual, unless the context otherwise requires: (a) "FINA" means Federation Internationale de Natation Amateur; (b) "AFC" means Aquatic Federation of Canada; (c) "SNC" means Swimming/Natation Canada (d) "AGM" means Annual General Meeting; (e) "SWAD" means Swimmers With A Disability (f) "MHP" means Ministry of Health Promotion; (g) "OSCC" means Ontario Swimming Coaches Committee; (h) "OSOA" means Ontario Swimming Officials' Association; (i) "OAHOF" means Ontario Aquatic Hall of Fame (j) "NCCP" means National Coaches' Certification Programme (k) “LTADS” means Long Term Athlete Development Strategy (l) “CSCTA” means Canadian Swim Coaches and Teachers Association

Structure of Competitive Swimming


Structure of Competitive Swimming This chart depicts the functional lines of governing authority for the sport of competitive swimming and the manner in which Canadian organizations are affiliated to each other and to other world bodies.



F.I.N.A. Competitive swimming at the International level is governed by F.I.N.A. (Fédération Internationale De Natation Amateur). F.I.N.A. is also in charge of other aquatic sports including water polo, diving and synchronized swimming.

The national body governing swimming in any country is eligible for membership in F.I.N.A. The F.I.N.A. bureau consists of 22 core members:

‐ A President; ‐ A Honourary Secretary; ‐ A Honourary Treasurer; ‐ Five Vice‐Presidents (one representing each continent) ‐ Fourteen (14) additional members.

The objectives of the Federation are:

1. To promote and encourage the development of swimming throughout the world. 2. To ensure uniformity of rules for the control and regulation of swimming. 3. To recognize mutually all suspensions of or by any country's national governing body who is a

member of F.I.N.A. 4. To devise and adapt rules for the control of competitions and publish regulations for F.I.N.A. events. 5. To frame rules for the establishment and recognition of World Records. 6. To ensure that all competitions between F.I.N.A. members, including the Olympic Games and World

Championships are held under the rules and regulations for competition of F.I.N.A. 7. To adjudicate on all matters of dispute submitted by any member of F.I.N.A. whether of an

international or national nature. 8. To supervise and control all the technical arrangements for swimming competitions that is held

between members of F.I.N.A. 9. To ensure that any country organizing official multi‐national competitions or meetings shall obtain, a

guarantee from its government to issue necessary visas without discrimination. 10. To aid and maintain contact with sport groups and other bodies whose aims and purposes are of

benefit to our sport.



Swimming/Natation Canada Founded in 1909, the Canadian Amateur Swimming Association (CASA) was formed as the sport governing body of competitive swimming in Canada. In 1987, the name Swimming/Natation Canada (SNC) was adopted as a concise bilingual alternative and to more precisely reflect the emergence of the organization as a functionally oriented not‐for‐profit corporation. Swimming/Natation Canada is a volunteer, not‐for‐profit organization. The mandate of the association is to actively direct and develop world‐class swimmers and represent Canada in the Fédération Internationale De Natation Amateur (FINA) and the International Olympic Committee. Simultaneously, Swimming/Natation Canada assists with the design, coordination and operation of educational, recreational and adult swim programs in Canada.

SNC Vision: Swimming to Win; Winning for Life!

SNC Mission: By 2008, Canadian Swimming will be aligned, accountable and performance‐oriented. SNC will do this by,

Building collaborations based on a foundation of trust Implementing and coordinating programs that cause the development and growth of a national support system for athletes and coaches

Actively listening to the input of the swimming community, and Delivering on commitments The results will be winning international medals, increased participation, investment, effective use of resources, and a solutions‐oriented positive culture.

SNC Goals to 2012: Win 3 medals in 2012 at the London Olympics

Double the number of registered swimmers to 70,000 Break every national and provincial record A progressive and organized plan is in place at all levels for swimmers, coaches and officials Double the Swimming Canada operating budget

On the competitive front, Swimming/Natation Canada's high profile national team and technical programs work to develop athletes to represent this country nationally and internationally against the best in the world.

Swimming/Natation Canada is a federation of ten provincial sections, which are each responsible for conducting competitive and recreational clubs according to the needs and desire of swimmers in each region.

In all, over 35,000 competitive swimmers are members in 350 swim clubs registered in Canada. Further, over 75,000 persons take part in national association designed competitive activities and programs. The spectrum of activities in which Swimming/ Natation Canada is involved includes coaching, officiating, sport science programs, event coordination, promotions and communications, university swim programs, swim‐a‐thons and educational swim programs. The marketing and management necessary to ensure prosperous organizational growth and the efficient use of resources to ensure optimal performances and success at Olympic and



World Championship competitions complement such programming. As an affiliated Provincial Sport Governing Body, Swim Ontario must abide by the rules and regulations set forth by Swimming/Natation Canada. Ontario's input at the National level is through its delegates to the AGM, through any Directors‐at‐Large on the Board, the Presidents Council, CSCTA and various other committees. SNC holds its Annual General Meeting in October or November every year in various locations across the country. For the latest information please refer to SNC at www.swimming.ca.

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Swim Ontario The Ontario Section of the Canadian Amateur Swimming Association (now SNC) was founded in 1922. During the early years of swimming, the majority of the swimming clubs were located in the Southern Ontario area and were affiliated with the local Y.M.C.A. In 1951, Ontario had 28 affiliated clubs and 569 swimmers. The C.A.S.A. Ontario Section changed its name to Swim Ontario in 1988 to better reflect the change at the national level.

Currently, there are 130 age group clubs and 13 universities with approximately 10,000 registered swimmers, about 500 coaches, 30,000 officials and other volunteers throughout Ontario.

Swim Ontario is the non‐profit sports governing body responsible for the organization and regulation of swimming in the province. Swim Ontario promotes excellence by structuring, regulating and supporting programs, which encourage the maximum development of each individual swimmer. It is directed by a volunteer Board of Directors, and its policies are administered by a full‐time professional staff located at the Sport Alliance of Ontario in North York.

Swim Ontario creates and enhances the image of competitive swimming as a sport that involves fun, strength, attainment of personal excellence, dedication, health, safety and discipline ‐ in short a sport of superior values.

Swim Ontario communications are managed through a number of avenues. Swim Ontario’s comprehensive mailing list allows for immediate contact to all interested parties within the province. The monthly electronic mailing of the Team Aquatic Supply (TAS) newsletter allows for formalized updates and notices. As well, Swim Ontario hosts its Annual General Meeting in the fall of every year.

For the latest information on Swim Ontario activities, articles and event calendar, please visit Swim Ontario at www.swimontario.com.

Mission Statement: Swim Ontario, its affiliates and shareholders, will provide an environment through which its participants lead Canadian Swimming on all levels.

Club, Swimmers, Coaches and Officials


Strategic Plan 2008‐2012

Vision: Leading Canadian swimming at every level. Mission Statement: Swim Ontario will deliver programs and services to provide learning, training and competitive experiences in pursuit of excellence.

Strategic Goals and Management Process

Strategic Goals: Improved Age Group Swimmer Development Improved Senior Swimmer Performance Increased Senior Swimmer Retention Enhanced Coaching Professional Development Ensure Long Term Program Sustainability

Management Process: The Swim Ontario Strategic Plan is approved by the Board of Directors for a four‐year period coinciding with the Olympic cycle. This strategic plan will be reviewed annually to ensure that the strategy remains valid.

At the beginning of each year the Executive Director, assisted by the Swim Ontario staff, will establish annual performance targets aligned with the long term strategic goals which will be presented to the Board of Directors for approval

The Executive Director will prepare a report on the results achieved during the past year, as well as an assessment of progress towards the achievement of the long term strategic goals, for presentation to the Board of Directors and the membership at the Annual General Meeting



2012 Outcomes

Improved Age Group Swimmer Development Align Swim Ontario LTADS with SNC LTADS Develop protocols and tools to track swimmer development Track competition performance at Junior Provincials Formalize and enhance Regional and Provincial Camps Develop protocols and tools to track impact of regional and provincial camps 6 Ontario clubs in top 10 at Age Group Nationals 3 Ontario clubs in top 5 at Age Group Nationals

Improved Senior Swimmer Performance Develop tracking tools to monitor Senior swimmer performance Increase number of swimmers making senior SNC tour teams Increase number of Ontario swimmers making Olympic team Increase number of swimmers winning senior National medals 3 Ontario clubs in top 10 at Senior Nationals 7.5% of Provincial Age Group records broken each year 1.5% of National Age Group records broken each year

Increased Senior Swimmer Retention Form partnership with OUA swimming community Promote Ontario Universities to club swimmers Increase number of Ontario produced swimmers staying in Ontario Support and service programs achieving CIS excellence 3 Ontario Universities in top 10 at CIS Championship Develop an Ontario High Performance swimming centre

Enhanced Coaching Professional Development Hire a provincial mentor coach by September 2009 Increase opportunities for coaches to participate on Tour Teams and Training Camps Collaborate with CSCTA and SNC to maintain database of Ontario coaches Collaborate with CSCTA and SNC to improve delivery of coaching education and assessment All Head Coaches have at least NCCP Level 2 or equivalent certification 50% of Head Coaches have at least NCCP Level 3 or equivalent certification

Ensure Long Term Program Sustainability Increase number of registered swimmers by 300 per year Grow revenue by $25,000 per year through increased membership and grants Conduct comprehensive governance and policy review



The Swim Ontario Board of Directors 6 Directors‐at‐Large 6 Regional Directors 1 Ontario Swimming Coaches Committee Chairperson 1 Ontario Swimming Officials’ Association Chairperson 1 Swimmers' Representative 1 Ontario Aquatic Hall of Fame Chairperson 1 Masters Swimming Ontario Chairperson PLUS ‐ Swim Ontario Staff (non‐voting)

NOTE: Elections to the Board are as Follows:

Directors‐at‐Large ‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐ at Swim Ontario Annual General Meeting. Regional Directors ‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐ by the Regions O.S.C.C. Chairperson ‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐ by Ontario Swimming Coaches Committee O.S.O.A. Chairperson ‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐ by Ontario Swimming Officials’ Association Swimmers' Representative ‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐ by Ontario's Nationally/Provincially Carded Swimmers Ontario Aquatic Hall of Fame ‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐ Ontario Aquatic Hall of Fame Committee Masters Swimming Ontario ‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐ Masters Swimming Ontario

The President and three Vice Presidents are elected by the Ontario Board of Directors at the first Board meeting following the A.G.M. The purpose of the Board of Directors is to manage the affairs of the Association. Though the members of the Board come to the position of Director by a number of routes ‐ as Regional Directors, as Swimmers' Representative, as chairpersons of OSOA, OSCC, OAHOF and MSO, or by election "at‐large" at Swim Ontario's AGM ‐ each is charged with the primary responsibility of serving Swim Ontario's interests ahead of any specific group.

ASSOCIATIONS OF THE BOARD: Ontario Swimming Coaches Committee Ontario Swimming Officials’ Association Ontario Aquatic Hall of Fame AFFLIATED Swimmer Representatives Masters Swimming Ontario STANDING COMMITTEES OF THE BOARD: Swimming Development Communications Finance/Administration AD HOC COMMITTEES: As required



Swim Ontario's Obligations to Member Clubs

Provincial and National Programs Administer programs that are of technical and administrative high quality. Administer programs that affect as many swimmers as possible. Complete and maintain event approval records to comply with SNC, Swim Ontario and insurance standards.

Communications Provide regular and timely communications on program and administrative matters to the membership. Host an Annual Conference/Annual General Meeting that provides an opportunity for information sharing. Maintain liaison with associated organizations (OSOA, OSCC, SNC, NOC, CSCTA, Provincial Associations)

Finance Operate within the bounds of prudent financial responsibility.

Insurance Provide the highest quality liability and accident insurance possible at a reasonable cost for our membership.

Club Administrative Assistance Provide as many quality fundraising and sponsorship opportunities as possible for club participation and programs.

Provide as many quality promotional and marketing tools for use by clubs in their efforts to promote programs and operations.

Provide administrative and technical assistance when requested.

Leadership Provide effective and responsive leadership in technical and administrative operational areas.

Records Maintain functional database records on membership, statistics, and event economic impact, finances, events and competitions, awards, history, and Hall of Fame matters.



Swim Ontario Obligations to the Ministry of Health Promotion Must have a minimum of 300 member athletes with representation in each of the Ministry’s three regions. Must have existed for a minimum of three years as a non‐share capital corporation. Must have a duly constituted volunteer Board of Directors in place. Must have financial statements for the past three years. Must collect membership dues. Must have a Board‐approved strategic planning process in place (e.g. set up as an annual/bi‐annual cycle, with appropriate resources and committees assigned and including full consideration of the PSO’s financial plans) which also addresses/strengthens expansion and development into all regions of Ontario and seamlessly links athlete development programs ‐ from the local to the national levels.

Must have liability insurance with a minimum coverage of $5,000,000.

Swim Ontario Obligations to Swimming/Natation Canada

Registration Fees Category I Provincial Registration Fees $20.00 per competitive swimmer (invoiced separately, but included in fees below) Category V Swimmer Registration Fees $15.00 – Competitive Fundamentals $35.00 – Competitive Skills $55.00 – Competitive Development $75.00 – Competitive Open $55.00 – Competitive – Open – Varsity $20.00 – University ‐ Varsity $5.00 ‐ Non‐competitive swimmer

Timely payment of all fees and financial obligations in order to maintain membership in good standing with SNC. April 1 of each year SNC competitive fees are discounted by 50%.

Programs Conduct provincial swimming programs to a standard expected by Swimming/Natation Canada (in the best manner for the swimmer).

Swimming/Natation Canada gives the provincial associations the right to "sanction" events on their behalf. Sanctions must meet SNC standards of conduct and safety.

Conduct national programs and events according to the standards and guidelines established by Swimming/Natation Canada.

Provide communication of national concerns and information to the Swim Ontario membership.

Sponsorship Respect Swimming/Natation Canada sponsors for national events and competitions (e.g. programs of which SNC has ownership)

National Swimming Championships (ALL LEVELS) National Annual General Meetings Swimming Development Programs ‐ i.e. Sears I Can Swim



Swim Ontario Office The Swim Ontario office staff co‐operatively work in the following areas:

Direct Athlete Services ‐ Athlete Assistance ‐ Performance Bonuses ‐ Recognition & Awards ‐ Athlete Information ‐ Club Grants Training & Development ‐ Tour Teams ‐ Training Centres ‐ Open Water Swimming ‐ Standards & Records ‐ Region/Club Liaison & Visits ‐ Junior Development Programs ‐ Technical Education ‐ Materials Coaching Support ‐ C.S.C.T.A. Liaison ‐ O.S.C.C. Liaison ‐ Skills Coach Training ‐ N.C.C.P. (levels 2‐3) or equiv. ‐ Coaches’ Committee Support Officials’ Support ‐ O.S.O.A. Liaison ‐ Education &

Development ‐ Officials’ Committee Support Event Support ‐ Meet Calendar

Management ‐ Bids & Procedures ‐ Event Sanction Support ‐ Provincial Meet Packages ‐ Results ‐ Risk Management ‐ Provincial Events ‐ Facility Support ‐ Investigation of

Harassment Complaints

Sponsor Services ‐ Sponsor Support ‐ Club Rebate Support ‐ Advertising ‐ Event Sponsors ‐ Paperwork/Files Fundraising Services ‐ Nevada Program ‐ Lotteries ‐ Licenses & Gaming ‐ New Program Development ‐ Swim‐A‐Thon Public Relations ‐ Ontario Aquatic Hall of Fame ‐ Swim Ontario Awards Marketing Initiatives ‐ Marketing Plans ‐ Merchandising ‐ Licensing ‐ Club Marketing ‐ Properties Association Publications ‐ Inventory ‐ Sales/Distribution ‐ Updates ‐ Controls ‐ Publications

Finance ‐ Budgeting/Accounting/

Bookkeeping ‐ Payroll ‐ Trust Funds ‐ Grants/Government Funding ‐ Banking/Investments ‐ Policy/Control/Audit/Reporting ‐ Tax Administration Registration ‐ Club Affiliation ‐ Swimmer Registration ‐ Statistics ‐ Policies/Procedures ‐ Club Information Materials Corporate ‐ Insurance/By‐Laws ‐ Minutes/Legal ‐ Board/Executive Support ‐ Meeting Support AGM Office ‐ Office Facility/Files/Records ‐ Personnel ‐ Supplies/Equipment ‐ Reception/Phone/

Correspondence ‐ Policies/Procedures Information Systems ‐ Computers/Backup ‐ Security/Training ‐ Internet ‐ Internet & Website Operations



The Office (Staff) The Swim Ontario office is responsible for:

The implementation of policy as established by the Board of Directors or the members at the Annual Meeting, promotion of Provincial programmes, the distribution and, when required, the design of materials to be used in carrying out programmes

Administrative duties which are the normal requirements of an administrative office The liaison with outside agencies, organizations and government. Receiving, investigating and, where possible, resolving complaints received pursuant to the SNC Harassment Policy.

Financial Management Swim Ontario provides a variety of programmes and services to support its members in their pursuit of excellence. The programmes are supported financially from a number of sources including:

Ministry of Health Promotion Provincial Sponsors Marketing, Fundraising and Sales programmes administered by Swim Ontario

In order for Swim Ontario to access and maximize these various funding sources, it must adhere to the eligibility and reporting requirements of each funding agency as well as adopt a strategy and philosophy, which will allow Swim Ontario to achieve its objectives.

Financial assistance received from the various sources goes a long way to support officiating, coaching and athlete programmes. Descriptions of the programmes can be found in this manual. For detailed information on funding and application procedures please contact the Swim Ontario office at (416) 426‐7220.

Budgeting Swim Ontario's budgeting process is quite extensive. This consultative process requires Board input and approval, and is carefully monitored on an on‐going basis.

Club Visitation Programme Swim Ontario's Club Visitation Programme is designed to introduce member clubs to Swim Ontario's services and operation. Visitations can be arranged through the Swim Ontario office. This programme has become increasingly more popular, with clubs wanting to educate and inform new members. Visitations by staff and/or Board members are free of charge.



Swim Ontario Structure Board of Directors (17 + non‐voting staff) Executive Committee Committees of the Board Finance‐Administration Communications Swimming Development Ontario Swimming Coaches Committee

Ontario Swimming Officials Association

Masters Swimming Ontario

Ontario Aquatic Hall of Fame

Ontario Carded Swimmers

6 Regions Central

East Huronia North‐East North‐West West

Affiliated Clubs & Swimmers

Non‐competitive Competitive Fundamentals, Competitive Skills and Competitive Development, Competitive Open and Competitive Open‐Varsity

University Varsity Limited Event

Other Entities Parks & Recreation Aquatic Agencies OFSAA Health & Fitness Clubs Private Swim Schools Lifesaving Red Cross I Can Swim



Swim Ontario Board & Staff Structure

Swim Ontario Management Committee President Advise/Consult Executive Director Control/Direct Plans/Budgets Control/Direct

Chairperson Swimming Development Advise/Consult Swimming Development ‐ Committee Plans/Budgets Staff (Designated) Chairperson Finance/Administration Advise/Consult Admin./Finance

‐ Committee Plans/Budgets Staff (Designated)

Chairperson Communications Advise/Consult Communications ‐ Committee Plans/Budgets Staff (Designated)

SWIM ONTARIO BOARD OF DIRECTORS



Swim Ontario’s Privacy Policy Personal Information Protection & Electronic Documents Act (PIPEDA) Regulation As of January 1, 2004, the federal government is enforcing the PIPEDA (Personal Information Protection & Electronic Documents Act). The Act regulates the collection, use and disclosure of personal information. Swim Ontario, in essence, is asking its members to allow personal information such as name, address, date of birth, e‐mail addresses, telephone numbers, etc., on their families to be entered electronically on a club and national database. Hard copy lists are also on file at the Swim Ontario office. They are kept in a secure location to which no one other than Swim Ontario staff has access. The Executive Director is the appointed designate for overseeing the data collection process and is ultimately accountable for compliance with this policy. Purpose of Information Collection This information is necessary to allow our athletes to train and compete in an age appropriate environment, and to have personal information on hand when direct contact is necessary. The latter also applies to volunteers and coaches. Swim Ontario also collects donor information for Swim‐A‐Thon tax receipt purposes. Security & Safeguards The database used for national registry is secure, and personal information is not accessible to the general public. Each Club’s registrar has access to the database only as it pertains to club members. Swim Ontario, as the parent organization, can access personal information on all its registered members. Swimming Canada uses the database to determine total registration numbers, rankings, as well as meet results, for the entire country. Passwords are mandatory for all identified groups to access required information. Limited Use of Information Personal information is not divulged to anyone without prior permission from the family. Swimming Canada also accesses the information for statistical and tracking purposes. Meet managers need name and date of birth (DOB) for swimmers entering competitions. Names, ages, and event results are published electronically as well as in hard copy format after the conclusion of competitions. Other personal information is not made available at any time without prior contact with the coach or the parents/guardians of under‐aged swimmers. Consent & Withdrawal Thereof Swim Ontario requires consent from each family to continue with this practice. Each club registrar keeps a signed consent form on file for each registered member (athletes, volunteers, coaches, etc.) until such time at which a member wishes to withdraw consent or leaves the organization. Withdrawal of consent for the use of personal information must be received immediately in writing by the Executive Director of Swim Ontario. Personal information is kept on file for the duration of a member’s participation in Swim Ontario programs. At the end of each season (August 31), the data is archived and will only be re‐activated for those members who re‐register with the association. After six (6) years, all outdated information will be purged entirely from the SNC Swimmer Registration System database. Hard copy lists are kept at the Swim Ontario office for a period of no more than two years, after which time they are destroyed.



