Cross Country Newfoundland & Labrador (CCNL)

POLICY & PROCEDURE MANUAL

http://www.crosscountrynl.com http://www.cccski.com

REVISION RECORD

REVISION #

DATE OF REVISION

REVISION BY

COMMENTS

1 APRIL 20 1993

GRAHAM OLIVER DEVELOPED MANUAL

2 JANUARY 1998

KEITH TAYLOR ADDED AND DELETED PARAGRAPHS

3 APRIL 2001

KEITH TAYLOR ADDED SEC. 16 AND 17.

4 October 2009

GORDON BREWER Revised Provincial championship Technical

Package 5 OCTOBER

2012 GEORGE PINK CONVERTED MANUAL

TO EDITABLE WORD DOCUMENT

6 APRIL 2014

GEORGE PINK UPDATED AND ADDED DOCUMENTS

7 September 2014

GEORGE PINK REVISED DIRECTOR OF COACHING

8 October 2014

GEORGE PINK REVISED MEMBERSHIP FEES

9 October 2015

GEORGE PINK REVISED MEMBERSHIP FEES

10 April 26 2017

GREG NOONAN Revision Membership

11 May 1 2019

LUKE DUNPHY NL Cup Series Race Package

12 May 1 2019

GEORGE PINK CCNL Hall of Fame Addition

13 May 31 2020

JAMIE MERRIGAN Criminal Record and Vulnerable Persons Check

CROSS COUNTRY NEWFOUNDLAND & LABRADOR (CCNL)

POLICIES AND PROCEDURE MANUAL

1.0 Role of the Association

1.1 Statement of Mission and Goals 2.0 Function of Association

2.1 Incorporation of Association 2.2 Relationship with Newfoundland Government 2.3 Administration and Operating Guidelines 2.4 Sport’s Governing Body responsibilities

3.0 Organization

3.1 Profile 3.2 Regional Boundaries 3.3 Structures 3.4 Duties of Executive Members- including specific responsibilities for

selected positions 3.5 Other Committees

4.0 Membership

4.1 Membership Requirements 4.2 Membership Fees 4.3 Membership Benefits

5.0 Planning, Management and Reporting Responsibilities

5.1 Annual General Meeting 5.2 Submission Summary

6.0 Financial Management

6.1 The Role of the Treasurer 6.2 Fiscal Period 6.3 Storage of Financial Documents

6.4 Expense Claims 6.5 Annual General Meeting 6.6 Travel 6.7 Telephone Expense 6.8 Expense Claim Form

7.0 Relationship with Cross Country Canada / CCC

7.1 Cross Country Canada 7.2 National Governance of CCC 7.3 Communication 7.4 Services Provided by CCC 7.5 Materials for Sale 7.6 Liability Insurance Policy

8.0 Events

8.1 Provincially Sanctioned Events 8.2 Nationally Sanctioned Events 8.3 Provincial Championships 8.4 Provincial Racing Series 8.5 Newfoundland Marathon 8.6 Great Labrador Loppet 8.7 High School Challenge 8.8 Dildo Run Challenge 8.9 Provincial Masters Championships 8.10 Don’t Hang Up Your Skis Yet Race! 8.11 Snowy Owl Classic 8.12 Discovery Tour 8.13 Blow-Me-Down Races 8.14 Newfoundland Marathon/Provincial Championships and Ski Fest. Bid

Package 8.15 Outfitter’s Open 8.16 Big Land 8.17 Kids Ski Fest & Midget Championships 8.18 Gander Invitational 8.19 Event bid procedure and Bid Form

9.0 Fundraising

9.1 Sponsorship 9.2 Ticket Lottery

9.3 Event Sponsors 10.0 Officials

10.1 Officials Development 10.2 N.O.C.P. Practical Application Form

11.0 Youth Programs

11.1 Programs 11.2 Contracts

12.0 Provincial Team Handbook 13.0 Technical and Coaching ( to be completed) 14.0 Insurance Manual 15.0 Technical Package – Provincials 16.0 Technical Package – Marathon 17.0 Technical  Package  –  Midgets  

 18.0 Technical  Guidelines  –  NL  Cup  Series    

19.0 Financial Assistance Policies 19.1 Policy for Financial Assistance for Clubs for Junior Development 19.2 Policy for Financial Assistance for High Schools Competing in the NLHSAF Cross Country Skiing Championships 19.3 Policy on Athlete Subsidy for CCNL Athlete attending out of Province Events. 20.0 Articles of Association 21.0 Newsletter Sample, March 2003 22.0 Strategic Plan CCNL Rev 4.0 23.0 Policies for Coaches and Athletes 23.1 Athlete Code of Conduct 23.2 Coaches Code of Conduct

23.3 Harassment Policy CCNL 23.4 Driving Policy 23.5 Provincial Coach Application – Sample 23.6 Sport NL Dispute Resolution Process 24.0 School Sports 24.1 School Sports – Cross Country rules 24.2 School Sports Entry Form 25.0 Guidelines for Labrador Sport Travel letter 25.1 Guidelines for Labrador Sport Travel 25.2 Guidelines for Labrador Sport Travel Application 26.0 Team NL Canada Games Policy and Procedure Manual 27.0 Newfoundland & Labrador Games Policy Handbook 28.0 CCNL Hall of Fame History and Application Form 29.0 Appendices Appendix 1 – Forms and Applications

1.0 Role Of The Association

1.1 Statement Of Mission And Goals Cross Country Newfoundland and Labrador leads, develops and promotes the sport of Cross Country Skiing throughout the Province. CCNL promotes excellence, enjoyment and ethical conduct through community- based clubs recreational and competitive programs that appeal to skiers of all ages and abilities. An Elite Junior Development Program, coordinated by the association will provide an opportunity for young skiers to reach excellence at the provincial and national levels. Cross Country Skiing as a life – long activity should be the goal of the association and a Calendar of Events should be developed to reflect this philosophy. Goals Elite Development

o To have Newfoundland and Labrador skiers represented on Canada’s National Team.

o To have highly competitive Newfoundland and Labrador Junior, Senior and Master Ski Teams at inter – provincial and national championships.

o To provide the coaching and support structure to achieve success for the elite skiers.

Programs

o To have well – defined programs for all segments of the Newfoundland and Labrador population, regardless of age, sex, skill or ability.

o To ensure that these programs are well known and understood by the ski population.

o To promote and support the delivery of these programs through a province wide club structure.

Facilities

o To develop a comprehensive plan for cross country ski facilities in Newfoundland and Labrador

o To promote, encourage and assist the province, local authorities and clubs in the development of these facilities.

o To develop international calibre training and competition facilities for Newfoundland and Labrador skiers.

Promotion

o To ensure that cross country ski programs and events are promoted

through newspaper, radio, internet links and television media. o To develop an awareness of the fitness and healthy lifestyle benefits of

cross country skiing. Management

o To recruit and involve capable and committed volunteers and professionals, in all aspects of CCNL management and programs.

o To ensure CCNL’s short and long term financial viability. o To provide respected and visionary leadership in the attainment of the

CCNL’s goals.

2.0 Function of The Association

2.1 Incorporation of the Association According to a letter addressed to Fred Cole, Association Treasurer, from Corwin Mills, President, on November 27th, 1980; the Newfoundland and Labrador Cross Country Ski Association was incorporated by Mills & Diamond Law firm of Clarenville and a cost of $311.51 was incurred. In 2003, Judge Bruce Legrow officially and legally renamed the Association to Cross Country Newfoundland and Labrador (CCNL).

2.2 Relationship With Newfoundland and Labrador Government CCNL is a Sport’s Governing Body and operates under the umbrella of the Department of Tourism, Culture & Recreation, and Recreation & Sport Division. Within the Division there is a specialist who is assigned to work with cross country skiing. Through this department CCNL receives an annual operating grant as well as funding for “Leadership Projects” and “Development Projects.” On intermittent bases the association can apply for a Capital Funding Grant. In addition, a Canada Games Grant is provided to prepare athletes for the Canada Games. In order to procure funding, Grant Applications must be completed annually. A budget is submitted with audited financial statements. All funds must be accounted for with specific codes. The application should be submitted early enough to ensure funding allocation be received in time to prepare a budget for the Fall Executive Meeting. A Canada Games grant application also must be submitted as early as possible in order to receive funding. Address: Government of Newfoundland & Labrador Dept. of Tourism, Culture & Recreation Recreation and Sport Division P. O. Box 8700 St. John’s, NL A1B 4J6 PH: 709 729-5241 The Association is also a member of Sport Newfoundland and Labrador which holds its AGM in November in St. John’s. The address is the same as above. Phone 709 576-4932, Fax 709 576-7493. Through Sport Newfoundland and Labrador nominations to the Sport’s Hall of Fame can be made. They also offer scholarships to provincial Athletes. The Premier’s Athletic Awards go through SNL