Individual Access Swim Ontario will be happy to provide registered individuals with personal data as it appears on the SNC Swimmer Registration System database within 30 days of receipt of a written request. Complaints Complaints are to be directed to the Executive Director of Swim Ontario who will attempt to remedy each situation as it arises expeditiously and in strict confidence.



Swim Ontario Harassment Policy Swim Ontario supports Swimming/Natation Canada’s Harassment Policy, the full text of which is reproduced below.

Swimming/Natation Canada's Harassment Policy Preface:

Swimming/Natation Canada ("SNC") is committed to providing opportunities for every individual in the sport of swimming to reach his or her maximum potential in fitness and excellence. In keeping with the spirit of this commitment, SNC does not tolerate any form of harassment and undertakes to protect all members regardless of their race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, sexual orientation, disability, age, marital status, family status or record of offence, from harassment by other members, officers of SNC, officials, organizers, coaches, club mates, those associated with swimming from within or outside its membership, and any other member of SNC with whom they may have contact. This policy is directed towards the protection of members from harassment which may occur:

during the course of business or events of or sanctioned by SNC or by a Provincial Section, or within a club, which is a member of or affiliated with, SNC; or

outside of such business, events, or clubs where there may be repercussions in the work or club environment adversely affecting the members' swimming relationships.

"Member(s)" includes swimmers and clubs registered with SNC, CSCTA (coaches), officers, Board Members, Executive Committee, Committee members, of SNC, Provincial Sections and clubs, Chief Executive Officer and Staff of SNC, and Executive Directors and Technical Directors and staff of Provincial Sections.

Definition of Harassment Harassment takes many forms but can generally be defined as behaviour including comments and/or conduct which is insulting, intimidating, humiliating, hurtful, malicious, degrading or otherwise offensive to an individual, or groups of individuals or which creates an uncomfortable environment. While this policy applies to all members of SNC and to any form of harassment, specifically prohibited is harassment on the following grounds: race, ancestry, place of origin, colour, ethnic origin, citizenship, creed (religion), sex, sexual orientation, disability, age, marital/family status or record of offence. Harassment may include:

written or verbal abuse or threats; sexually oriented comments; racial or ethnic slurs; unwelcome remarks, jokes, innuendoes, or taunting about a person's body, attire, age, marital status, ethnic or racial origin, religion;

displaying of sexually explicit, racist or other offensive or derogatory material; casual, racial, ethnic or religious references;

practical jokes which cause awkwardness or embarrassment, endanger a person's safety, or negatively affect performance;

unwelcome sexual remarks, invitations or requests whether indirect or explicit, or intimidating;

leering (suggestive staring), or obscene or offensive gestures; condescension, paternalism or patronizing behaviour which undermines self‐respect or adversely affects performance or working conditions;

physical conduct such as touching, kissing, patting, pinching; vandalism; or



physical assault.

Reprisal As part of an individual's right to freedom from harassment, SNC members are protected from reprisal or the threat of reprisal. Reprisal may include situations in which a member is: denied or threatened with denial of promotion, advancement, training, or other related opportunities or benefits (e.g., team selection);

disciplined or threatened with disciplinary action; or dismissed or threatened with dismissal,

on the sole basis of: rejecting the sexual advances of a person in authority who could, or who could be perceived to, have influence over swimming or work related decisions affecting the member; or

having made a complaint of harassment.

Reprisal may also include situations involving co‐member(s) who, because the member has made a complaint of harassment, continue or escalate the harassment, ostracize or isolate the member, and/or engage in any behaviour with the intent to intimidate, threaten, humiliate, hurt or adversely affect the performance or working conditions of the member.

Procedure forms of harassment. SNC is committed to creating and maintaining a supportive sport environment free of all Board/committee members, executive committee members, staff, coaches and managers of SNC, Provincial Sections and clubs are responsible for preventing and discouraging harassment by:

understanding and upholding the principles of this policy; not engaging in behaviour contrary to this policy; ensuring that all members are treated fairly and equitably; communicating SNC's object to create and maintain an harassment‐free sport; not allowing or condoning behaviour contrary to this policy; and taking all complaints of harassment seriously by investigating complaints in a thorough and sensitive manner and taking prompt action to resolve the situation in accordance with procedures outlined:

Any person who has authority to prevent or discourage harassment will be held responsible for failing to exercise this authority. All members of SNC have a responsibility not to harass any other member. Members who experience harassment are encouraged to make it known to the harasser that the behaviour is offensive and/or to report the incident(s) in accordance with complaint procedures. Members who witness harassment or who become aware that a member is being harassed are encouraged to report the incident in accordance with the complaint procedures:

Complaint Procedures Members who experience harassment are encouraged to make it known to the harasser that the behaviour is offensive and contrary to SNC policy. If confronting the harasser is not possible or if after confronting the harasser the harassment continues, the member should report the incident(s) to an individual at the appropriate level. It is expected that the matter will be dealt with at the level at which the incident occurred (for example: a club level incident, by the club, a Provincial level incident, by the Provincial Section and a National level incident, by SNC).



If this avenue is either unavailable or inappropriate, complaints may be made directly to:

at the SNC level: a harassment officer, the President of SNC, the Chief Executive Officer, any member of the SNC Executive Committee, any member of the SNC Board of Directors, any chair of any SNC committee, any SNC coach, manager or staff member; who in turn will direct the complainant to a National appointed harassment officer;

at the Provincial level: a harassment officer, the President of the Provincial Section, the Executive Director, any member of the Provincial Section Executive Committee, any member of the Provincial Section Board; a provincial section coach with membership in CSCTA; who will direct the complainant to a Provincial, or National harassment officer; or

at the club level: a club‐appointed harassment officer, the club President or any member of the club Executive Committee; a club coach with membership in CSCTA who will direct the complainant to a club‐appointed harassment officer, Provincial or National harassment officer.

The complainant may choose to bring the complaint to the level of their preference. Members are encouraged to report incidents of harassment. Members who bring the incident(s) to the attention of SNC will receive the full support of SNC. Complaints will be addressed in a sensitive, responsible and timely manner, ensuring confidentiality. SNC expects Provincial Sections and member clubs to react in the same way. Members who experience harassment because of their sex, race, religion, ethnicity, place of origin, disability, age, sexual orientation or family status in most if not all Provinces are specifically protected under their respective Provincial Human Rights Code and have the right to file their complaint with their respective Provincial Human Rights Commission.



Complaint Investigation and Resolution The above complaint procedure sets out a number of avenues for reporting incidents of harassment. Once a complaint is reported, immediate action must be taken as follows:

the complainant must make first contact as outlined above; the person receiving the first contact will outline avenues open to the complainant and direct the complainant to a harassment officer at the appropriate level;

the harassment officer will initiate an investigative process using "The Harassment Investigative Procedures" as outlined in the "Harassment Investigative Skills Manual";

the harassment officer will inform the complainant of the procedure to be followed and discuss and agree to extent of confidentiality;

the complaint must be documented and immediately forwarded to the harassment officer. Forms can be provided for such purpose.

where appropriate, the harassment officer must immediately appoint a tribunal to investigate the incident(s). This will require notification and consultation, on the composition of the tribunal, with persons at the appropriate levels, i.e. club or section presidents, chairperson of SNC or Chief Executive officer. This will be done in confidence without divulging the complete nature of the complaint or the identity of the complainant.

the documented complaint will be immediately forwarded to the chair of the tribunal; the harassment officer and the SNC person at the appropriate level (Chief Executive Officer, SNC president, club or section president) must ensure that an investigation is initiated.

where possible the harassment officer at the appropriate level shall serve as chair of the tribunal and guide the investigation process.

All complaints of harassment must be investigated by the appointed tribunal to determine the nature and circumstances of the incident(s) and to determine appropriate resolution. Resolution of a complaint of harassment, where there is a finding of harassment, may result in admonishment, reprimand, suspension for a period of time, suspension from SNC, Provincial Section or club activities (at the appropriate level), suspension from participation in or attendance at competition or competitions, and suspension for life, (but not in a fine or monetary penalty) as may be determined by the tribunal; provided, however, that any suspension from any competition or any suspension from membership shall be only with the approval of the SNC Executive Committee and in accordance with SNC By‐law No. 2: A By‐law Respecting the Suspension of Members.

Further information regarding harassment issues may be obtained from the following: Ontario Human Rights Commission www.ohrc.on.ca Ontario Women's Directorate www.gov.on.ca/owd/ Ontario University Athletics www.oua.org Canada Centre for Ethics in Sports www.cces.ca

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Issue Resolution

If an issue arises with which the club cannot deal adequately, the proposed flow chart below may help.

Problem (course of action)

from

Club to

Regional Representative (OSCC/OSOA) or Regional Director

to

OSCC/OSOA Chairperson, Swimmers’ Representative or Swim Ontario President

to

Swim Ontario Board Of Directors to

Swimming/Natation Canada Administrative concerns should be directed to:

Swim Ontario 3 Concorde Gate Suite 206 North York, Ontario M3C 3N7 Telephone (416)‐426‐7220 Fax (416)‐426‐7356 E‐mail [email protected]

mailto:[email protected]�



Regional Boards Regional boards reflect our province’s geographic diversity. The only position required by Swim Ontario is the Regional Director. This position sits on the Swim Ontario Board of Directors and participates in an assigned Committee. The balance of functions and roles, along with their numbers (for example two coach’s representatives within Central region) are the prevue

A Regional Director is elected by the members of a particular region and is the main liaison between the Regional Executive, the members of the region, and the Swim Ontario Board of Directors. Regional Board members provide leadership and guidance to the Regional Director and assure alignment with Swim Ontario strategy and goals. Although, the Regional Board Member is focused on a particular region they still have an obligation to serve the entire membership.

Swim Ontario divides the province into six regions: Central, Eastern, Huronia, Northeastern, Northwestern and Western.

Regional Board of Directors ‐ (a Sample Format) Regional Executive Regional Director ................................Also member of the Ontario Board of Directors Assistant Director Secretary Treasurer Program Coordinator Officials’ Chairperson(s) ......................Also member(s) of the OSOA Coaches' Representative(s) .................Also member(s) of the OSCC and CSCTA Election Procedure Regional Executive is from an election by the general membership at the Regional A.G.M.

Coaches' Representative(s) ‐ elected by Regional Coaches

Officials’ Representative(s) ‐ elected by Regional Officials



The Club, Swimmers, Coaches and Officials

Affiliation – The Club Swim Ontario By‐Laws (excerpts) – please note every attempt has been made to keep references to By‐Laws up to date. If in doubt, please refer to current by‐laws to find the exact wordings and direction.

Swim Ontario By‐Laws define the word Club to mean: "Any organized group of persons associated for the purpose of swimming and registered as a Class III Member of Swim Ontario." (ARTICLE 1 Interpretation Section 1.01 Definitions).

Membership in Swim Ontario (General Policy) is open to any corporate body or group of persons organized for the purposes of teaching swimming, or providing training in the sport of competitive swimming and its athletes are amateurs registered with Swimming/Natation Canada and may include:

(i) Private aquatic or swimming clubs; (ii) Swimming clubs or swim teams associated with schools, colleges or universities, playground or

recreational organizations, youth organizations such as YWCA, YMCA, CYO, Armed Forces of Canada, special organizations such as Sport for Disabled or an institute for the deaf.

All clubs shall consist of at least one (1) registered swimmer, one (1) Head Coach and one (1) Club Director and Swim Ontario recommends that all clubs be incorporated (see Coach Section of the Club Manual).

To become affiliated with Swim Ontario requires a prospective club to show benefit to the swimming community both within their region and the province. The process involves submitting documentation both to the regional and provincial boards simultaneously with a prescribed window of opportunity. The onus is then on Swim Ontario and its boards to return a response within a prescribed period of time.

PROCEDURE # M‐001‐01 AFFILIATION OF A NEW CLUB POLICY AND PROCEDURE – amended January 2011

Procedure Responsibility for recommending approval or denial of club affiliations and changes to club names and/or call letters rests with the Executive Committee of the Board of Directors of Swim Ontario (Executive Committee). The Executive Committee will request input and consideration from the Region into which any new club will be placed. The entire Board of Swim Ontario will vote on the recommendation of the Executive.

Regulations 1. All applications for affiliation of a new Member Club or change to a current Club name and/or

call letters must be submitted simultaneously to the appropriate Regional Director and the Executive Director of Swim Ontario.

2. Application Period. I. Applications for affiliation of a new Club will follow a cycle within which a review,

approval and commencement will occur. The process will only begin with the receipt of application materials.

II. Applications for club affiliation or changes to club name and/or call letters can be received at any time through the season and the deadline is March 31.

III. The review process will only take place once each year beginning April 1. 3. Review Period. The Executive Committee will undertake a review of the application focusing

specifically on



i. Club name and call letters 1. Your club name will not be accepted if the geographic component or

city you selected has already been issued or deemed to infringe on the recognition of existing clubs within Canada. In addition, requests will not be approved if they are determined to be objectionable.

2. Change to club name and call letters 3. Swim Ontario staff will review the request to ensure that no

duplications occur prior to the executive reviewing the application. 4. The club name or call letters can only take effect on September 1st of

any given membership year and as such will only be approved accordingly.

ii. Coaching accreditation and swimmer coverage 1. Expectation of minimum standards are defined by consultation with

Executive, SO staff and SDC 2. Formal review from CSCTA and SO staff and other professional

organizations (if required) iii. Pool time contracts and comparative measured impact on surrounding clubs

1. Zero impact is ideal but if there is encroachment it must be measured and not be to the material detriment of existing clubs.

iv. Introduction of new swimmers to Swim Ontario 1. The transfer of swimmers from an existing Swim Ontario club to a new

club is not recommended and should not be included in the new club census.

v. Sound Business practices 1. The new club must be able to demonstrate sound business

fundamentals lasting beyond the first year of operation.

A report from the Executive Committee will be sent to the following so that along with commenting on the report they can provide specific input.

• The applicant. Provide an opportunity to clarify identified concerns. • The Region. To provide insight to the region’s geography and competitive

environment. • Local Clubs. To provide insight to the pools and swimmers within their

immediate area.

Responses to this report, including declining comments, shall be returned within 14 days.

4. Approval Period. A report from the Executive Committee on the application shall be sent to the entire Board for consideration with adequate notice for reading. This report will highlight the major aspects of the application highlighting any concerns. This report will,

i. Consolidate information from all parties ii. Provide a response for acceptance or rejection iii. Acceptance may include adjustments to any area of the application including

but not limited to, 1. Name change 2. Capitalization 3. Coaching coverage 4. Extended period of probation (up to five years)

iv. Commencement of new club operations following ratification by the Board (September 1st).



5. Ratification. The Executive’s report will be distributed to the full Board not less than 1 week before the convening of a board meeting. The President shall identify a day for which a full board meeting shall be held in person and utilizing conference calls as an option of last resort. The entire board will review the information collected and proceed according to the following agenda.

i. Notice of motion to support or deny the application ii. Executive member supporting the decision to provide update and input iii. Regional Director shall comment on the application iv. Board members will be polled if they seek to make comment v. Board member question and answer vi. Vote.

Notification of the vote shall be embedded within the minutes of the meeting. Applicant shall be notified within 48 hours of the meeting.

VOTING PRIVELEDGES Section 4.04 Class III Members (Clubs)

(a) Qualification Class III Members shall be all clubs which have applied for membership and are

registered with Swim Ontario as Class III Members. (b) Voting Each Member Club shall have full vote, voice and privilege equal to every other Member

Club through its Delegates as follows: (i) Each Member Club shall be entitled to that number of votes based

on the number of paid competitive swimmers registered with Swim Ontario twenty‐eight (28) days prior to the date of any Annual or Special Meeting where this voting privilege can next be exercised. Votes shall be cast by a Class III Delegate appointed or elected by each Member Club and duly registered with Swim Ontario prior to the call to order of the Annual or Special Members meeting.

(ii) The status of "Probationary Member" ‐ applicable to all new clubs for at least twelve (12) months, following the acceptance by the Provincial Board of their “application for membership”, until granted full Member Club standing; Voting Privilege ‐ None

(iii) The status of “Suspended Member" ‐ applicable to any Member under suspension (By‐Law No. 2); Voting Privilege ‐ None

Reg. Swimmers Votes Delegate Entitlement 1‐50 1 1 Class III Delegate 51‐100 2 2 Class III Delegates 101‐150 3 3 Class III Delegates Over 150 4 4 Class III Delegates

Class III Delegates shall be entitled to vote only for their own Member Club. (c) Term



Each Class III Member shall remain a Member provided that it is registered with Swim Ontario, or until it withdraws as a Member or until its membership with Swim Ontario is suspended or terminated.

Clubs must pay an annual fee to Swim Ontario in order to maintain membership. This is known as a club affiliation fee. This fee pays for membership from September 1st to August 31st. Fees must be paid by August 31st in order to register swimmers on SwimMeet.ca. Failure to pay will keep clubs off the system and parents, swimmers and others within the club will be denied access.

Affiliation Fees Club affiliation fees are based on the total number of swimmers registered with Swim Ontario on August 31st of the previous year.

Clubs are charged $5.00 per swimmer (+applicable taxes) Minimum $100.00(+applicable taxes) to a maximum or $1000.00 (+ applicable taxes].

Procedure # M – 001 ‐ 02 1. Policy Statement: There are certain members that are continually and persistently delinquent in paying outstanding accounts payable to Swim Ontario. It is the decision of the Board of Directors that a procedure be put in place to ensure the organization is encouraging payment of these outstanding accounts and when necessary, ensure consistent application of penalties.

Club Re‐affiliation Club affiliation (Sept. 1 ‐ Aug. 31) must be renewed annually. DEADLINE: SEPTEMBER 1ST. Club Registrars will not have access to SNC registration system until affiliation requirements are met. Club registrars are responsible for keeping accurate club contact information up to date on the on‐line registration system and on the Club Profiles on the Swim Ontario website.

To provide the quality of service and delivery of the highest caliber swimming Swim Ontario has set minimum expectations for the coaching staff found within a club. Anyone designated by a club to work with or around swimmers (as a coach, trainer or other term) will be registered with the Canadian Swim Coaches and Teachers Association, Swimming Canada and Swim Ontario.

Coaching Staff 25/10/03 It is required that every club of Swim Ontario employ coaches (paid or volunteer) as follows:

Head Coach ‐ certified at a minimum of NCCP Skills Coach and a member of SNC, Swim Ontario & CSCTA.

Due to the changes in the NCCP program and the current delivery method the following temporary procedure is in place.

For period September 1, 2009 – August 31, 2010 coaches with proof of a minimum Fundamentals “CERTIFIED” status may register as a SO competitive coach and have the privilege of coaching unsupervised on deck during practice or training sessions only. Fundamentals “CERTIFIED” status coaches are only eligible to coach at Swim Ontario sanctioned competitions with proof of direct and active supervision from a minimum Skills Coach “CERTIFIED” coach.



For period September 1, 2010 – August 31, 2011 coaches with proof of a minimum Skills Coach “IN TRAINING” status may register as a SO competitive coach provided they show proof that a minimum Skills Coach “CERTIFIED” is in a direct and active supervisory roll. Skills coach “IN TRAINING” status coaches are only eligible to coach at Swim Ontario sanctioned competitions with proof of direct and active supervision from a minimum Skills Coach CERTIFIED coach.

For period September 1, 2011 and beyond coaches with proof of a minimum Skills Coach “CERTIFIED” status may register as a SO competitive coach. Those coaches with Skills Coach “IN TRAINING” status may register as a SO competitive coach provided they show proof that a minimum Skills Coach “CERTIFIED” is in a direct and active supervisory roll. Skills Coach “IN TRAINING:” status coaches are only eligible to coach at Swim Ontario sanctioned competitions with proof of direct and active supervision from a minimum Skills Coach CERTIFIED coach.

While each club’s registrar is responsible to enter all active coaches on the SNC Swimmer Registration System database, each individual coach, regardless of level of certification, must also be registered with the CSCTA, this registration process is also available on the SNC Registration System database. All coaches are expected to register either directly or through the club registrar concurrently with www.swimmeet.ca. Membership cards will have to be presented at all provincial championships.

Swim Ontario Coaches' Membership Fee Clubs are required to pay a $100.00 Club Coach Membership fee. Additionally clubs are required to ensure every coach is registered on‐line with SNC/Swim Ontario/CSCTA . As of 2010‐11 CSCTA registration will be on the SNC system as well, however 2 invoices will be created and CSCTA fees made directly to CSCTA. All coaches, regardless of their level of certification/experience, must be registered in order to work in the coaching profession. Their names and current residential contact information must be entered on the SNC Swimmer Registration System database. Unregistered coaches are not permitted on deck.

ASSOCIATIONS Swim Ontario adopts the National Associations Procedure.

Procedure 1. Clubs and University teams must register with their Provincial Section (PS) as individual clubs 2. Two or more Clubs and/or University teams may apply to their respective PS to form an Association 3. A Club and/or University team may be a member of only one Association at any given time 4. A registered Association will not be granted voting status within the provincial or national jurisdictions 5. Athlete transfer procedures are not affected by the existence of an Association; however, swimmers moving within clubs in an association may still compete for the Association during the unattached period 6. PSs will set their own annual association fees, payable no later than October 31st of each year, or upon approval of new Association status by the Executive Director / Technical Director Operating Structure: 1. Associations must be incorporated by their respective provincial jurisdiction as legal entities (a registered ”not‐for‐profit” society or a “for profit” business) 2. Associations must have signed written agreements by the President and Head Coach of each program or club

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3. Associations must have a constituted Board of Directors and a formal decision‐making structure 4. A Technical Director or Consultant must be named whose role is to improve the quality of swimming in the Association; specifically, the Technical Director will create an annual plan that includes regularly planned Association training sessions, training camps, coaching education/mentoring opportunities, ancillary activities and a competition schedule, to be submitted to the PS Executive Director/Technical Director prior to September 30 of each year 5. A Club and/or University team may join an Association at any time 6. A Club and/or University team may not transfer or change Associations except after Summer Nationals and prior to September 30 each year 7. A Club and/or University team may compete as an individual club/team, or their respective Association at any competition, but all swimmers of the program must compete as that entity for the entire competition Annual Review: Associations will be reviewed on an annual basis by the Executive Director / Technical Director of the PS. The purpose is to ensure compliance to requirements stated in the Operating Structure. The Executive Director will give non‐compliant Association(s) a three‐month period to make the appropriate changes to their operating structure. Failure to comply will result in suspension of the Association. Application Process: When applying for status as an Association, the application must submit to the respective Executive Director: 1. Proof that the Association is a legal entity within their province. 2. A formal written agreement signed by the President and Head Coach of each Program. 3. A list of the Association’s Board of Directors and Technical Director/Consultant. 4. An outline of the Association’s formal decision making structure. 5. An outline of the Association’s annual Training Plan, including: training opportunities, training camps, coaching education/mentoring opportunities, ancillary activities and a competition schedule. 6. Expected results and Performance Measures for Years 1, 2 and 3.

Financial Default The member is in “Financial Default” when: Member has an outstanding account – any debt, including gold bonus, owed by a member longer than 30 days, after the issue of an invoice by Swim Ontario.

Swim Ontario has an escalating response to member clubs which find themselves in default. The tools at Swim Ontario’s disposal include (but are not limited to) fines, withholding sanction and ultimately the withholding of all member rights.

When a member is in “Financial Default”, Swim Ontario will adhere to the following progressive procedure:

a) No additional credit is to be granted the member. b) Interest is to be charged on all payables or part thereof outstanding 30 days or more, after

the issue of an invoice by Swim Ontario, at the rate of 2.0% per month, from the 31st day. c) When an account payable is outstanding for 60 days or more, a new invoice issued and no

swim meet Sanctions for meets are to be granted and any swim meet Sanctions previously granted are withdrawn immediately. Sanctioning Officer, Regional Director, in the appropriate Region, and Management Committee will be notified immediately of the situation.



d) When an account payable is outstanding for 60 days or more, the member will be declared “not in good standing” and will be unable to vote at the Swim Ontario Annual General Meeting as per Swim Ontario By‐law No. 1.

e) When an account payable is outstanding for 90 days or more, Management Committee will review the situation and recommend to the Board of Swim Ontario to suspend all member rights and privileges and notify the member in writing of same as per Swim Ontario By‐law No. 2.

f) When an account payable continues to be outstanding beyond 120 days, steps will be taken by the Board of Swim Ontario to terminate the membership as set out in Swim Ontario By‐law No.1 & 2.

Termination of Membership There is any number of reasons that Swim Ontario may undertake to terminate membership. As well members themselves may be obliged to terminate membership should they be unable to provide prescribed services or submit fees.

The status of “suspended member” applicable to: ‐ any member under suspension (By‐law No. 2); Voting Privilege – None Swim Ontario By‐law No. 1 Section 4.04 (b) (iii)

Section 4.09 Termination of Membership

Subject to the Right of Appeal set out in By‐law No. 2 of the Association, membership shall be terminated if:

a Member withdraws by delivery of written notice of such resignation to the Secretary, which resignation shall take effect upon delivery;

a Member fails to pay such registration fees as may be determined from time to time by Swim Ontario or otherwise fails to comply with all other registration policies of Swim Ontario. A motion to terminate shall require a quorum of seventy‐five percent (75%) of the Board. The decision must be unanimous:

at a Members’ Meeting called for the purpose of considering Termination of any Member, a resolution of the Members entitled to vote is passed by not less than seventy‐five percent (75%) of the votes cast on the question of the Termination of the Member:

a Member is terminated in accordance with the provisions of the By‐Law or any policy relating to Suspension;

A member dies or ceases to be a legal entity in good standing.

There is also the potential for Swim Ontario to take action with clubs who are no longer operating as responsible members of the organization. Membership with Swim Ontario is based on prompt payment of prescribed fees and charges, honourable and ethical behaviour of the clubs and more. Our members are responsible for ensuring the actions of their club do not bring this sporting organization into disrepute.

Swim Ontario By‐law No. 2 Section 3.01 Cause

Any member may be suspended by the Board. Members may be suspended for: a) non‐payment of Swim Ontario fees, dues, levies, assessments and charges b) cause

“Cause” shall include, but shall not be limited to, the following: a) disqualification for unethical or unsportsmanlike behaviour in a regional, provincial,

national or international competition b) failure to comply with the rules of Swim Ontario, including internal policies of Swim

Ontario, or



c) suspension by FINA, AFC, or SNC

Section 3.03 Appeal Every member who has been suspended/terminated shall have a right of appeal in accordance with internal policies and procedures set out by the Board from time to time.

Section 5.01 Penalty Persons infringing any rules of FINA, AFC, SNC, Swim Ontario or any Provincial Section, whether related to a competition or not, shall be liable to such penalties, including Termination, for such periods as may be determined by Swim Ontario, SNC or AFC.

Member Club Participation

Rights and Privileges A Member Club's formal affiliation with Swim Ontario brings certain rights and privileges to the club and to its members:

The right, subject to eligibility, for its members to compete as registered swimmers at sanctioned swim meets. (Swim Ontario, SNC, FINA)

The opportunity to benefit from the administrative, technical and educational resources of Swim Ontario. The opportunity to participate in various fundraising activities as arranged or sponsored by Swim Ontario. The privilege of general liability insurance coverage for its members whenever they are competing or training (access to the Optional Insurance Programme).

The opportunity to attend Swim Ontario's Annual General Meeting and have voting privileges at the AGM as per Swim Ontario By‐Laws.

The right to regional financial support for clinics, seminars, workshops and financial support through Swim Ontario, the Ministry of Health Promotion and Swimming/Natation Canada.

The privilege to receive Swim Ontario bulletins, memos, up‐date information, club mailing lists. The right to access all Swim Ontario services as outlined in the Club Manual. The right to apply for and host a Swim Ontario sanctioned invitational meets.

Duties and Obligations A Member Club's formal affiliation with Swim Ontario brings with it a number of duties and obligations for the club and its members:

The commitment to abide by the By‐Laws of Swim Ontario. The obligation to pay dues, fees and levies as may be determined by the Swim Ontario (i.e. affiliation, swimmer & coach registration, meet sanction, gold bonus).

The responsibility to recognize that Swim Ontario is an association of volunteers committed to excellence in swimming, and that its survival depends to a large part on the voluntary contribution of time and energy by its parent members.

The responsibility to employ coaches (paid or volunteer) as follows: Head Coach ‐ certified at minimum NCCP Skills Coach and a member of SNC, Swim Ontario, & CSCTA. Assistant Coach (es) (responsible for conducting practices on their own) ‐ certified at a minimum of NCCP Skills Coach and a member of SNC, Swim Ontario & CSCTA.

Coach (es)‐In‐Training who are not yet fully certified at NCCP Skills Coach ‐ member of SNC, Swim Ontario & CSCTA, actively pursuing their NCCP Skills certification, and under direct supervision of a certified coach during all practice sessions. This applies regardless of whether or not the facility supplies lifeguards.



As of September 1, 2010 coaches will register for CSCTA/SNC/Swim Ontario on the SNC system, however 2 invoices will be created and CSCTA fees sent directly to CSCTA. All coaches, regardless of their level of certification/experience, must be registered in order to work in the coaching profession. Their names and current residential contact information must be entered on the SNC Swimmer Registration System database. Unregistered coaches are not permitted on deck at competitions.

The responsibility to provide adequate and safe training facilities and equipment to enable swimmers to develop in the sport.

The obligation to abide by established safety procedures for all training and competition sessions. The obligation to assist Swim Ontario in the hosting of competitions and developing qualified officials. The duty to contribute to the affairs of Swim Ontario by ensuring that one of its members attends the Annual General Meeting.

The obligation to participate in all eligible Swim Ontario Championships.

Member Club (Summer)

Rights and Privileges (From April 1st-August 31st) See paragraphs 1 – 4 of Members Clubs The opportunity to attend the Swim Ontario AGM, but not entitled to vote. The privilege to receive Swim Ontario bulletins, memos, up‐date information, club mailing lists! (during affiliation period).

The right to apply for a sanction and host Swim Ontario sanctioned summer competitions.

Duties and Obligations (From April 1st - August 31st) The commitment to abide by the By‐Laws of Swim Ontario. The obligation to pay dues, fees and levies as may be determined by Swim Ontario (i.e. affiliation, swimmer & coach registration, gold bonus the responsibility to provide appropriately qualified coaches. (see policy below)

The responsibility to provide adequate and safe training facilities and equipment to enable swimmers to develop in the sport.

The obligation to abide by established safety procedures for all training and competitive sessions.

Coaching Staff It is required that every club of Swim Ontario employ coaches (paid or volunteer) as follows:

Head Coach ‐ certified at a minimum level Skills Coach and a member of SNC, Swim Ontario & CSCTA.

Assistant Coaches (responsible for conducting practices on their own) ‐ certified at a minimum of NCCP Skills Coach and a member of SNC, Swim Ontario & CSCTA.

Coaches‐In‐Training (who are not yet fully certified at NCCP Skills Coach) ‐ members of SNC, Swim Ontario & CSCTA, enrolled in NCCP Skills Coach for a period not to exceed 1 year, and under direct supervision of a certified coach during all practice sessions. This applies regardless of whether or not the facility supplies lifeguards

As of September 1, 2010 coaches will register for CSCTA/SNC/Swim Ontario on the SNC system, however 2 invoices will be created and CSCTA fees sent directly to CSCTA. All coaches, regardless of their level of certification/experience, must be registered in order to work in the coaching profession. Their names and current residential contact information must be entered on the SNC Swimmer Registration System database. Unregistered coaches are not permitted on deck.



Registration At the start of the 2008‐2009 season Swim Canada with the support of Swim Ontario and all provincial sport organizations moved to a national registration system; www.swimming.ca/registration.aspx. The registration system is mandatory to ensure

Data accuracy Validity of swimmer, club and coaching registration Standardization of the sanctioning process

This programme also connects registered athletes with their personal results at all types of competitions the results of which are submitted to the general database. From this programme, swimmers and their coaches may obtain performance summaries, rankings, and other statistics for an entire season, if desired.

Registrar At the heart of the system is the Club Registrar. Clubs must appoint a designated registrar via a waiver form signed by the Registrar and the President. The Registrar receives a password with which he/she only may access the club’s database to make changes at the beginning of each season and throughout the swimming year. This programme provides the provinces as well as the swim clubs and SNC with a standard method of tracking and reporting swimmer, coaching and officials’ information.

The login information is maintained by Swim Ontario and the forgotten password option sends the login info to the email of the person who is set up as the Registrar. If this information is not known by the club an email to Swim Ontario will begin the process of defining a new Club Registrar.

The Registrars information section (My Info) allows the club Registrar to define and maintain information about themselves and their account.

The Club Info section allows the Registrar to promote a club to the world! The information entered here will feed directly into the See Yourself Swimming and Swimming Canada “Find a Club” tool. There is a mapping tool which will allow a new member to look up clubs based on geographic location, then find out more about each club near their location by reviewing the information provided here.

Your Club Type setting is controlled by the Provincial Office. Options include Age Group, University and Masters. If your information is not complete, please contact the Swim Ontario Office.

Remember – Clubs will not be able to complete registration until a club has paid its fees for the year.



Families The ACCOUNTS section allows the Club Registrar to set up access accounts for families registering with a Club.

NEW families, not already registered with a Club will need to have an account created in order to enter their contact information``````````. All families looking to become registered with a Club will need to have an account created so they can access their registration information. These families will be able to log‐in and update their contact information.

Swimmers

Registration Period The registration period covers September 1, through August 31. All swimmers (new or returning) must register with Swim Ontario.

Insurance is NOT in effect until a swimmer has been registered by Swim Ontario. Registrations will not be processed until payment has been received and accurate residential contact information is provided.

Swimmer Categories Swimmers may register in a number of different Categories:

Competitive. The following subcategories are based on age/year of birth. Fundamentals Skills Development Open

Open‐Varsity

This is the only age‐group categories of swimmer which is allowed to compete.

Non‐Competitive. The swimmers in the Non‐Competitive category can only train and practice. They are allowed only one (1) time in the year where they may swim competitively and their times will be shown as Exhibition.

University

Updates/Changes are happening daily with the SNC registration system which is under constant review. For the most up‐to‐date Registrar How to Guide refer to the registration system for download.



Varsity

Varsity swimmers wishing to compete for their home club at SNC competitions must register concurrently in the Open‐Varsity category with their home club and in the University‐Varsity category with the University team. The Competitive‐Open‐Varsity member is valid for the swim year (Sept. 1 to August 31).

Swimmers participating in a University/CEGEP/College‐League program MUST register in the University‐Varsity registration t yep. This category is targeted for swimmers who will compete at CIS/CEGEP/College competitions and in any SNC competition; this membership category is valid from September 1 to March 31. Varsity swimmers wishing to compete in SNC competitions from April 1 to August 31 will register with a SNC club in the Competitive Open category and will pay the $37.50 SNC fee (50% of $75.00).



Competitive and Open‐Varsity This category entitles swimmers to the following benefits:

Protection by Comprehensive General Liability and Sports Accident Insurance. Entitled to enter Swim Ontario, Swimming/ Natation Canada and FINA sanctioned meets. Eligible for National and Provincial prizes for Swim‐A‐Thon (Swimming/Natation Canada's fundraising campaign).

Eligible for government support through the Ministry of Health Promotion and Swimming/Natation Canada Athlete Assistance Programmes.

Eligible for selection to Tour Teams. Eligible to break Provincial, National, Commonwealth and World records.

University ‐ Varsity The (University) Varsity category is targeted for swimmers who will compete at CIS/CEGEP/College‐League affiliated competition (CIS Champs, Provincial College/CEGEP Championships, CIS Conference meets, dual/tri meets between CIS/ CEGEP/College‐League teams) and in any SNC competition excluding SNC designated competitions (Bell Grand Prix/Canada Cup/Eastern/Western Canadian Championships/Spring Nationals or Spring Trials); this membership category is valid from September 1 to March 31.

Varsity swimmers wishing to compete in SNC competitions from April 1 to August 31 will register with a SNC club in the Competitive‐Open category.

Ontario Universities and Colleges may affiliate with Swim Ontario as teams during the varsity season (September through March) by completing the following steps:

1. Submit the required membership fee as published in the affiliation fee schedule; 2. Complete a Swim Ontario affiliation form;

Once SNC and Swim Ontario affiliation is in place, swimmers may be registered on‐line.

Out of Country University Swimmers Definition ‐ Swimmers that return to train periodically during the swim season and plan to fully register when University is completed. These swimmers must register with Swim Ontario.

Registered Foreign Swimmers All foreign swimmers (defined as non landed immigrant or Canadian citizen) ranked in the top 100 in the world, shall not be registered with a Swim Ontario club unless approved in advance by SNC in writing.

Visiting Foreign Swimmers Swimmers coming to visit for a short period of time from another country may train with a Swim Ontario club and must register with Swim Ontario for a fee of which covers insurance costs (non‐competitive). They will be eligible to compete for their out‐of‐country club, if they choose to do so, but not for the Ontario club. Swim Ontario requests that all foreign swimmers (as defined above) registering with a swim club be identified on the Foreign Swimmer Form.

Non‐Competitive This category entitles swimmers to the following benefits:



Protection by Comprehensive General Liability and Sports Accident Insurance. Eligibility for Provincial prizes (if club is participating in Swim‐A‐Thon)

Eligible to compete in ONE sanctioned event per season as Exhibition only

Upgrading of Swimmers Swimmers may be upgraded from Non‐Competitive to Competitive at any time; however, the difference in fees (+ applicable taxes) must be paid. Competitive swimmers may not move down and register as Non‐Competitive within the same season.

Swimmer registration and upgrades are to be done using SNC Swimmer Registration System (see paragraph below), the on‐line registration program. The Club Registrar must generate an invoice, retain a file copy, and submit payment to Swim Ontario. Upgrades must be done prior to attending a second competition and will take effect only after payment has been received.

Refund Policy Refund of Swim Ontario swimmer membership registration fees are only considered for a valid medical reason with a written request received by Swim Ontario.

Athlete Registration and Proof of Residence for Competition (M‐001‐07)

This procedure applies to all competitions sanctioned by Swim Ontario. This procedure is aimed at ensuring all athletes in competition are properly registered, insured and that they are residents of the country or province for which they claim residence.

Registration Ontario Athletes Meet Managers must ensure that all swimmers are duly and properly registered. At the time of receiving an entry (electronic, paper or deck) from an Ontario athlete, meet managers must secure both

• 9 digit ID number • date of birth

This is done through www.swimming.ca/registration.aspx and the meet entry process. Through this route, meet managers can feel assured that the swimmer is duly registered. Without this information the swimmer registration is suspect and meet managers must confirm the information within a reasonable period of time. Exemptions for Ontario Athletes may be considered, please see Proof of Residence Exemption.

Non‐Ontario Athletes/Clubs The non‐Ontario swimmer must be able to prove two things upon demand to compete within the province.

‐ Registration with a governing body (Swim Alberta, Swim USA for example) o Athlete number o Date of birth o Proof of registration

Did you know? Voting Rights A.G.M. voting rights will be based on competitive level registered swimmer statistics 28 days prior to the Swim Ontario Annual General Meeting (as per Swim Ontario By‐Laws).

http://www.swimming.ca/registration.aspx�



o Proof of Insurance ‐ Residency within the governing body as demonstrated by either the parent or swimmer

o Tax roll o Drivers license o Passport o Other documentation as accepted by Swim Ontario

This procedure does not apply to the following situations where specific Swim Ontario and SNC rules shall govern:

o Swimmers competing in the OUA/CIS/NCAA. o National Swimming Centre swimmers. o Masters swimmers

Procedure Any meet which has the potential for attracting non‐Ontario swimmers must include a notice of registration and residency.

All swimmers must be duly registered and residents of the governing body for which they are competing. All swimmers must be in good standing with their respective governing swim body.

All swimmers must be residents of the province/state or country for which they claim registration. Proof of residency may be passport, tax‐roll, college residence or other document as deemed acceptable by Swim Ontario and shall be provided within 24 hours of request by Swim Ontario

An affidavit attested by the submitting club is required to be completed and received by the host club prior to competition. A sample of an affidavit which may be used by meet management – www.swimontario.com ‐ forms.

All affidavits attesting to resident and registration compliance must be faxed by the host club to the Swim Ontario (416) 426‐7356 Attn: Victoria Corrigan ([email protected]) offices within 7 days of the completion of the competition. Proof of Residence Exemption (M‐001‐08)

Swim Ontario is flexible and appreciates that cases occur when living/residing in Ontario and training within the jurisdiction of another governing body is not a matter of convenience but necessity. This exemption will confirm the right to train outside Ontario and compete within Ontario without issue.

Procedure Completion and acceptance of the application for exemption prior to competition within Ontario.

1. Download form from website 2. Complete all requested information 3. Fax/email to Swim Ontario – 416 426‐7356/ Attn: Heather Dwinnell

([email protected]) 4. Receive, accept or deny status by Swim Ontario

Whenever the swimmer is competing in Ontario the swimmer name and exemption status must be indicated with the meet submission.


mailto:[email protected]�



Swimmers' Releases/Transfers The transfer process shall act as a formal mechanism to terminate a swimmer’s affiliation with one club and to initiate his/her affiliation with a new club. A period of reflection (30 days) is associated with the process to encourage resolution of any conflicts or issues in the departure.

A swimmer may be registered with only one club and/or varsity team (a swimmer may be registered with a varsity team only or with both a club and varsity team from September 1 to March 31). A swimmer may represent only one of these entities at a time.

A swimmer changing clubs at any time in the swimming season (September1 to August 31) will complete the National Swimmer Transfer Procedures.

A swimmer wishing to change clubs must make a request to the Club Registrar of the new club to initiate a transfer. An email transfer request is sent to the current (releasing) club and the Swim Ontario.

If the swimmer has no outstanding financial commitments to that club, the former club must release the swimmer within 5 days of receiving the email

If the swimmer has an outstanding financial commitment the former club may withhold the transfer for 30 days after which time the transfer is processed automatically

A transfer is effective after the date the approval is formally given by Swim Ontario

On the first transfer in the swimming season (September1 to August 31), following approval by releasing club and Swim Ontario, the swimmer may represent his/her new club.

Second and subsequent transfers within the same swimming season (September 1 to August 31), following approval by the releasing Club and Swim Ontario, shall be accompanied by a 60 day unattached status period where a swimmer may not represent his/her new club (score points or swim in a relay) and must enter meets as UN‐ON (unattached).

The transferring swimmer must have a certified coach in good standing, of a member club in good standing, who takes on the “Coach of Record” status for the swimmer during the “unattached” period.

A coach may not have more than 2 “unattached” swimmers at any given time unless they are members of the same nuclear family.

Transfer rules apply only to transfers between Age Group Clubs.

These transfer rules imply that the former club will be defined as the last club that the swimmer was registered with; irrespective of how long ago the swimmer was registered with that club.

Cross Province Swimmer Registration Procedure This process shall act as a formal mechanism to initiate a swimmer registration with a club from a different provincial jurisdiction than their permanent provincial residence.

Process

1. Swimmers wishing to register or transfer to a club in a different provincial jurisdiction from their permanent residence must provide notice of their intent to the National Registrar and Registrar of their home residence.

2. Swimmers wishing to register or transfer to a club in a different provincial jurisdiction must demonstrate that the majority of training shall be on‐site with the new club. An email from the Head Coach of the “receiving club” outlining the on‐site training expectations to both the national and provincial registrars shall fulfill the requirement. Pending successful proof of this requirement, the registration or transfer



request shall not be unreasonably withheld. Please note: Swimmers wishing to register or transfer to a satellite program of a club in a different provincial jurisdiction, shall only be considered if the satellite program and the root club are within 100km of one another.

3. Swimmers who cannot demonstrate that the majority of training will be done with the proposed new club will be denied the opportunity to register with that club/province.

4. Age Group swimmers from a geographic location where the closest affiliated SNC club is in a different provincial jurisdiction; and where the closest affiliated club in the swimmer’s home provincial jurisdiction is greater than 100km away; may apply to the national registrar for consideration.

This Procedure does not apply to the following situations where specific SNC rules shall govern:

1. Swimmers competing in the CIS/NCAA

2. Swimmers enrolled in a graduate studies program and who are post CIS/NCAA eligible

3. Swimmers who are Canadian citizens and permanently residing outside of Canada

4. National Swimming Centre swimmers

5. Masters swimmers

Competition Age In general, for competition purposes the age of a swimmer will be as of the first day of the meet, or in some instances, the year of birth.



Officials Swim Ontario, through the Ontario Swimming Officials Association, support the education and certification of volunteer officials at all levels from parents of new swimmers, students, interested parties and the likes, right through to the officials who have obtained considerable experience at all classes of meets.

To maintain insurance protection for officials and for MHP statistical reporting, clubs must include officials in their on‐line registration procedure under Volunteers.

Officials that are not associated with a club must make sure that their name and status is reported to OSOA.

Ontario Swimming Officials Association The purpose of the Association is to promote efficiency and consistency in officiating within the Province of Ontario. The Association is established under the authority of the By‐laws of Swim Ontario and is comprised of two members from each region. Meetings take place no fewer than three times each year.

Ontario Officials' Certification Programme The Ontario Officials' Certification Programme is one that is recognized and utilized throughout the country. The Step‐By‐Step Guide Up‐The‐Officials'‐Ladder takes officials through a five level process. The guide is available on www.swimontario.com

With the integration of swimmers with a disability into Swim Ontario's programming, it has become necessary to instruct officials on the special needs of those athletes at competitions.

The demand for quality Ontario officials has become a priority and pressures have been placed on the current officials at this level. With the addition of open water and marathon swimming into Swimming/Natation Canada curriculum, it has become essential to qualify officials for the servicing of these events as well.

The Ontario Swimming Officials’ Association has developed several programmes to recognize the dedication and outstanding achievements of individuals in the area of officiating. These programmes are designed to encourage and inspire development in the officiating ranks.

National Level Officials' Exposure OSOA will promote opportunities for Master Officials to experience working and becoming known/recognized at National level meets. The elevation of officials in Ontario to National/International standards will result in the inclusion of these individuals on National/International officials’ lists for selection to work those competitions on an increased basis.

Support to Evaluators Programme The objective of the programme is to support Master officials who are evaluating officials from other regions for elevation to Senior and Master levels.




Officials' Excellence Programme The programme provides a unique opportunity for "upcoming" officials to attend major Provincial/National calibre competitions to gain the experience and skills necessary to become Senior/Master officials. Practical experience at higher‐level competitions is the most effective way to learn the components involved with officiating competitive swimming events. All participants are required to submit a report to the Ontario Swimming Officials Association upon completion of their event. This programme is crucial to the education of officials, especially in the more remote areas of the province. The Excellence Programme contributes to the maintenance of higher standards, increased safety and consistency in officiating.

Regional Senior/Master Seminars Each region hosts one or two Senior/Master seminars annually. The seminars are used for information sharing, updating on current rules and procedures, discussions on a variety of officiating issues and situations, all with the main objective of developing uniformity in rule interpretations throughout the country.

Information Tracking It is necessary to record all names of Swim Ontario officials for INSURANCE purposes. Clubs must make sure that they enter all their club officials on the SwimMeet.ca site under Volunteers.

Officials that are not associated with a club must make sure that their name and status is reported to OSOA.

Persons interested in any aspect of officiating should contact their club Officials’ Chairperson, Regional Officials' Chairperson or Swim Ontario for further information.

High School Student Officials High school students must provide 40 hours of community service over their school careers. Those students, who are interested in accumulating some of these hours by officiating at swim meets, may now be trained to do so.

Regional officials' representatives receive requests for Level I clinics from area schools and assign clinic givers to provide the training. Students must sign in and out with the meet manager when working at meets.



Club Official’s Development Plan The following plan, recommended by the Ontario Swimming Officials Association, and approved by Swim Ontario, encourages clubs to promote their officials progression up the officiating “ladder”, enhancing club ability to host and/or assist at meets. Better officiating means better and more efficient meets. This plan was phased in over three years and has now reached the peak of implementation.

These requirements are the minimum needed to obtain a Sanction.

CLUBS > 70 FAMILIES OPTION 1 OPTION 2 OPTION 3 5 LEVEL II 5 LEVEL II 7 LEVEL II 1 LEVEL III 2 LEVEL III 1 LEVEL III

2 (ALUMNI) LEVEL IV/V



CLUBS 35 TO 69 FAMILIES

OPTION 1 YEAR 3 OPTION 3 4 LEVEL II 3 LEVEL II 4 LEVEL II 1 LEVEL III 2 LEVEL III 1 LEVEL III




CLUBS 20 TO 34 FAMILIES

OPTION 1 YEAR 3 2 LEVEL II 3 LEVEL II 1 LEVEL III



CLUBS < 20 FAMILIES - EXEMPT

On-going the following is encouraged 2 LEVEL II

Exemptions and clarifications Requirement does not apply to development or regional meets. Regional Officials Representatives (ROR) maintain a list of club affiliated and alumni officials (Levels II‐V) for their region. Regional Sanction Officers will be given a list of clubs meeting the sanction requirement at the beginning of each swim year (September).

Hosting “ability”, once assessed, stands for the year. Any club not meeting the sanction requirement, and wishing to host a meet, must submit an officials’ development plan to the regional officials’ chairs for approval. Clubs can achieve their requirements at any time during the year.

Clubs may opt to combine resources when co‐hosting a meet. If ineligible to host on their own, clubs must contact their ROR to confirm “combined” eligibility; ROR will notify Sanction Officer

The family count only includes active "competitive" families. Clubs with less than 20 families are exempt, but are encouraged to participate and promote the training of officials moving up the ladder.



Level IV / V official may be parents of active swimmers, or “Alumni”; “Alumni” must declare with a single club for the year, and must agree to work meets hosted by the declared club.



Coaches Swim Ontario provides coaching development programmes that are designed to attract the participation of coaches and potential coaches of all levels, abilities and aspirations ‐ from local volunteer to professional international levels.

Ontario Swimming Coaches Committee

Starting in September 2009 all coaches working with Swim Ontario affiliated clubs are require to register as members with Swim Ontario.

All Swim Ontario member coaches are eligible through a vote, to become a member of the Ontario Swimming Coaches Committee. OSCC mandate requires elections to be held annually at the Swim Ontario Member Coaches Annual General Meeting. OSCC is a committee of the Board of Directors of Swim Ontario responsible for all areas associated with coaching. The purpose of the committee is to encourage, promote and develop the necessary leadership and education in the field of swimming in co‐operation with other interested organizations in Canada. The committee is established under the authority of the By‐laws of Swim Ontario and is comprised of six regional representatives and seven elected members.

Conference call meetings are run on a monthly basis, with the Annual General Meeting being held each year at the Swim Ontario Conference.

Membership in the Ontario Swimming Coaches Committee and the Canadian Swimming

Coaches and Teachers Association is required for all Coaches in Ontario.

To ensure that all clubs have their coaches covered under Swim Ontario's insurance policy, clubs must ensure each coach is registered on the SNC registration system and forward the SNC/Swim Ontario individual coach registration fee to Swim Ontario. The CSCTA membership fees must be submitted to CSCTA. Once all fees are paid and required information submitted to CSCTA the coach registration is activated.

Membership Benefits: OSCC section on www.swimontario.com TAS Electronic Bulletins ‐ for minutes & general information NCCP Course & other clinic Information Eligible CSCTA Benefits Plan

For additional information contact:

Swim Ontario 416‐426‐7220

Copies of the OSCC/CSCTA Code of Ethics are available from Swim Ontario web site as well as in hard copy format from the Swim Ontario office.

Ontario Swimming Coaches Committee Conference The Ontario Swimming Coaches Committee hosts an annual coaches' educational conference. This event attracts attendees numbering approximately 100 and is generally held over a two‐ or three‐day period in the fall in conjunction with the Swim Ontario Annual General Meeting.




National/International Coaching Conferences Swim Ontario, OSCC and some regions provide support for coaches who wish to attend Nationally and Internationally recognized Coaching Conferences, such as the CSCTA and the American Swimming Coaches Association (ASCA) Conferences.

National Coaching Certification Program The National Coaching Certification Programme (NCCP) has been designed to give coaches of all sports practically applied up‐to‐date information on coaching. There are 5 levels in the NCCP. Each level of certification becomes more demanding than the one before and offers more and more detailed information on how to train and prepare athletes from the beginner to the international competitor.

For complete information on the NCCP, consult the CSCTA website at www.csca.org or the Swim Ontario web site at www.swimontario.com.

Coaching Staff It is required that every club of Swim Ontario employ coaches (paid or volunteer) as follows: For period September 1, 2010 – August 31, 2011 a coach with the following certification or "in training" status may register as SO Competitive Coach:

1. Proof of a minimum "old" Skills Coach certification OR 2. Proof of a Fundamentals Certification status may register as a SO competitive coach OR 3. Proof of a Skills Coach "IN TRAINING" status (either old or new): a. Completion of SW101 training or "old" Skills coach training b. Completion of MED c. Completion of Intro to Competition Part B d. Letter from Club President or Head Coach to SO confirming Skills Coach Pathway intent. OR 4. Proof of a Competition Coach "IN TRAINING" status: a. Completion of SW101 training or equivalent (please see old to new chart) b. Completion of MED c. Completion of Intro to Competition Part B d. Letter from Club President or Head Coach to SO confirming Competition Coach Pathway intent.

It should be remembered that a minimum of Level 2 or authorized equivalent is required for coaches to access education funding, to be on deck at National Championships, and to participate on Ontario Games and Tour Teams. To become a member of the Canada Games Team coaching staff, Level 3 is required. In other words, NCCP is here to stay and will help "professionalize" this occupation.

Coaches' Education Weekend Swim Ontario offers a Coaches' Education Weekend during the early part of each season.

http://www.csca.org/�




Regional Coaches' Practical Training An integral part of the coaching education programme is the regional practical training component. The main goal is to increase the number of skilled coaches at this level of participation, improving both knowledge and skill levels. Each region offers its unique programme to help further the education of its coaches. These programmes reach approximately 350 regional coaches in Ontario.

SEARS I Can Swim ‐ Instructor Training Coaches interested in teaching the I Can Swim programme can become qualified by contacting ICS at (877) 633‐7946.

Only registered coaches are permitted on deck at competitions and in practices. Clubs using (either paid or volunteer) non‐registered individuals as a coach will be subject to review by Swim Ontario with penalties ranging from fines to expulsion from Swim Ontario.

Third Party Affiliates and Support



Fundraising Swim Ontario works with numerous companies with the objective of finding the best and cost effective fundraising, rebate and discount opportunities in which clubs may participate. The funds the clubs earn and save are used to offset their ever‐growing costs to successfully operate a swim club.

Swim‐A‐Thon Swim‐A‐Thon is the major National fundraising project in which Ontario clubs have an opportunity to participate. It promotes and finances amateur competitive swimming. The purpose of Swim‐A‐Thon is not for personal gain but to raise money for the club through swimmers participating in a marathon swim, having received pledges for so much per length swum, or a predetermined amount. Swim‐A‐Thon is an excellent method of raising funds for your club. Swim‐A‐Thon may be held any time between January and June of any given tax year. Swim‐A‐Thon Kits Each club is entitled to one kit per registered competitive swimmer free of charge. Clubs may order extra Swim‐A‐thon kits at a cost of $5.00 plus applicable taxes. Unused kits ordered are not eligible to be returned. Incentive Prizes Swim Ontario will award prizes in the following categories (only one prize per swimmer): Overall Top Achiever Regional Top Achievers Clubs must return their nominations by June 30th for athletes to be eligible for these prizes. Tax Receipts Income tax receipts are available based on a very strict donations policy as approved by the Canadian Customs and Revenue Agency (CCRA). Tax receipts cannot be issued to clubs outside of the swim a thon program. As stated in our Complete Guide to Swim‐A‐Thon, tax receipts will only be issued for amounts of $10.00 or more, all pertinent information must be posted on Graspit as well as received by Swim Ontario. It is the club’s responsibility to ensure that all tax receipts are disbursed to the appropriate individuals. GraspIT has become Swim Ontario’s on‐line tax receipt processing program. This program is accessed from our homepage www.swimontario.com. The on‐line program also has a built in Help menu. To assist clubs, program instructions are included in “How to Conduct a Successful Swim‐A‐Thon”, detailed guidelines provided by Swim Ontario.

Please note: Any Club with outstanding fees and/or other Swim‐A‐Thon related issues from the previous year, will not be sent its Swim‐A‐Thon kits nor tax receipts until all transaction have been completed! Effective August 1, 2011: All club Swim A Thon reports received by Swim Ontario after this date will have their Swim A Thon cheques deposited immediately. Upon conclusion of compliancy and receipt of all appropriate paperwork, Swim Ontario will issue a Swim A Thon grant cheque to the individual club.




Skills Programme for Management The Skills Programme is a national training programme, which offers a series of six workshops that focus on improving the effectiveness of non‐profit organizations by enhancing the leadership and managerial skills of volunteers. The workshops include:

Volunteers Working Together Marketing Leadership Time Management Financial Management Long and Short Term Planning Fundraising

(Each workshop is six hours in length.)

The programme is delivered by the Leadership Training Office of the Sport Alliance of Ontario in partnership with the Ministry. Clubs interested in hosting a Skills workshop for its members, volunteers, or employees can do so by contacting:

Skills Co‐ordinator Leadership Training Office Sport Alliance of Ontario 3 Concorde Gate North York, Ontario M3C 3N7 Phone: (416) 426‐7053 The minimum number of participants is 8.

Sponsors The following sponsors support Swim Ontario monetarily and/or through generous “in kind” donations. Swim Ontario recognizes their generous support and encourages its members to use their products and/or services.

Team Aquatic Supplies 1‐888‐259‐7946 www.team‐aquatic.com

Ministry of Health Promotion

Omni Swim Aquatic Supplies 1‐800‐461‐3309 www.omniswim.com

Picture in Motion www.pictureinmotion.ca (416) 712‐6812

Sandalwood Suites & Hotel 1‐905‐238‐9600 www.sandelwoodhotel.com

IHG Hotels

E-VIDEO Solutions 416‐993‐2622 www.evideo.ca

Team Dealers & Aquatic Suppliers Swim Ontario recognizes the contributions and support of their generous sponsors. Products are available from the following team dealers. Please support these team dealers when your club requires aquatic supplies.

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www.team-aquatic.com Burlington ‐ 905‐632‐2590 Scarborough ‐ 416‐431‐3334 Omni Swim – www.omniswim.com 1-800-461-3309

Insurance Swim Ontario has entered into an agreement with B.F Lorenzetti & Associates to insure members in good standing with a Comprehensive General Liability Policy plus Sports Accident Package. The limit of the liability coverage is $5,000,000.00 per occurrence. Coverage under this liability policy will insure the following registered participants while taking part in Swim Ontario or its member clubs sanctioned activities.

Swimmers Coaches Managers Officials Volunteers

Coverage under this liability policy is only for member clubs in good standing. Swim Ontario will insure the following participants and activities:

Elected Officials of clubs. All activities governed under the Constitution and By‐Laws of Swim Ontario. Club members listed above.

Other specific coverage in the package will aid in protecting clubs in carrying out their administrative functions and mandates.

Clubs that own or rent their own swimming facilities (buildings and training, etc.) should be aware that they will have exposures beyond the scope of the Swim Ontario Insurance Package. Additional insurance coverage can be purchased through BFL.

Special Notes

In all cases, the master policy held by Swim Ontario will be the governing instrument for clarification of coverage details and deductibles.

To maintain insurance protection for clubs, all members, swimmers, coaches, managers, officials etc. must be registered. Registration must be done regardless of age or classification and must be submitted to Swim Ontario with payment (if applicable) by the appointed deadlines.

To maintain insurance protection for officials, clubs must make sure that they register their officials on‐line as Volunteers. Records of officials who maintain certification and advance by taking further clinic certification courses will be updated as required on the OSOA database.

Officials that are not associated with a club must make sure that their name and status is sent to OSOA

Clubs that knowingly allow unaffiliated, unregistered clubs/swimmers to participate in meets forfeit their insurance coverage, and times posted at these meets will not be recognized.

Meet Manager, please note: prior to accepting entries from out‐of‐province clubs (other country or province), you must obtain proof of membership in a FINA affiliated organization as well as proof of insurance. Swim Ontario’s insurance does not cover visiting teams. Insurance can be purchased through Swim Ontario’s insurance carrier.

Permission to Travel

All member clubs must inform Swim Ontario of their intent to travel outside the province or country. Please mail/fax this information to Swim Ontario on the Permission to Travel form (www.swimontario.com) a minimum of 10 days prior to departure.

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Medical Travel Insurance Programme

Out of province/country travel medical insurance is now available through Swim Ontario and B.F Lorenzetti & Associates. With the increase in medical costs outside the province, and the new lower coverage limit provinces are placing on out‐side of province medical care, securing additional medical insurance has become a necessity and not a luxury. The Permission to Travel form details what is available. Of course, clubs may avail themselves of medical travel insurance from other carriers as they see fit.

Safety/Risk Management Facility Safety Plans are available through the Sport Alliance of Ontario, should these not be found on site at pool and/or land training facilities. Swim Ontario reviews all submitted accident reports on an ongoing basis. Memoranda and bulletins are published with potential safety hazards as they are reported to Swim Ontario.

Communications


Communications

Bulletins/Memos Swim Ontario distributes monthly mailings via email accounts rather than hard copy mailings. This is the primary method through which clubs will receive information. It is therefore necessary for all clubs/head coaches/club executive to access this mode of communication by registering on www.swimontario.com. Occasionally, hard copy mail is sent to all club mailing addresses; however, electronic mail delivery is now the main mode of communication for Swim Ontario.

In addition to regular club mailings, on/or around the 15th of each month, Swim Ontario communicates to the following individuals and groups on a regular basis:

Swim Ontario Board of Directors Ontario Swimming Coaches Committee Ontario Swimming Officials' Association Provincial/National Contacts

Club Manual Swim Ontario has a Club Manual containing the most up‐to‐date information on the programmes, operations, services, policies and procedures governing swimming in the province of Ontario available in a variety of formats. It is posted on the website.

Meeting Minutes Swim Ontario circulates approved minutes of the Swim Ontario Board of Directors, the Ontario Swimming Coaches Committee and the Ontario Swimming Officials Association on a regular basis to affiliated clubs and regional representatives.

Policies and By‐Laws Information reflecting changes in Swim Ontario Policies and/or By‐Laws are communicated to the membership via special bulletins and on the website. The Swim Ontario By‐Laws are on www.swimontario.com.

Resources/Promotional Items Swim Ontario has a supply of resource and promotional items available for purchase/rent. These include:

SNC Rule Books Officiating/Coaching Manuals Swim Ontario houses a small collection of training/ promotional videos available to coaches on a rental basis.

Purchase Terms Personal Purchases ‐ must be prepaid ‐ cash, cheque, Visa, MasterCard.

Club Purchases ‐ clubs will be invoiced and will have 30 days to pay the invoice. If the invoice has not been paid within the 30‐day time frame all orders, sanctions, and outgoing monies from Swim Ontario will be held until payment is received.

Cities/Universities, Non Affiliated Organizations ‐ purchases must be pre‐paid.


Planning

… Leading Canadian swimming at every level. 2009 CLUB MANUAL

Planning

Annual General Meeting/Conference Swim Ontario solicits input from its members through participation in the Swim Ontario Annual General Meeting and Conference held each year. Planning workshops and evaluation sessions are conducted in order to encourage information sharing and education. Social activities are an integral part of the weekend format as are the Awards Presentation and Hall of Fame induction ceremonies. Registration information packages are distributed to member clubs in February of each year.

Strategic Planning Once every four years, the Swim Ontario Board of Directors and staff update a four‐year strategic plan, which is monitored and reviewed annually. The Strategic plan is the foundation for the organization’s current operations and direction.

Marketing Strategy The marketing programme for Swim Ontario is developed with the philosophy that the association, swim clubs and associated committees are partners in the sport of swimming. Swim Ontario aims to provide programmes that have the ability to sell themselves to our members, programmes that will benefit not only Swim Ontario but also every club.

Competitions


Competitions Please be aware that clubs that allow unaffiliated, unregistered clubs/swimmers to participate in meets forfeit their insurance coverage, and times posted at these meets will not be recognized and are subject to potential penalty to Host and/or offending Club(s).

Meet Managers please note that the only method of receiving entries is through swimming.ca. This ensures that all swimmers are properly registered. As well it ensures that swimmers compete within their status (Varsity only swimming in Varsity meets).

National/International Championships National/International meets are awarded to the provinces by Swimming/Natation Canada and are governed by FINA rules.

Provincial Meets Application for a Swim Ontario Provincial Meet must be submitted via the SNC electronic system. As these meets are the property of Swim Ontario, the PSO will review the application and posted meet package and provide ‘sanction’ status.

Provincial Championships Application for a Swim Ontario Provincial Championship Meet must be submitted via the SNC electronic system. As these meets are the property of Swim Ontario, the PSO will review the application and posted meet package and provide ‘sanction’ status.

Short Course and Long Course Junior Provincial Championships The purpose of these two championship meets is to bring together the top age group swimmers in Ontario to participate in a championship meet. Swimmers compete in age groups upon having met their respective qualifying standards. The age groups are 10 and under, 11, 12, 13, 14, 15‐17 for girls and 11 and under, 12, 13, 14, 15, and 16‐17 for boys As per LTAD’s, awards are to be distributed via individual age increments.

Short Course and Long Course Senior Provincial Championships These meets are conducted in a senior championship format. They are “open” competitions for all those who have met the senior qualifying standards.

Team Championships The Team Championships are intended to provide clubs with a competitive environment, which will promote team spirit, co‐operation and participation, as well as team competitiveness. Participation in Team Championships is voluntary and is governed by the following guidelines:

There shall be a number of Divisions, depending on the number of participating clubs. The number of clubs assigned to each Division will not necessarily be the same. The objective will be to group clubs with similar performance capabilities, and to form Division sizes, which are consistent with good meet management principles.

Competitions


Team size will be restricted within each Division so that all competing teams are approximately of equal size.

Clubs will compete within their assigned division only. Clubs will be assigned to a division on the basis of their performance in the previous year's Team Championship.

Each club will be invited to participate in Team Championships on an annual basis. Once a club accepts the invitation to participate, it will be committed to do so for that year. Furthermore, it will be expected that clubs, which commit to participate, will do so fully (ie. each swimmer will compete in the maximum number of events allowed in the rules). Failure to compete will result in a fine.

A list of committed clubs for the following year will be prepared and rank‐ordered on the basis of the previous year's performance. The Champion and First Runner‐up of each Division will be rank‐ordered above the last and second last placed clubs in the next higher Division. The Divisional structure will be published near the start of each season.

Hosts for the Team Championships will be solicited and selected after clubs are assigned to their respective Divisions.

Identical event programmes will be provided for each Division. The event list will be designed to promote team competition.

The winning team in each Division will be awarded a large banner, and each member of these teams will receive a small replica of the large banner.

Medals for individual events and relays will be awarded throughout each competition. As per LTAD’s, awards are to be presented via individual age increments.

Entry fees for the meets will be determined by the Swimming Development Committee and ratified by the Board.

Exceptions If a new club (i.e., a club not formerly affiliated) joins Swim Ontario after the assignment of clubs to Divisions and wishes to participate in Team Championships in that year, it will be assigned to the Division with the best fit, provided space is available.

If a club chooses to participate in Team Championships following one or more years of "opting out", the same method of assigning a Division will be applied.

If a club does NOT participate in a Team Championship meet in the season for which it has committed to do so, it will be billed 100% of the maximum amount of individual entry fees based on the maximum number of swimmers allocated to that club's Division.

Should a club refuse to pay this penalty, it will be considered not in good

standing until this debt has been cleared up.

Provincial Meet Bid Procedure Each season, clubs are invited to bid for provincial championship meets. The following criteria must be met:

proven track record as excellent meet host; capable of staffing the prospective meet; 50m 8‐lane pool is a must for Junior Provincials and Team Championships; full co‐operation with Swim Ontario regarding provincial sponsors; entry fees as set by Swim Ontario Board of Directors; bid must be submitted prior to bid deadline; awards must be approved by Swim Ontario; hosting agreement signed; host club must be willing to submit results electronically to SNC.

Competitions


Bids are brought to the Swimming Development Committee where meet hosts are chosen. The Swim Ontario Board approves the final list of meet hosts.

Provincial Package

Failed Swims A FAILED SWIM at Provincial Championships will be defined as:

1. Anyone not making the qualifying standard for their entered event. 2. Scratch (qualified events only) 3. DNF (Did Not Finish) 4. No Show

Swimmers, who are scratched before or during the meet from their only qualified event, will also be scratched from all bonus swims that were awarded from that event. Failed Bonus Swims (NT) do not have to be proven. Meet Qualifying Entries ‐ Meet management will be performing a search on the Swimmer’s name, Course (short or long) and the Event entered (for all non‐bonus events). If following the search sequence, no valid time is found the swimmer will not be allowed to swim until acceptable proof of time can be presented to meet management at least 7 days before the start of the competition. A $200.00 fine will be levied for each failed swim that is unable to provide Swim Ontario with acceptable proof of times. Swim clubs failing to comply with this procedure, will be suspended from all further participation in Swim Ontario programs and will be deemed not in good standing. All fines will be collected and retained by Swim Ontario.

Bonus Swims Swimmers are encouraged to attend Provincials with even one qualifying time. To support this decision bonus swims are offered to bring up the total number of swims. The swimmer will be allowed to select bonus swims in the escalating fashion to a maximum of four events.

Any swimmer qualifying Ontario SC or LC Jr. Provincial Standards, will receive up to a maximum of 3 bonus swims (i.e. qualify in 1 event, receive 3; qualify in 2 events, receive 2; qualify in 3 or more events, receive 1 ‐ up to the maximum of 6 individual events). Enter all bonus swims with an entry time however; Bonus swims are to be marked as “Bonus” (checkbox) within Team Manager.

Entry Procedure All entries received shall be unconverted. No converted times will be accepted. Only SC or LC actual times that meet the qualifying standard will be accepted. While exporting entries from Team Manager, the user will be prompted and must indicate that all times be unconverted.

Exhibition Relay Teams Coaches are encouraged and allowed to submit a relay team made from a combination or teams unable to field enough swimmers. The times will be official but the swim will be classified as exhibition.

Competitions


Hosting a Meet

Club Entry to a Meet Closed Competition

This is a swim meet which is accessible only by the listed clubs.

Open Competition

This is a swim meet which is only accessible by all eligible clubs.

Swim Ontario respects the right of clubs to enter a meet. As well Swim Ontario upholds the right of host club to accept or reject all entries. The openness of a meet or the ability to submit entry should in no way be confused with acceptance or rejection. While the meet being run is the property of the host club and subject to sanction guidelines the tone, competitive nature, conduct of swimmers and more are all taken into account when accepting a club’s entry file.

All meet packages should carry a notification by which decisions will be taken for the acceptance of entries. For example,

Al entries will be accepted at the discretion of meet management

Entries will be accepted on a first‐come‐first‐in basis

Prior year participants will be given priority until (date) following which entries will be accepted on a first‐come‐first‐in basis

Good Competition

Clubs are encouraged to adopt a professional approach to the management of their own meets. Meet Management is an important element in considering the selection of a meet by visiting club.

Clearly define the method by which the host club will accept or reject entries to a meet.

If a host club offers first‐come‐first‐serve criteria for meet selection then meet management should maintain a record of entry files and a comparison to the calculated maximum swimmer count.

If a host club offers preferred consideration to previous meet participants than consider placing two dates for accepting entries: one deadline for returning clubs and another for all others.

When the meet is full return to SwimMeet.ca and ‘close’ the meet. This will clearly demonstrate to any clubs seeking access that the meet is no longer accepting entries.

If a meet manager already knows the names of clubs attending the meet consider making the meet ‘closed’ when listing the meet on SwimMeet.ca. This will clearly define which teams are invited and prevent all other teams from participating.

Rejected Entries

Host clubs are within their rights to reject any entry but need to consider the management of the rejection so as to ensure consideration for their meet in the future and that they have fairly managed the process.

SwimMeet.ca provides a method for automatically generating a document when rejected, however meet managers should still consider sending an email to the entry club indicating the reason for rejection.

Competitions


Rejected entries that do not follow the meet package guidelines will be subject to Swim Ontario discipline as not following the meet package.

Championship Meets Clubs hosting Provincial Championships are responsible to provide quality meets, which comply with current rules, and regulations as found in the Swimming/Natation Canada rulebook.

The Swim Ontario office provides meet packages for these meets to all eligible clubs at no cost to the meet host. All other expenses involved in meet operations however, must be borne by the host club. Full co‐operation with Swim Ontario regarding provincial sponsors is requested from all Championship Hosts.

Selection Meets When one of the provincial meets is designated as a "selection meet/trials" for a tour team, the needs of the selection committee must be met as discussed with the meet manager prior to the start of the competition.

Invitational Meets Clubs may host "invitational" meets as they see fit. Meet sanction procedures must be followed as outlined in the "Meet Guidelines". Meets must be conducted under current rules and must comply with safety procedures included in the sanction guidelines. Meets should plan sessions which do not exceed 4 ½ hours in length. Programmes should not contravene the LTADS, noticeably the prohibition of a prelim/final format for athletes 12 years of age and under. All “invitational” meets will be required to also follow the SNC’s LTAD policies.

Open Water Meet Requirements

• All swimmers must be registered members with Swim Ontario • Host is required to supply written water test results to Swim Ontario, two weeks prior to the event, that

confirm compliance with Ontario Health Standards Water tolerance levels must meet the following standards: pH between 6 and 9 E’coli (fresh water) not more than 200 per 100 mils Entero‐cocci 35 per 100 mils

• Water temperature to be tested 2 hours before the event and confirmed at 16 degrees or higher • In the case of bad weather ie: thunder or lightning, alternate plans for event date or cancellation must be

in place • Written Emergency extraction plan or medical intervention must be in place and included in meet

package and posted at the event • Must have EMT on site • Must have certified NLS Lifeguards • No wet suits will be allowed • Each swimmer must be clearly numbered on upper arm, back or swim cap • No Event shall be more than 10km. • Open water swimmers 9 and under permitted to swim up to 1km. • Open water swimmers between the ages of 10 to 13 years are permitted to swim in sanctioned events of

up to and including 5 kilometres • Swimmers 14 and over able to compete up to 10km.

Competitions


• The course must be clearly marked and defined • The finish point where the race terminates must be clearly marked and defined with a predetermined

‘touch’ point • Timing procedures need to be outlined and considered satisfactory by SO Regional Sanctioning officer • Finish monitors must be in place to assist swimmers out of the water if necessary • Cut off times must be implemented and approved by Swim Ontario • The host shall establish and announce a cut‐off time for the event, at which time, all contestants still on

the course must be picked up by the sweeper or clean‐up boat. Swimmers failing to finish under the designated time must be disqualified and picked up

Safety Precautions

• A stationary craft will be available every 250 metres of the course with NLS Lifeguard on board • Escort crafts, with NLS Lifeguard, in the water following alongside the swimmers as they swim their

course • All boats used in conjunction with the event must meet Safety Compliance Notice issued by Transport

Canada for equipment and loading capacity • All swimmers and coaches must be briefed on emergency procedures prior to the start of the race as well

as these procedures must be posted day of event • Every swimmer must be accounted for before they enter the water and as they exit the water • Race course and beach/land area should be checked and cleared of any hazards morning of the event • Spectators should be kept at a distance from the start/finish lines allowing clear access for the swimmers

Smoking or the use of any other tobacco products is prohibited in the venue of all Swim Ontario sanctioned events.

Mixed Gender Events Notwithstanding Rule SW 10.1 adopted by the Technical Swimming Committee of Swimming/Natation Canada, Swim Ontario will consider requests for sanction for meets that provide for mixed gender swimming in the following circumstances:

1: An age group meet for which swimmers who have achieved a qualifying time equal to a ‘B’ time or faster are de‐qualified.

2: A meet hosted by a Region to offer developmental opportunities for swimmers within that Region.

3: When, due to a missed swim, it is necessary for a referee to seed a swimmer in a heat of the same or shorter distance, for competitors of the opposite gender, on an exception basis.

4: During Class II Time Trials, or

5: Where, due to facility or time limitations, swimming separated by gender would not permit all swims to be completed while offering reasonable opportunities to swim for all participants, and in particular on an equitable basis for swimmers of each gender.

In spite of this rule, any swimmer who achieves a record time at any level (regional, provincial, national etc, whether age group or open) will not be recognized for that record unless the coach has advised the referee prior to the start of the session that there is a possibility of the record being broken, and the referee insures that the swimmer competes with competitors of the same gender for his/her heat.

In the event that mixed gender swims are permitted pursuant to this policy, the results must still be posted separately by the gender of swimmers.

Competitions


Official Split Policy In order to make a split official – for proof of time of a pre‐requisite, time standard, submission of a selection criteria or for a record breaking attempt, the following steps are required to be taken:

• Notify Meet management that you wish to obtain an official time for a split • Two back up times must be recorded in addition to the electronic time • The official split is to be published • Swimmers must complete the entire race

Meet Sanctions/Reports All meets must be sanctioned regardless of their caliber, for insurance purposes.

Types of meets:

Sanctioned (all times are official) National/International Meets Provincial Championships Regional Championships Invitational Meets OUA Varsity OUA/Club Club Time Trials Dual/Tri Meets Invitational’s Dual meets In‐house Non‐conforming Sanction (times are unofficial)

Please note: Gold Bonus applies to all meets except club time trials and in‐house (home team only) meets as well

as OUA Varsity meets, which only require Sanction Process fee.

Meet Sanctioning Process Swim Ontario consolidated the process for sanctioning meets with Swimming Canada in 2007. This allowed for many benefits to swimmers both within and outside the province. The system for sanction also recognizes Swim Ontario’s use of Regional Sanctioning Officers (RSO). The RSO’s role is to ensure the fundamentals are in place for a meet worthy to be deemed ‘sanctioned’. Any club seeking sanction must have been approved as having complied with the Official’s Development Plan. A list of what an RSO looks for would be very long but some of the major points includes but is not limited to,

A copy of the meet program The meet program states that the minimum interval between sessions inclusive of warm‐up be 45 minutes

The meet’s compliance with the LTADS (single year award increments for Provincial Championships, pre‐requisite swimming)

The Swimming/Natation Canada Safety Procedure Rules as provided by Swim Ontario must be included in every meet package.

Competitions


Qualified officials for all senior positions Ability to staff all junior positions Pool depth certificate for the facility And so on

The steps within the application process include,

Club Registrar defines the Meet Manager account giving both username and password on swimmingt.ca

The RSO must be advised of the request for a sanction a minimum of 10 days prior to the start date. Meet Manager applies for a sanction (includes meet details, mandatory meet package) within SwimMeet.ca.

Email is automatically sent to their Regional Sanctioning Officer (RSO) letting them know a meet has been placed on the system

Meet Manager should send the appropriate application fee (Policy Reference – Technical – 05/01/05) to Swim Ontario prior to receiving final sanction status

The RSO will review for completeness/compliance and if changes are required will contact the meet manager.

If changes are required the RSO will contact the meet manager to discuss. If the concern is not resolved to the RSO’s standard the meet will be Denied.

If no changes are required and the meet is sanctioned the RSO can give it “Regional Approval” status.

Email is sent to Swim Ontario Email is sent to Meet manager

Swim Ontario will post final sanction status providing all compliances are in place including the application fee. No sanction will be given if the fee has not been paid or if there are any additional outstanding fees. Swim Ontario has final approval of the sanction.

Meet package, meet events file, meet entry files will all be available through swimming.ca Meet results are uploaded by the meet manager through the site and available to all Gold Bonus Invoice is electronically generated on sswimming.ca

swimming.ca is the only method in which a meet may be sanctioned.

Only the files found on swimming.ca will be considered the original. A club reserving the right to make changes to a meet package could only be approved subject to the following conditions:

That any request to change a sanction approved meet package prior to the deadline date for receipt of entries must be resubmitted to the Regional Sanction Officer and Swim Ontario for approval.

Must include the conditions for change within the original meet package. That a host may reserve the right to: • Change session start times by up to one hour • Limit entries to any event, or • Swim 2 per lane in 400, 800 or 1500 free events. • That a host exercising this right must finalize the changes and notify all clubs with

entries in the meet and the RSO no later than five days before the start of the meet.

All entries and results must go through swimming.ca. Clubs should resist accepting entries directly as this system is designed to ensure only registered swimmers are included within a meet (insurance impact) and only competitive swimmers are in a meet (swimmer fee and insurance impact). Any meet allowing un‐registered swimmers or swimmers not eligible to compete run the risk of having their sanction withdrawn and times

Competitions


denied. Non‐Competitive swimmers have the option to attend one ‘sanctioned’ event per swim year and swim as exhibition. Results must be included and posted to swimmeet.ca.

Entry Fees A meet host incurs certain expenses, which may be recovered by charging entry fees commensurate with expenses. Therefore, every entering club is charged a set fee per individual event and per relay. Gold Bonus levies applicable taxes, and entry packages must include this information.

Entry fees for Provincial Championships are $8.00 per individual swim and $12.00 for relays plus applicable taxes. A $5.00 Splash fee per swimmer, plus applicable taxes, entered will apply to all Provincial Championships.

Gold Bonus Gold Bonus is collected at all Swim Ontario sanctioned competitions except club time trials and in‐house (one club only) meets, even if no entry fees are charged. This assessment is based on the number of individual swims in the competition (regardless of entry fees charged) at competitive meets ($.50/swim) and is submitted to Swim Ontario following the meet. An electronically generated invoice is created from uploaded results and can be found on swimming.ca as “post meet report”.

NOTE: There is a penalty charge of $25.00 per month and removal of sanctioning privileges for any late Gold Bonus payments.

Warm‐up/Pool Safety Rules Coaches receive the Warm‐up/Pool Safety Rules in every meet package. Meet Management is expected to post these same warm‐up procedures in a prominent position on the pool deck for all swimmers to see. Meet Managers will ensure that Safety Marshalls are on the deck before the start of warm‐up to ensure that these procedures are followed.

Procedure # C – 001 ‐ 03 Swim Ontario will no longer tolerate behaviour which breaches pool safety rules, including awards ceremonies. Therefore Swim Ontario will add to the Swimming/Natation Canada Warm‐Up Procedure the following warning: "Breach of pool safety rules by members of a club will be reported to Swim Ontario. The club may face a fine not to exceed $1,500.00". Procedure: Meet Manager/Meet Referee verbally advises coach/team manager as soon as practicable and Swim Ontario in writing within 14 days. Swim Ontario will conduct a hearing, which may result in suspensions and/or a fine levied against the club in an amount not to exceed $1,500.00.

Forms The Electronic Gold Bonus meet report and cheque; the Provincial/National Record Application; the Jury of Appeal Records, if applicable; must be returned to the Swim Ontario office within seven days of the sanctioned competition along with one set of PRINTED meet results (for provincial meets only), and an electronic HYTEK meet report.

Competitions


Pool Certification The Swim Ontario Safety Procedure Rule 1989, specifying pool conditions for the use of starting blocks, requires that:

All pools used for Swim Ontario competitions must be listed with Swim Ontario as certified with regard to the depth of the starting end.

A "Pool Depth Certificate" must be completed for each pool where a club hosts a sanctioned Swim Ontario competition. Completed certificates must be returned to Swim Ontario.

If the minimum pool depth is less than 1.2 meters (4 feet), starting blocks must NOT be used. It is recommended that starting blocks be moved to the deep end of the pool or swimmers must start from the pool deck. It is recommended that all starts take place at the deep end of the pool.

A list of all pools certified for meet use is available at the Swim Ontario office and on swimming.ca.

Event Calendar A comprehensive event calendar is the result of working with swiming.ca. This calendar is available to all and can be sorted by club, region or province.

Athlete Assistance


Athlete Assistance

Dr. Ralph Hicken Bursary This bursary is dedicated to the memory of Dr. Ralph Hicken, a devoted official and long time supporter of swimming in Ontario.

A bursary of $500.00 is given once a year to a non‐carded (or at the lowest level of carding) swimmer, who has completed one year at an Ontario University or Community College and is re‐entering an Ontario University or Community College for a second year. Applicants must be registered swimmers with Swim Ontario and participants in C.I.S Championships and Summer Nationals/Trials. No individual having received this bursary in the past is eligible for consideration. Swim Ontario recognizes the recipient of the Dr. Ralph Hicken Bursary during its annual awards ceremony/dinner.

Team Aquatic Supplies Regional Scholarships There are twelve $250.00 scholarships awarded through the regions. (For more information please contact the Swim Ontario office)

Provincial Athlete Assistance Swim Ontario offers a comprehensive athlete assistance programme for able‐bodied athletes as well as swimmers with a disability.

Eligible athletes are selected by the Swim Ontario Program Director based on performances at certain long course competitions during the long course season each year (generally, June through August). Performances are measured on performance rating charts and are ranked according to the number of points achieved. Eligible athletes are contact directly by the Program Director.

For current criteria and eligibility information, contact the Program Director of Swim Ontario at 416‐426‐7227. Criteria are published annually through head coaches’ email accounts.

Regional Athlete Assistance Regions attempt to assist athletes below the provincial carding system. For more information contact your Regional Director.

High Performance Swimming


High Performance Swimming

Canada Games Only athletes who are not nationally carded and who have never represented Canada at major games are eligible for selection to the Canada Games team. Many swimmers who are members of Canada Games teams represent our country later on at the Olympics, and other major international competitions. Coaches must be certified at NCCP level 3 in order to be selected to the Canada Games Team.

Club Grants Objective:

To support clubs which strive for excellence.

Base Grant: $20,000 has been set‐aside for the High Performance Club Grant.

Criteria: Clubs must be registered with Swim Ontario for the entire season and considered in “Good Standing” Clubs must attend Ontario Senior Provincial Championships Individual performances must achieve a minimum of 900 SNC performance rating points at specified meets

The 40 highest scoring swims (one per club) will count Each scoring swim is worth $500 towards the club grant Grant funds will be issued after Ontario Senior Provincials

Management Clubs do not have to submit names. The Technical Coordinator will be responsible for managing the Grant. Criteria are published annual through head coaches’ email accounts.

Swim Ontario High Performance Training Camps Swim Ontario hosts High Performance Training Camps to which Ontario’s elite athletes are invited. These camps combine the latest scientific testing technology with classroom and pool sessions aimed at refining these athletes’ technical and physiological skills. Home club coaches attend these camps along with their swimmers. Since there is no cost involved to athletes, coaches, or clubs, attendance at this valuable educational opportunity is imperative.

Time Standards/Time Levels Swim Ontario provides qualifying standards for championship meets, as well as "time levels", (A,B,C,D,E) to be used as guidelines for meet managers of invitational competitions. Provincial time standards are published on Swim Ontario’s web site at www.swimontario.com.

Tour Teams Depending on the availability of funds, Swim Ontario occasionally sends tour teams to National/Inter‐provincial and/or International competitions in order to enhance the skills and experience of selected athletes and coaches. Athletes being selected to a provincial tour team is a stepping‐stone towards making national and international teams.

Awards/Recognition Programme



Swim Ontario administers an extensive awards programme that incorporates its own categories and that of the Ministry and Swimming/Natation Canada. These highly coveted awards express the association's admiration and gratitude to organizations and individuals that have contributed to the advancement of swimming in Ontario.

Swim Ontario Awards Swim Ontario presents the majority of its awards during the Annual Awards Ceremony held during the Annual General Meeting weekend.

Procedure # ‐ All nominations for Swim Ontario awards are directed to the Swim Ontario Communications Committee who will ensure that complete documentation is provided and that all criteria regarding the respective awards have been met. The Communications Committee will then forward the recommended names to the Executive Committee.

Friend of Swim Ontario Award This honour is bestowed on persons who strive to improve and expand the sport of swimming in Ontario by contributing time and energy in excess of the general norm. (Normally the Swim Ontario Awards Committee chooses one person per year to receive this award.)

Swim Ontario Media Award Swim Ontario recognizes persons who are employees, managers, owners or representatives of a company involved with the media who have provided outstanding coverage of local or provincial swimming activities. (The criteria, along with a nomination form, are circulated directly to swim clubs in the September club mailing with reminders in October and November.)

Swim Ontario Sponsor Award Swim Ontario annually expresses public appreciation to the sponsors who focus their sponsorship directly to Swim Ontario.

The Gord Noddle Memorial ‐ Swim Ontario Administrator of the Year Award Swim Ontario recognizes one volunteer administrator. Nominations are solicited through the Swim Ontario Board of Directors. Nominees may have served at any level of Ontario swimming (i.e. club, region, province or national). The recipient is automatically put forward as a nominee for Swimming/Natation Canada's Administrator of the Year Award.

Dr. Ralph Hicken Bursary and Team Aquatic Supplies (see Athlete Development ‐ Bursaries)

Bob & Irene Pirie Trophies Swim Ontario annually recognizes outstanding achievement and dedication of one male and one female athlete. These athletes are chosen based on the highest pointed earned on the FINA Long Course Point Table and if applicable nominated to the Ministry for its Male and Female Athlete of the Year awards.



Gus Ryder Trophy Swim Ontario annually recognizes outstanding achievement and dedication of one male and one female swimmer with a disability. These athletes are chosen based on the highest points earned on the Swimming Natation Canada Points Chart, and if applicable, nominated to the Ministry for its annual Male and Female Athlete with A Disability awards.

Coach of the Year Award The Ontario Swimming Coaches Committee recognizes annually the outstanding achievements of the following coaches. Awards are presented at OSCC’s annual general meeting or conference:

Coach of the Year (Able Bodied and SWAD) Age Group Coaches of the year (12&U, 13‐14, 15‐17) High Scoring Club at Ontario Championship Meets

Service Recognition Awards Swim Ontario Board Members, upon retiring from office after a minimum of one full term of uninterrupted service, receive a recognition award.

Club Sponsor Certificates Club sponsors, upon written request from Member clubs, receive recognition certificates from Swim Ontario. Presentation is made at an occasion determined by the club.

Elizabeth Collins Ralph Trophy This trophy is dedicated to the memory of Elizabeth Collins Ralph, a Master official who devoted an immense amount of time towards the betterment of officiating in Ontario. The trophy is awarded to a Master official who has made an outstanding contribution to competitive swimming in the field of officiating over a considerable length of time.

One winner of the trophy is chosen each year by the Ontario Swimming Officials Association. The Association’s Chairperson presents the award during the Swim Ontario Annual Awards Ceremony.

Distinguished Service Award This category is for persons who receive special recognition from the Ontario Aquatic Hall of Fame for deeds that do not warrant induction.

Swim Ontario Honour List All volunteers who have reached a 10‐year involvement level in the sport of swimming receive a specially crafted pin, and their names, complete with first year of involvement, may be submitted to Swim Ontario where they are placed on a list through which future service can be tracked. Pins are awarded locally at appropriate times throughout each season.

Roll of Honour/Golden Roll of Honour This honour is bestowed on volunteers who have rendered 20/30 years of service to the sport of swimming. Awards are presented at the Swim Ontario annual award ceremonies.



Ministry of Health Promotion Awards The Ministry of Health Promotion holds an Annual Sports Award Banquet to honour the outstanding achievements of Ontario’s athletes and contributors.

Swimming/Natation Canada Awards Administrator of the Year Swim Ontario may nominate a top volunteer in an administrative capacity for the annual Swimming/Natation Canada "Administrator of the Year Award".

Nominations are solicited from the Board of Directors and must be forwarded to the National office prior to Swimming/Natation Canada's Annual General Meeting in the fall, where the winner is announced. Swim Ontario’s nominee shall be the winner of the Gord Noddle Memorial Trophy for Administrator of the Year, chosen the preceding spring. Fillipelli Memorial Award This honour is awarded annually to a Canadian Swimming Official who has made a significant contribution to the sport of swimming. The nominee should exemplify the true spirit of the sport of swimming and demonstrate fair play, respect for others and a commitment to swimming. The nominee must be a SNC Master Official who has been active for the immediate preceding five‐year period. Club of the Year Award The purpose of this award is to recognize a club, which has made an outstanding contribution in fitness and excellence to the sport of swimming in Canada; and to recognize the accomplishments of swimmers, coaches and volunteers at the club level in Canada.

Clubs which have displayed outstanding achievements over a period of one year or more in any of the following areas are eligible for nomination: planning and organization; community service; swimmer development; programme delivery; and innovation.

Individual members, clubs or provincial sections may nominate a club for this award prior to August 31st. Nominations will be evaluated by the SNC Awards Committee, and the award will be presented at the Annual General Meeting awards banquet.

Swim Ontario Associations



Ontario Aquatic Hall of Fame The Ontario Aquatic Hall of Fame was designed to recognize outstanding achievements and contributions by individuals to swimming in Ontario. Inductees belong to three categories ‐‐ "Swimmers, Builders and Pioneers".

All members of Swim Ontario are eligible to nominate persons to the Ontario Aquatic Hall of Fame, subject to the criteria for each category. Nominations, by use of the proper nomination form published on Swim Ontario’s web site (www.swimontario.com), may be made at any time. No seconder is required.

Athletes must have been retired for a minimum of two years. They shall have been medalists at major international competitions, e.g. Commonwealth Games, Pan Americans or Pan Pacifics; or finalists at Olympic Games or World Championships; or World Record holders. Can be an active Masters Swimmer. Note – the selection committee reserves the right to recognize accomplishments, which may not strictly meet the above criteria.

Accomplishments must have taken place while registered with Swim Ontario (or C.A.S.A. ‐ Ontario Section), or with any other eligible Ontario aquatic discipline.

Builders can still be active participants in the sport.

Pioneers are athletes or builders who meet the criteria and whose involvement was prior to 1940. A very special induction ceremony/dinner is held annually to recognize and honour the new members of the Ontario Aquatic Hall of Fame.

Bob Secord Award The Bob Secord Award is equivalent in value to membership in the Ontario Aquatic Hall of Fame. The award is given to persons who rendered "distinctive service" either directly to aquatic sport or to sport in general that benefited the aquatic disciplines. Recipients of the award may include administrators, athletes, and members of any athlete support group, residents of any country, amateurs or professionals. They may be active or inactive, and the award may be made posthumously. Honourary Member Honourary Members of the Ontario Aquatic Hall of Fame are groups who have made outstanding contributions to aquatic sport in Ontario and do not meet the criteria for induction into the Hall of Fame.

Accomplishments must have taken place while registered with C.A.S.A. ‐ Ontario Section, Swim Ontario, or with any other eligible Ontario aquatic discipline.



Parks & Recreation Ontario The Parks & Recreation Ontario (PRO) is an organization of over 500 individual members transformed from what was a thirteen‐member organization. Former Aquatic Personnel of Ontario (A.A.P.O.) members are now a member of PRO. Special Interest Branches of PRO include: Aquatics, Municipal Administration, and Therapeutic Recreation. Branches provide significant professional development opportunities in their particular specialty areas. Members receive quarterly news‐letters, have access to job opportunities through special subscription rates for JOB Mart; have access to a computer bulletin board service and educational opportunities.

CONTACT: Parks & Recreation Ontario 3 Concorde Gate North York, ON M3C 3N7 Tel. # (416) 426‐7142

Para Sport Ontario The Para Sport Ontario organization provides opportunities for all participants to train, compete and strive for individual excellence in sport. Traditionally, swimming for persons with physical disabilities has been associated with rehabilitation and recreation, but the benefits of swimming extend far beyond these. Competitive swimming, now in its fourth decade, enables athletes to perform and test themselves in a sporting environment. Since 1997, Swimmers With A Disability have been fully included in all Swim Ontario programmes.

The principles of competition are shared by sport for able‐bodied athletes and sport for athletes with physical disabilities. Minor rule adaptations ensure fair competition. The athlete classification system, unique to sport for persons with physical disabilities, groups together athletes with similar functional abilities for competitive purposes. CONTACT: Swim Ontario

Masters Swimming Ontario Most age group swimmers feel that their swimming career ends when they decide to hang up their suits in pursuit of other interests. Many of them miss the rigorous regimen to which they have become accustomed during their childhood and adolescence, but are not able to commit a great deal of time to training and competition any more. For those and any other adults who wish to train in a congenial environment with other "kindred spirits", the Masters Swimming Ontario organization with its almost 3,000 members is the perfect solution. For further information, call Swim Ontario.

Sport Alliance of Ontario The Sport Alliance of Ontario, formerly the Ontario Sport & Recreation Centre Inc. (O.S.R.C.), serves as a focal point for the province's amateur sport community. The Centre houses the administrative offices of provincial sport organizations and a number of provincial recreation associations.

The Centre houses 43 Sports governing bodies, 12 recreation associations, 3 sport related groups and also services 32 non‐resident associations through the Sport Services office. The Centre occupies approximately 85,000 sq. ft. of space on seven floors and provides services, including Reprographics, Human Resources, Data Processing, Bookkeeping Services, and Meeting Rooms.

The Centre is funded primarily by the Provincial Recreation Programmes Branch of the Ministry with



supplementary funding derived from service fees charged back to individual associations. CONTACT: Sport Alliance of Ontario 3 Concorde Gate

North York, ON M3C 3N7 Tel. # (416) 426‐7000

Solo Swims The Ontario Association of Solo Swims was established as a non‐profit entity in 1975 by the Ontario Ministry of Tourism & Recreation to ensure that all open‐water long‐distance swimming in Ontario adheres to strict safety guidelines. Its role is to provide advice prior to a long‐distance swim, and to ensure the safety of all concerned, including swimmer, pacers, and crew. The name was changed to Solo Swims of Ontario (S.S.O.) in 1990. Solo Swims of Ontario is recognized as the Provincial Governing Body for individuals participating in a long distance swim in the Province. The organization is run by a volunteer Board of Directors.

Other Information


Other

History Project Swim Ontario systematically collects and preserves items of interest and importance to swimming. This project is being pursued for sentimental and practical reasons.

Swimming is attempting to instill a sense of tradition into its members. The legions of achievements by Ontario swimmers and coaches during the past should serve as a source of pride and inspiration to our current athletes. Storing historical data also makes it possible for us to provide pertinent and accurate information whenever required.

Prominent items include a substantial collection of photos of swimmers, coaches, club administrators, Annual General Meetings, etc. So far, over 2,000 photos have been catalogued. A fair amount of newspaper articles, featuring provincial as well as local events and persons have been received however; only a relatively small portion has been catalogued to date.

Other items of interest include books and booklets from past sporting events, such as Olympic Games and British Empire Games. Personal mementoes from several Hall of Fame members and others, and a few surveys, findings, and summaries from several workshops are also part of the collection.

The History project is geared toward provincial needs. However, items of regional interest are being assembled as they become available.

Regional Development Programme Swim Ontario provides support to each region on an annual basis.

The purpose of the programme is to strengthen regionally based organizations through the development of new clubs, recruitment of new swimmers, coaches and volunteers; and upgrading swimmers' programmes.

Sample projects include: Planning and educational clinics Club administrators’ on‐location training Communications Programmes encompassing upgraded technology and computerization of statistical and meet programmes.

Specific details regarding funding for the Regional Development Programme can be obtained from each Regional Director.

Screening of Personnel Swim Ontario recommends that clubs establish a policy for the screening of all adults who work with their athletes, i.e. coaches, chaperones, officials, etc. Swim Ontario has joined with MyBackCheck.com a nationwide company providing background check services to businesses and organizations and each club has been set up with an account if they choose to use it. For more information, please visit www.mybackcheck.com.

http://www.mybackcheck.com/�

Club Operations


Club Operations

Club Executive Operations The following is a guide for clubs to utilize regarding the positions commonly found within a club.

President Vice‐President Secretary Treasurer Meet Manager Officials’ co‐ordinator Coach** Regional Board Representative Swim‐A‐Thon Co‐ordinator Membership and Registration Co‐ordinator Travel Co‐ordinator Head Chaperone** Communications/Publicity Co‐ordinator Other

** Please note, for all club officials and volunteers, (i.e. coaches, chaperones etc.) that have contact with club athletes, Swim Ontario recommends clubs establish a clear policy for background checks (i.e. police check)

President A Person Who…

possesses interpersonal, organizational and communications skills demonstrates decisiveness has the time to commit to carry out the role effectively effective in delegating tasks while allowing people to work as a unit is confident in chairing and controlling meetings has the support of the club’s executive and majority of the members is sensitive to the needs of the club’s swimmers, parents, coaches and volunteers has in‐depth knowledge of the sport and it’s procedures

Duties: To co‐ordinate the activities of the club To chair executive and general membership meetings To be a full or ex‐officio member of all committees To work in close liaison with the club’s region To interface with other clubs, Swim Ontario and other political bodies To represent the club at Regional, Provincial, Municipal and other meetings or functions as necessary

How to Chair a Meeting Swim Ontario can assist in educating club presidents in holding and chairing meetings.

Club Operations


Preparation

Set the date, time and place Book a meeting room Arrange for chairs, tables, and writing aids Refresh your memory re: club rules, By‐Laws, Constitution, etc, and bring copies to the meeting Send out “Notice of Meeting” & Agenda Make sure that each person who is to present an item is informed in advance

The Meeting Chairperson should be present 30 minutes before the announced time Check that seating arrangements are conducive to a good meeting Start on time – do not wait for latecomers Conduct the meeting in a firm manner. Exercise control, but do not act dictorial Do not tolerate “private mini‐meetings” while the meeting is still in progress Discourage out‐of‐turn speaking Do not let the meetings be dominated by one or two persons Do not deviate from the agreed order of sequence on the agenda. However, when it is deemed necessary to make a change, get a majority consent

Try to have and observe an approximate time frame for the agenda items Stay within the allotted time for the meeting Remember that long meetings tend to become tiring and unproductive

Vice‐President A Person Who…

Is willing to step in when the President is not available; Has the attributes necessary to function as President

Duties:

To preside over meetings and to run the affairs of the club when the President has other commitments

To perform tasks as assigned by the President

Secretary A Person Who…

Possesses secretarial skills Has good communication and organizational skills Has the ability to summarize discussions

Duties:

General To work closely with the Club President to ensure that the activities of the club are recorded and that effective and widespread communication is maintained

Specific Handles club correspondence and ensures prompt distribution (in and out‐going)

Club Operations


Keeps an organized file of minutes and correspondence Keeps current mailing list of all regional clubs Assists President in compiling meeting agendas Keeps an adequate supply of forms for the moving, seconding, and recording of motions Records, and circulates minutes via email (or hard copy as required) Has pertinent documents available at meetings (ie. Constitution, By‐Laws, past minutes, etc.) Performs other secretarial duties as assigned by the President or the Executive

How To Record Minutes

Preparation Know the format your organization is using Obtain a copy of the last meeting’s minutes Obtain a copy of the agenda Obtain or create standard forms for the movers and seconders of motions to write them down. This eliminates mistakes by the recorders.

The Meeting Record the chairperson’s name Make note of who is in attendance (ie. Executive members, delegates, guests) Write down pertinent facts only Keep the minutes brief

The Distribution Determine how minutes are to be distrubuted Obtain a mailing list, email list as applicable

Have the minutes reviewed by the chairperson prior to distribution

Distribute the minutes as soon as possible after the meeting or as directed by the chairperson Include such things as notices of motion and, if available, the location and time of the next meeting

Treasurer A Person Who…

Preferably has a financial background Has accessibility and time to perform banking duties

Duties:

To handle all financial transactions of the club To liaise closely with the club President and the Executive To prepare, co‐ordinate and monitor the budget To prepare and keep financial records To present current financial statements to the Executive and club members as required To settle all accounts To collect club fees and other monies; look after payment of bills, and assessments To work closely with club Executive in setting club fees To be one of the two persons required to sign all cheques

Club Operations


Meet Manager A Person Who…

Has a sound basic knowledge of competitive swimming rules and meet requirements Excellent time management and organizational skills Is capable of assigning authority and delegating jobs

Duties:

Organize swim meets Apply for sanctions from sanctioning officer for any meets to be held and submit applicable fees to Swim Ontario

Complete meet report forms and return to Swim Ontario office within seven (7) days of any sanctioned meet

Complete record application forms for any records broken during a swim meet and return them to the Swim Ontario office

Return electronic copy of Gold Bonus form and cheque to the Swim Ontario office following each meet

For further information refer to the “Meet Manager’s Manual” Full co‐operation with Swim Ontario with regard to provincial sponsors and their participation and promotion at Provincial Championships

Full co‐operation with SNC with regard to national sponsors and their participation and promotion at National Championships.

How To Staff A Meet Preparation

Create list of officiating positions to be filled at each session Include in the meet package a request for out‐of town people who are willing to work, their qualifications and what sessions they would like to work

With the assistance of the club Officials’ Chairperson plan an Officials’ Clinic and, if needed, finalize the details well in advance of the meet

Make up a list of the local members who would like to be evaluated, listing the positions, and make the necessary arrangements with the Regional Officials’ Representatives to have qualified evaluators on hand

Contact the Regional Officials’ Representative and request the list of the out‐of‐town people they want evaluated, specifying what position is to be evaluated and during which session they are available

well in advance to the meet contact the local officials, inform them of the up‐coming meet, and ask them what sessions they wish to work

If you require additional officials ask the Officials’ Chairperson Contact other clubs with reciprocity agreements Consult lists from previous local meets Ask former swim parents and other interested people Contact the Regional Officials’ Representatives to report adequate staffing or request additional help. Assign Officials for each session

Be sure to have spares to relieve Officials About two weeks before the meet, contact the local officials and tell them what sessions and in which capacity they will be working. Notify them of details of the clinic.

It is good practice to contact the local officials again two or three days before the meet to confirm previous arrangements

Club Operations


During Meets

While the meet is in progress, the Meet Manager should not work as an official, but should be available to handle any unforeseen officiating problems

Post lists of officials for each session of the meet Check in the officials as they arrive Identify potential officials amongst the spectators Arrange for relief when breaks are required Thank all who officiated at the meet, especially out‐of‐town volunteers

After Meets Send the Records of all those who worked at the meet to the Regional Officials’ Representatives Send the updated qualification records of those who have been evaluated to the Regional Officials Representatives

Keep copies of all the Officials who worked, and in what position, for future reference.

How To Prepare a Meet Calendar Ascertain Open Weekends

Obtain national calendar Obtain provincial calendar Confirm statutory holidays, school holidays, examinations etc.

Method Select dates for meets Space meets evenly Consider distances clubs have to travel to assigned host club Consider expected weather conditions Assign meets to clubs for specific reasons. Example: length of pool: 50 m or 25m etc

Majority Consent Involve the Regional Executive and coaches in the preparation Present the proposed meet calendar for approval to the clubs at a regional meeting Be receptive to requested changes at that meeting Changes requested during the year by clubs or individuals, MUST be approved by the Regional Executive

Officials’ Coordinator A Person Who…

Is interested in the education and progression of people in matters of officiating Is capable of conducting and/or organizing Officials’ Clinics Is willing to travel, when required, for self‐enrichment and to fulfill club obligations

Duties:

To properly staff club swim meets, and to fulfill club obligations in the staffing of regional and provincial meets

To arrange for Officials’ Clinics To encourage others to progressively upgrade in officiating To work with Regional Officials’ Representatives to make sure that the necessary stepping‐stones for Officials’ progression are provided

Club Operations


To recommend to the Regional Officials’ Reps any person they deem ready to become a Senior Official

To arrange, through the Regional Officials’ Rep, to have qualified persons at meets to observe club Officials on deck while they work in positions in which they wish to become qualified

To keep updated the qualification records of club members and the local non‐members who regularly assist at meets

To provide the Regional Officials Reps with updated and valid qualification records on a regular basis

To be available for Regional/Provincial meetings and seminars

How To Conduct Officials' Clinics Preparation

Set the time and place. Inform all clubs that could attend. Line up capable instructors. Book rooms and, if possible, a pool for demonstrations. If demonstrations are planned, line up a few swimmers. Plan to hold more than one clinic on the same day. Have paper, pencils, watches and starter guns, questionnaires, clinic negatives and officials record cards available.

B. The Clinic Recruit qualified instructors Give willing and able people a chance to instruct clinics. Have refreshments during the breaks. Have the questionnaire written in a relaxed atmosphere. Don't scare away the new volunteers! Have at least one informal discussion period, perhaps in a social setting.

Note: Detailed information on the aforementioned can be found in the “Guide to More

Effective Clinics” available through Swim Ontario

Coach Please note: Swim Ontario strongly recommends that clubs establish a policy for the background screening (i.e. police check) of all adults who have contact with their athletes, i.e. coaches, chaperones, officials, etc. A Person Who.....

understands the goals of the club is either a paid or a volunteer; possesses technical expertise in coaching swimming to varied age groups is able to work effectively in a team environment (i.e. assistant coaches) is interested in personal development and upgrading through the N.C.C.P. system and other available opportunities.

possesses excellent interpersonal and communication skills will be reporting to a volunteer Board of Directors and President of the club

Duties:

Club Operations


To instruct and teach competitive swimming on all levels within the club. To create the training program furthering the development of all age groups To schedule a meet program for the effective progression of the swimmers. To prepare swimmers both psychologically and physiologically for competition. To assist swimmers create and attain personal goals. To keep records of each swimmer's progress. To be available to attend meets as required. To be available for parents’ meetings. To recognize and participate in regional meetings and policies. To be a member of Swim Ontario, SNC and Canadian Swimming Coaches Associations. To attend regional and provincial seminars and developmental clinics.

How to Hire A Coach The Position

Prepare a job description with a clear outline of the duties expected by the club. Determine if the club requires a volunteer or a paid coach. Have a precise title for the open position. (i.e. Head Coach, Assistant Coach)

Advertising Local pool, local newspaper Applicable websites (i.e. CSCTA) Swimnews, other swim magazines Swim Ontario Word of mouth (personal connections)

Applicant's Qualifications Previous experience as a coach. Experience in related jobs. Degree, Diploma, or Certificates in Physical Education, NCCP Former competitive swimmer General aptitude

The Interview Conduct the interview in a relaxed atmosphere. Outline duties, expectations, and team philosophy. Ask if the applicant has any limitations (i.e. time schedule). Outline perks and available spin‐off jobs. Negotiate salary for paid coaches.

The Selection Interview all applicants. Rank candidates in order of their ability and requested salary. Identify and group those applicants whose requested salary can be met by the club, and in the order of their appraised qualifications.

Final Choice and Acceptance Rank applicants accordingly. Obtain a commitment, in writing from the candidate. Establish the duration of employment. Create a contractual agreement including a detailed job description

Club Operations


How To Evaluate Coaching Staff Technical Coach's knowledge of the sport and the ability to relate that knowledge to:

athletes and their parents in team preparation; other coaches for their development; the association as a resource person.

Experience With own team On regional, provincial, national teams How did his/her own swimmers perform on these teams?

Team Building Does the coach demonstrate openness and trust with the swimmers? How does the coach deal with problems relating to the team?

Goal Setting Has the coach defined goals for the individual swimmers and the team as a whole? Do these goals include achievement, performance and behaviour? Is progress for these goals measurable and is it recorded? Is there consensus and commitment by the swimmers for these goals?

Feedback Have the club executive gather feedback from members of the club.

Delegation and Supervision Does the coach assign responsibility and authority to assistant coaches and managers? Does the coach accept ultimate responsibility to get the work done? Does the coach develop procedures? Does the coach promote decision‐making and problem‐solving processes among the coaching staff?

How does the coach communicate with team members, other coaches, staff, parents, and club executives?

Professional Development Does the coach enroll in educational upgrading services provided by Swim Ontario? i.e. N.C.C.P., Coaches’ Exposure Program, Coaching Clinics

Regional Board Representative A Person Who.....

is well versed in the sport of competitive swimming; is willing to attend all regional board meetings is familiar with local club and regional policies.

Duties: General

To represent the club at the regional level. To work with the region for the common good of the sport.

Club Operations


Specific

Vote on issues as instructed by the club. Report to the club about the items that were discussed at the meeting. Be the liaison between the club and region in all matters.

Swim‐A‐Thon Coordinator A Person Who.....

possesses organizational skills demonstrates ability to complete tasks

Duties: General

To organize and conduct a Swim‐A‐Thon event. To have knowledge of Swim Ontario's Swim‐A‐Thon policies.

Specific Commence organization of the event early in the swim season. Obtain a list of the club's registered swimmers. Obtain the Swim‐A‐Thon kits from Swim Ontario as soon as they become available. Distribute the kits to the swimmers. Explain to members the background and purpose of the Swim‐A‐Thon Arrange for prizes to be given to the swimmers, if applicable. (i.e. gift certificates for highest fundraiser)

Provide the executive and general membership with all pertinent information. Ensure that all Swim‐A‐Thon memos from Swim Ontario are being received and understood, as well as being followed.

Ensure that the swimmers have lap counters at the Swim‐a‐Thon. Arrange for additional volunteers willing to help

Have a supply of pencils and counting sheets on hand. Set the final date for collecting the sponsored money and ensure that the money has been collected by that date.

Send the money and necessary forms to Swim Ontario prior to the due date. Be familiar with rules and regulations governing the issue of tax receipts. Distribute tax receipts when received from Swim Ontario. Inform your local media of the event to gain club exposure

Club Operations


Membership Coordinator

A Person Who…

possesses good communication and organizational skills demonstrates ability to effectively deal with new swimmers/parents

Duties: General

To look after club membership, registration and club affiliation with Swim Ontario. Specific

Obtain registration and affiliations forms from the Swim Ontario office. Collect membership fees. Ensure that Swim Ontario affiliation forms, registration forms, and release forms are filled out correctly and sent by due date.

Keep membership list up to date. Inform the Swim Ontario office of any changes in the membership list as soon as possible. Have updated membership list available for executive members, (ie.: telephone committee, email, Officials' Chairpersons, etc.).

Keep and monitor the waiting list (where applicable). Keep addresses of both parents who may live in separate residences. Be aware of custodial arrangements re: “parental” access.

Travel Coordinator A Person Who.....

is willing to be responsible for all aspects of the team travel, including the mode of transportation, the type of accommodation, support staff and costing;

demonstrates decisiveness is tolerant and understanding of swimmers and support staff needs

Duties:

Obtain a copy of the out‐of‐town meet package or training camp info. as soon as the club receives it.

Work closely with the your coaches and out‐of‐town club's Meet Manager Confirm numbers that are attending, coaches/swimmers/support staff. Calculate the expected cost and present your estimates to the club executive. If billeting is not available, book a tentative number of hotel rooms. Consider additional rooms for parents travelling separately.

Confirm and book mode of transportation. Ensure that the drivers know the exact location of the destination. Enlist the help of the Team Manager. Designate room assignments and finalize hotel bookings. If vans/cars/buses are being used, set the time for the departure and designate a meeting place. Communicate to all members a detailed itinerary including: meeting place, departure times, pool address, hotel address and contact information, expected return arrival times, etc.

Club Operations


Head Chaperone A Person Who...

Demonstrates ability to be tolerant and firm Has excellent communication and interpersonal skills with young swimmers Demonstrates ability to work effectively with Head Coach during the meet and travel

Duties: Once you have agreed to be the Team Manager for a trip (competition or training camp at the club, provincial, national level)...

Get all pertinent trip information from the Travel Coordinator, such as: travel arrangements; hotel confirmation; on‐site transportation contracts (if using plane, train, bus); Meet/training camp schedule; Visitor sight‐seeing/fun activity items; Work with the Travel Coordinator until all arrangements have been finalized.

Prior to departure Start a trip "diary". Well in advance of the event, meet with team staff and set out responsibilities and team rules, as well as consequences and who handles them, should these rules be broken.

Communicate with parents and inform them of costs, itinerary, contact information etc. For their children's trip (i.e. passport, cross‐border identification, health insurance, spending money, return trip arrival communication, etc.).

Obtain or prepare a first aid kit. Obtain medical information and release forms from all swimmers and staff taking the trip. Collect signed team codes of conduct. (Swim Ontario can assist with a sample Code of Conduct) Organize all trip documents into a three‐ring binder to avoid misplacing or losing anything.

On departure day Have everyone arrive long before the departure time Have a short team meeting outlining behaviour code and other items directly related to the journey, as well as reviewing the team code of conduct to be in place for the trip.

Count heads and make sure everyone is present before boarding; supervise luggage check‐in/loading.

Collect return tickets, passports, cash etc. for safe keeping.

Upon arrival at your destination Count heads and supervise luggage collection. Sort out rental vans and drivers (where applicable) and distribute maps of the area with clearly marked routes to hotel/pool.

Collect room keys from hotel management. In consultation with the head coach, schedule a team meeting and settle swimmers in their rooms.

Visit the hotel manager and negotiate team feeding arrangements, if this has not been done by the travel Coordinator prior to the trip.

Consider having long distance phone calls and inappropriate TV channels blocked by front desk hotel staff.

Club Operations


Check rooms, document any damage or disrepair and report to hotel staff.

At the team meeting, discuss the following:

team conduct at all times; authority of team staff; team itinerary in general and for the current session/day; first aid procedures and other safety items; do's and don'ts for the trip (it is best to spell them out to avoid misunderstandings); team curfews; very clear consequences of broken rules.

As soon as possible Check out the location of the nearest hospital/ clinic, drug store, grocery store, etc. ‐you will need this information sooner or later;

Have a supply of healthy snack foods for between meals. Check out alternate food places. After confirming with the coach re: their expectations on team down time etc. investigate the possibility for:

shopping trips, sight‐seeing and other “fun” things the swimmers might enjoy (especially on longer trips)

On the pool deck Be prepared to help out with swimmer transportation; feeding; rest periods at hotel etc. Count heads before leaving the pool Obtain daily meet results. Communicate any outstanding performances to home base. Make sure that coaches and athletes are aware of any meet schedule changes that have come to your attention ‐double check this information!

Upon departure for the homeward journey Have athletes packed and ready to leave long before the scheduled departure time. Before leaving, check rooms for forgotten items and possible damage incurred by occupants. Settle hotel bills. Count heads. Settle van/car rental bills. If at all possible, have a short wrap‐up staff meeting at which you take notes.

Upon arrival at home Hand back passports, valuables, money, etc. which you have been asked to keep safely; Ensure all swimmers are picked up Go home and pat yourself on the back for a job well done (most likely, no one else will remember to do this!).

After it's all over Write a short report, rating:

Travel/hotel arrangements; Logistics of feeding swimmers; Shopping, sight‐seeing excursions;

List any behaviour problems encountered and how they were handled. Make suggestions on what should have been done better and list the items that worked well. Prepare a short financial report, accounting for funds spent on behalf of staff and athletes. Ask the head coach for his report, which should deal with the technical aspects of the trip, and

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attach it to your reports. Submit all reports to your board of directors or designated person Submit a "story" to your organization's media person. Read your "diary", and submit a fun and upbeat story to your organization's newsletter person, include photographs whenever possible.

Communication/Publicity A Person Who.....

has good communication skills; has the ability to develop excellent relationship with the media;

Duties: General

Responsible for publicizing activities of the club.

Specific Arrange for or give all news releases and interviews. Arrange for media coverage of all meets and special events. Co‐ordinate and arrange for the distribution of newsletters. Liaise with coach and notify media of results immediately after a swim meet or session. Liaise with all aquatic agencies and schools. Make use of logos/artwork available from Swim Ontario.

How to Write a Newsletter Deciding Questions

What is the reason for the letter? Who decides on the content? Who contributes the items to the letter? Who are the prospective readers? How often is the letter being published? Who pays for the production cost?

Technicalities Use good quality paper. Consider the method of reproduction. Have deadlines and make them known.

The Letter Choose a style of writing to suit the subject. Design a good format. Avoid, if at all possible, major changes in the format. For good content, consider news items; praise for achievements of any kind; announcements for upcoming events; helpful hints; etc.

Distribution Distribute in a pool deck mailbox Email electronic copies. Have sufficient copies as well as some spares. Consider forwarding to club alumni

Note:

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Swim Ontario is attempting to raise the profile of swimming throughout Ontario. Each region has been asked to appoint a media Coordinator who will liaise with club appointed media co‐ordinators.

Other – How to Prepare a Budget Preparation

Executive should establish the budget for the upcoming year well in advance The Head Coach should prepare a coaching budget and submit it to the Club Executive Estimate the amount of fundraising to be done to cover the budget

Expenses Coaches’ payroll Pool and office rentals Swim Ontario Coaches’ travel Equipment purchase Stationery/Supplies Relays (if covered by club) Postage and telephone Awards Dinner Chaperones’ travel and accommodation Swimmers’ travel Miscellaneous

Revenue Registration Swim‐A‐thon Club membership Grants Fundraising Sponsorship

Approval The proposed budget should be presented to the membership at a general meeting for approval.

Other – Financing Meet and Travel Expenses Have a clear policy in place well in advance to all travel/swim meets.

Travelling to Meets ‐ Examples Each family is responsible for their own swimmer(s) to and from a meet. No assistance from the club of any kind.

Plan well in advance and incorporate all or portions of estimated costs into the yearly club budget

Assess each swimmer for the cost of each trip, preferably before the event, and have the swimmers (parents) pay that amount for that trip

Have team fundraising programs to pay for all or portions of the travelling expenses Have a fundraising program that recognizes performance (faster standards receive higher funding)

If the trip is a team meet, sell empty bus seats to interested parents, reducing costs Make use of financial assistance provided through Swim Ontario

How to Pay For Expenses – Reimbursement Examples

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Meals (swimmers) Swimmers have their own funds for all meals Have group meals charged to the swimmers meet account

Meals (coaches, chaperones, volunteer drivers) Club provides each person with up‐front money The travel Coordinator pays all bills Each person pays and submits an expense report Support staff provide their own funds for all meals

Gas and Accommodation Travel Coordinator pays Drivers pay their own bills – submit expense report

Vehicle Rental The company bills the club directly Travel chairpersons pays and submits appropriate invoice to the club

Submitting an Expense Report

What To Do Before Sending The Expense Report Obtain the proper expense report form Gather all invoices, receipts, etc Make copies of all invoices, receipts, etc. Submit to the club’s treasurer in a timely manner

Filling Out The Expense Report Enter statements in correct places Check all entries for accuracy Sign the statement

Assist In Up‐To‐Date Bookkeeping Enclose all receipts, etc Submit the report immediately following the expense Cash the cheque within one week, or as soon as possible

Other ‐ How to Set up a "Buddy" System A "Buddy" is a person who.....

is friendly and personable is a strong club supporter is a good listener

Purpose To provide an organized system to welcome new families into your club

Responsibilities of "Buddies" To give new members a contact within the club to make them feel at home and comfortable more quickly

To promote club spirit and encourage new members to feel a part of the club structure faster To answer questions and be helpful

Preparation From your experienced club parents, ask for volunteers who would be willing to be paired as a

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"buddy" to a new family Prepare a list of willing volunteers Pair up "buddies" attempting to match age, swim group, residence location, etc., where possible Have "buddies" contact new families, welcome them and answer any questions they might have If suitable, have "buddies" meet each other and encourage new members to attend club functions, clinics, etc,

Other ‐ How to Sell Fundraising Items Need to Know

What are good selling items? What basic selling items are requested? What quantity? What quality? When and where will the sales take place? What is the cost price and what is the selling price? Where and how are the supplies obtained? Where do the proceeds go?

Need to Do Establish a policy for storing the supplies Establish a policy for transporting the supplies. Advertise in advance of the sale and during the sale. Display the wares in an attractive and professional manner.

Other ‐ How To Attract Swimmers Advertise in newspapers, magazines, pools, Parks and Recreation Department brochures, etc. Promote swimming within the elementary schools. Print notices which should go out to the schools to every child in September and January of each year.

Set up promotional displays at local shopping malls and similar establishments. Encourage the swimmers to bring in friends. Provide free (or low cost) short term trial sessions. Have the coach promote the sport and club wherever possible. Publicize your club's activities and the performance of the swimmers at meets. Make use of promotional material available from the Swim Ontario office.

Other ‐ Club Media Relations Press Releases A press release is issued to the media when your club has something important to announce. Before you send your press release, ask yourself: would the media and the public need or want to know about your programs or special events?

When you are preparing the release, always include the 5 W’s: Who, What, Where, When, Why It is also a good idea to add an official quote form a coach or president for example, and be sure to include contact names and numbers

Keep your press release short (one page is the best length). Type MEDIA RELEASE on the top of the page and, if you want to include a title, make it short and catchy.

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The media are constantly bombarded with releases and information from many worthy organizations. How do you make your press release and event stand out? Put yourself in the shoes of the reporter, what information would you require writing a story? Know Your Local Media

Clubs should take the time to research who their local reporters are and who covers swimming. Record the person’s name, address, title and phone and fax numbers for future reference. It’s also a good idea to find out each media outlet’s deadline schedule so you can be sure to submit your story on time.

Media Advisories To let the media know that your event is coming up, send a notice of the event two to three weeks prior to the event. The week of the event, follow up with a phone call.

Fact Sheets & Biographies

Your club could provide one‐page fact sheets or biographies about your athletes, coaches, organization, special events etc.

Schedules Your club should also include an easy to read schedule for the entire event.

Event Results Often an organization sends out the press release and when the event is on, no one remembers to update the media with results. You want the media to report on the event while it is happening and not just after. Assign someone to collect and compile the daily results and send these to the local media. It will keep them up to date and it will let the media know when the big race is scheduled!

Media Visits If the media visits your event, have someone meet them at the door and assist them with anything they require. There’s nothing worse than being disorganized or uncooperative when the media are present. In dealing with the media and with your event in general, being consistent and presenting a professional image will benefit your club and swimming as a whole.

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Other - A Guide to Incorporation Please Note: The following guide is not intended to provide specific legal advice. Clubs wishing to incorporate should seek competent advice from a qualified lawyer having relevant experience.

The requirement for incorporation is intended to provide legal protection for individual members and officers of the groups. The process is reasonably simple, and need not require the services of legal advisers. However, consideration should be given to having a pre‐incorporation consultation with legal counsel, who may be able to answer any queries you may have regarding liability of members of the corporation; drafting of the corporation's by‐laws; setting up the corporate records (minute books, books of accounts, etc.); Directors' obligations; and frequency of meetings of the board and the members. Legal counsel will also assist you in drafting the objectives of the corporation.

Completion of the application form is relatively easy, and you may wish to do this yourself. The Ministry of Consumer and Commercial Relations, Companies Branch, will mail you an application on request.

As the corporation is a creature of statute, it is subject to some supervision by the Government of Ontario and it must conduct its affairs in accordance with the applicable statutes. For example, the constitution or by‐laws of the corporation, the election of directors and the calling of meetings of members are all governed by the Corporations Act. In addition, a corporation is required to report certain information on a regular basis to certain departments of the government. Failure to comply with reporting or disclosure requirements could render the corporation, and its Directors and officers, liable to certain penalties, the ultimate penalty being the cancellation of the charter and dissolution of the corporation.

Information about incorporation, the process to be followed and sources of application forms, etc., is available from the Sports and Fitness Branch of the Ministry of Tourism and Recreation, or by contacting:

Ministry of Consumer and Commercial Relations Ministry of Consumer and Corporate Relations Companies Branch 393 University Ave., Suite 200 Toronto, Ontario M5G 2M2 Tel: (416)‐963‐0380 How To Incorporate A Swim Club (A Non‐Share Capital Corporation) The following is a discussion of the principal matters to be considered in incorporating a swim club, and the method by which Letters Patent are obtained. As the majority of clubs will, hopefully, choose Ontario as the jurisdiction for incorporation, reference is made throughout to the Corporations Act, R.S.O. 1990, Chapter C.38, (The "Act").

1. Why Incorporate Incorporating a swim club has certain advantages over maintaining the organization on an unincorporated basis. Firstly, a corporation creates an organization of a more definite and permanent character than an unincorporated group of individuals. In addition, the Interpretation Act, R.S.O. 1990, Chapter I.11, provides that individual members of a corporation are exempt from personal liability for the corporation's debts and obligations.

The Act also provides for limitation on liability as follows: "A member shall not, as such, be held answerable or responsible for any act, default, obligation or liability of the corporation or for any engagement, claim, payment, loss, injury, transaction, matter, or thing relating to or connected with the

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corporation."

In contrast to the protections afforded members of an incorporated swim club, the members of an unincorporated swim club may be liable for its debts and obligations in accordance with the ordinary principles of agency. Contractual liability arises either because the contracts entered into are within the scope of authority provided by the club's rules, or alternatively, in cases where the contracts are beyond the scope of the club's rules, where the members against whom some claim is made can be shown to have approved or subsequently ratified the transaction in question.

Alternatively, liability may be imposed where members have held out to the persons entering into such contracts that the members were authorized to some contract. The basis for tort liability of members of an unincorporated club for the wrongful acts and omissions of club officers, coaches or instructors, appears somewhat less clear than is with the case of contractual liability primarily due to a lack of judicial authority on the subject. Working from fundamental principles, it would appear that the liability or the members would depend upon whether the wrongdoer was an agent or servant of the members and, if so, whether at the time of the wrongful act or omission, the wrongdoer was acting within the scope of his express or acquired authority or within the course of his employment. In contrast with the foregoing, the members of an incorporated club are exempt from any liability for the corporation's debts and obligations.

An unincorporated club is not recognized as having any legal existence apart from its constituting members. As a result, it is unable to enter into contracts or sue in its own name. This can pose a number of difficulties. A representative action may be brought by one or more members of a club on behalf of all members; however, this is available only where all of the members have a common material or financial interest. It has been held that such an interest must be the same and not simply a similar interest. These representative actions are permitted infrequently by the courts.

Further, an unincorporated swim club is unable to hold real estate in its own name and real estate may only be held through trustees. This is inconvenient since trustees may die or resign and may have to be replaced. In contrast, two of the benefits of incorporating, namely perpetual succession and a corporation's existence as a separate entity from its members, enables an incorporated swim club to hold real estate in its own name.

2. Share or Non‐Share Capital Corporation Incorporation of a swim club without share capital can be advantageous in a number of respects. If a club holds a valuable piece of property or the benefit of a valuable contract, for instance, a person who is interested in acquiring the property will not be able to purchase the shares of disinterested members in order to obtain control of the asset in question. Often, the ability of an individual to acquire control of such a club is aided where the active membership in the club has been reduced through disinterest. Frequently, shareholders cannot be found, and obtaining control becomes easier.

With non‐share corporations, however, certain provisions can ensure that the club is active. Membership can be made non‐transferable so that it lapses on the death of a member or provision can be made in the by‐laws such that the membership will lapse upon the failure to pay the requisite membership fees. A swim club typically raises capital by levying annual dues rather than through the sale of shares. These provisions ensure that the club is kept active and the possibility of a third party acquiring control of the club, and hence the direction of valuable assets, is effectively removed.

It is the current policy of both the Companies Branch and the Ministry of Consumer and Commercial Relations and the Corporations Branch of Consumer and Corporate Affairs Canada to prohibit the incorporation of a club as a share capital corporation.

3. Where to Incorporate Once a decision has been made to incorporate without share capital, the question as to which jurisdiction, Provincial or Federal, should be answered. National associations and organizations such as

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Swimming/Natation Canada, Canadian Olympic Association, and the Commonwealth Games Association of Canada, may prefer to obtain, and in fact have, incorporated under the Federal Act, although provincially incorporated organizations such as Swim Ontario and swim clubs may also extend their activities beyond the Province.

4. Governing Legislation In Ontario, corporations without share capital are incorporated under and governed by the Act which applies to:

"every incorporation incorporated by or under a general or special Act of the Parliament of the late Province of Upper Canada:

every corporation incorporated by or under a general or special Act of the Parliament of the late province of Upper Canada that has its head office and carries on business in Ontario and that was incorporated with objects to which the authority of the Legislature extends; and

to every corporation incorporated by or under a general or special Act of the Legislature."

The Business Corporations act, R.S.O. 1990, Chapter B.16, specifically excludes from the application of that Act, a company that has objects in whole or in part of social nature. The Minister has in the past interpreted the word "social" broadly to encompass any objects that are in whole or in part of a recreational, athletic, sporting, community or fraternal nature. As a result, once a non‐share capital corporation has been established under the Act, the Business Corporation Act is of no application. 5. Incorporation Procedure:

In Ontario, swim clubs are usually incorporated by Letters Patent. The issue of Letters Patent is within the discretion of the Lieutenant Governor, and may be withheld when the corporation is considered not to be in the public interest. As a result, incorporation is not obtained on an "over the counter" basis in a matter of minutes, since each application is reviewed and considered on its merits.

Generally speaking, it will take anywhere from 6 to 8 weeks for an application for incorporation to be reviewed, and the incorporator should be advised within that period of time as to whether or not the application is going to be granted. If it is, Letters Patent are made up of a sheet, which is attached to the front page of the application and signed by a Companies Branch Official who signs on behalf of the Minister. At that time, it is returned to the incorporator and entered on the Ministry's corporate database.

Infrequently, and for a wide number of reasons which will be made known to the incorporators, additional time is necessary in the processing of the application. Generally, the delay is a result of the application having referred to other Ministries for comment.

Form of application: Non‐share capital corporations are incorporated by filing with the Lieutenant Governor an application in duplicate on Form 2 as set out in the Ontario Regulations. The current fee for incorporation is $330.00 payable to the Minister of Finance. The application eventually forms part of the Letters Patent and will be microfilmed. Consequently, the format of the application and any supporting documents, if required, must also comply with the Regulations.

Contents of Application: The application for incorporation is made pursuant of the Act, which provides as follows: "The Lieutenant Governor may in his discretion, by Letters Patent, issue a charter to any number of persons, not fewer than three, of eighteen or more years of age, who apply therefore, constituting them and any others who become shareholders or members of the corporation thereby created a corporation for any of the objects to which the authority of the Legislature extends, except those of railway and

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incline railway and street railway corporations and corporations within the meaning of the Loan and Trust Corporation Act." The applicant must file with the Lieutenant Governor an application showing the following information:

The names in full, the place of residence and the calling of each of the applicants. The name of the club to incorporate. The objects for which the club is to be incorporated. The place in Ontario where the head office of the club is to be situated. The names of the applicants who are to be the first directors of the club. Any other matters the applicants desire to have embodied in the Letters Patent.

These requirements will now be dealt with in turn.

Names of Applicants: The application must show the names in full, the places of residence and the calling of each of the applicants who may consist of persons who are to be members of the corporation, or where appropriate, may be members of the law firm which is handling the incorporation. The latter alternative has the advantage of convenience in completing the organization.

Name of Corporation: For the most part, the practice and procedure relating to corporate names is straight forward. However, the name may not include the word "Limited". If the applicant desires, the words "Incorporated" or "Corporation" of the abbreviations "Inc." or "Corp." may be part of the name and the name may also include words such as "Club", but there is no requirement under the Act or regulations that makes it compulsory.

The club will not be given a name that is the same as or similar to the name of a known corporation, association, partnership, individual or business if its use would be likely to deceive. An exception to this rule is provided where the club obtains the consent in writing of whomever has a similar name. Similarly, a name cannot be chosen if it suggests or implies a connection with the Crown or any member of the Royal Family or the Government of Canada or the Government of any province of Canada or any department, branch, bureau, service, agency or activity of any such government without the consent in writing of the appropriate authority. Further, a name will not be granted that is objectionable on any public ground.

The name may not be too general in nature, and there are a host of other rules that guard against confusion and abuse resulting from its use. As well, only letters from the alphabet of the English language or Arabic numerals or a combination thereof, and punctuation marks and other marks as permitted by the Regulations may form part of the name. A club name may not consist only or primarily of a combination of the marks, which are permissible, and at least the first three characters of the corporate name must be letters from the English alphabet or Arabic numerals or a combination thereof. Finally, the name of the club must not exceed 120 characters in length, including punctuation marks and spaces and must be set out in block capital letters in every application filed under the Act.

There are words, which can only be used subject to certain conditions. For instance, the word "association" which cannot be used in a name unless two‐thirds of those persons represented by the club name will be members of the club. Other words for which special provisions are made in the regulations include "amalgamated", "college", "institute", "university", "engineer", "engineering", "housing", "royal", numerals indicating the year of incorporation, "fraternal society", "pension fund society", "employees' mutual benefit society", "veteran", "war veteran".

Once a proposed name has been selected that meets the requirements of the Act and the Regulations, a "NUANS" report, an Ontario biased computer printed search report, must be ordered from the automated name search system owned by Consumer & Corporate Affairs Canada.

Prior to making an application for Letters Patent, a NUANS report will be obtained from a private search house. The search house must be advised that the search is being requested in connection with an

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application for the orderer. In other words, once the orderer obtains the NUANS report back from the search house it will have already been reviewed by the Companies Branch and there will be some written indication on the search report as to whether the proposed name is acceptable. If the name is not acceptable, the reason or reasons will be given. Any problems in respect of the proposed name will have to be resolved before the application for Letters Patent is filed with the Companies Branch.

A change in the club name may be effective at any time by the issue of Supplementary Letters Patent.

Objects: The Act provides that the only objects permissible for non‐share capital corporations, are subjects of patriotic, religious, philanthropic, charitable, educational, agricultural, scientific, artistic, social, professional, fraternal, sporting or athletic nature or that are of any other useful nature. As the club is to be carried on without gain to its members, the object will generally not be related to business activities, although some business activities may be contemplated as ancillary to the club's main objects.

In drafting the objects, it should be noted that a non‐share capital corporation has a number of incidental and ancillary powers as set out in the Act. In addition, a non‐share capital corporation has the power to acquire and hold land necessary for its actual use and occupation or for carrying on an undertaking, and the power to borrow money, issue securities or mortgage its property. Finally, every club incorporated under the Act has the capacity of a natural person unless the Letters Patent state otherwise.

Head Offices: The Act requires the Head Office of the club to be maintained at all times within Ontario. The application for incorporation, which becomes part of the Letters Patent, sets out the place within Ontario where the head office is to be situated. Such a location must have a geographical reference and is typically an incorporated municipality. For example, the place of the head office could be an unincorporated village or hamlet as there would not be any defined boundaries. The Ministry will not allow, with only rare exception, a country or a territorial district as the place of head office, but rather will approve a smaller municipality such as a city, town, village, or township.

The Act provides for a change in location of a club's head office by special resolution. Such a resolution is one passed by the directors and confirmed with or without variation by at least two‐thirds of the votes cast at a general meeting of the members duly called for that purpose, or, in substitute for such confirmation, by the consent in writing by all members entitled to vote at such a meeting. Notice of such a special resolution must be filed with the Minister and published in the Ontario Gazette.

In practical terms, no one ever seems to remember to pass the resolutions or notify the Minister, and the head office generally moves from the home of one club president or secretary to another, year in, year out, without effect.

First Directors: The affairs of a club are managed by a Board of Directors consisting of a fixed number of directors, not fewer than three. The persons named in the application are the first directors of the club, to be replaced by the same number of others duly elected or appointed in their place. As a result, the number of directors will be initially fixed at the number named in the application, but this number may be increased or decreased by special resolution.

Other Matters: Applicants may ask to have embodied in the Letters Patent any provision that may be made the subject of a by‐law of the club. The contents of which are governed by the Act. When considering whether to put a particular provision in the by‐laws or Letters Patent of a club, ease of amendment should be considered. The Letters Patent, supplementary Letters Patent or by‐laws of a club may provide for the admission of members ex officio. This can be provided for in a number of ways. An incumbent president or other officer of the club may be made ex officio a member of the club. Upon ceasing to hold the required office, he or she would cease to be a member. The advantage of this is that it provides for members who are

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both active and interested and encourages a change in membership while protecting against what could become a self‐perpetuation body. Note: It is necessary to file a Form 1 under the Corporation Information Act within 60 days after the date of incorporation. Failure to file the notice could result in dissolution

6. Special Provisions Which Apply to Clubs Fortunately the Ministry has in the past interpreted the word "social" broadly to encompass any objects that are in whole or in part of a recreational, athletic, sporting, community or fraternal nature. As well, where the club's objects are exclusively of an athletic, sporting or recreational nature and do not include any of the common attributes of a social club, the application process is simplified. However, the application must include the following statement:

"Provided, however, that the Corporation shall not maintain a clubhouse or similar premises."

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Other ‐ Reference Material The following reference material is available from Swim Ontario and from the Swim Ontario website www.swimontario.com. And swimmeet.ca

Reference Item Annual Conference Registration

Awards Application & Procedures

Coach/Swimmer Registration Agreement

Club Affiliation Form

Club Mailing List/Profiles

Event Calendar

Foreign Swimmer Form

Harassment Policy

Hosting Agreement

Insurance Package

Meet Sanction Package

O.S.C.C./C.S.C.T.A. Code of Ethics

Officials Development Plan

O.S.C.C./O.S.O.A. Listing

Ontario Athlete Assistance/Club Grant

PIPEDA – Club Compliance form

Registrar Waiver form

Resource List

Safety Procedure Rule/Pool Depth Certificate

Swim Ontario Board of Directors Listing

Swim Ontario By‐Laws

Swim Ontario Meet Bid Form

Swim‐A‐Thon Package

Tour Team ‐ Code of Conduct/Staff Guidelines

University Affiliation form

Video List