2.3 Administration and Operating Guidelines

The Policies and Procedures of the Association can be changed at any time by making a motion at the AGM of the Association.

2.4 Sport’s Governing Body Responsibilities

As the Sport’s Governing Body for cross country skiing, the Association must verify that clubs are in good standing when a club applies to the Lotteries Licensing Board for a Lottery License. Ski clubs must have a “Lotteries Amateur Sport Certification” completed by the president of the Association and enclosed with their license application before a Lottery License will be issued. The president should have a number of these certification forms on hand and forward a completed copy upon request.

3.0 Organization

3.1 Profile

The positions in blue are members of the executive. In the profile the responsibility of each director is denoted, however the responsibilities of the directors may change at the discretion of the executive 3.2 Regional Boundaries

DIRECTOR PARA-NORDIC

PRESIDENTT

SECRETARY TREASURER

GENERAL MEMBERSHIP

CLUBS

CLUBS

CLUBS

CLUBS

CLUBS

TECH / DIRECTOR COACH TEAM SELECTION

COMMITTEE

VICE PRESIDENT NORTHERN

VICE PRESIDENT LABRADOR

VICE PRESIDENT WESTERN

VICE PRESIDENT EASTERN

VICE PRESIDENT CENTRAL

DIRECTOR CANSI

DIRECTOR JACKRABBIT

DIRECTOR COACHING

DIRECTOR JUNIOR DEVELOPMENT

DIRECTOR POLICY & PROCEDURES

EVENT SELECTION COMMITTEE

WEBSITE

Labrador Region – includes all of Labrador Northern Region – from southern boundary of Gros Morne Park to St. Anthony. Western Region – includes communities from Port Aux Basques to the

Gros Morne boundary, South to Burgeo and east to the Baie Verte Penninsula..

. Central Region – runs from Springdale to the eastern boundary of Terra Nova

National Park. Eastern Region - includes all communities east of Terra Nova National Park

boundary. 3.3 Structure

CCNL will be administered by an Executive which will consist of president,

secretary, treasurer, five regional vice-presidents and directors with working committees.

The Executive will meet in May of each year at the Annual General Meeting.

The year end is June 30th and an audit is presented in the Fall meeting usually held in late September or early October. The Provincial Coach /Technical Director should also be in attendance at the AGM and Fall Executive Meeting. However the person holding this position will not be permitted to vote on issues which are tabled.

3.4 Duties of the Executive and Board of Directors The duties of the officers are stipulated in the constitution (see 18.0) and further on in this section (3.4). The president will delegate duties as required. Vice-presidents will be responsible for maintaining contact with all clubs in their designated region. In addition, each vice-president will be responsible for additional duties such as, membership chairman, publicity, fundraising, etc. Each director will also be responsible for a particular portfolio eg. Jackrabbit, CANSI, Junior Development, Coaching, Special Groups, Tour Leading, School Ski Programs and Officiating (more details follow in this section).

Duties and responsibilities of vice-presidents

• To act as a liaison between the provincial association and the various clubs. • To maintain contact with clubs on a regular basis to deal with needs, concerns,

suggestions, etc. • To promote the development of new member clubs and the benefits of being a member

of the provincial association. • To promote Cross Country Skiing in the region.

A Vice-President may be required to assume the role of membership chairperson for the provincial association. Required duties include but may not be limited to:

• Ensure the use of Zone 4 for membership registration. • Ensuring all clubs are registered with the provincial association prior to the start of the

ski season. • Sending club and event registration forms to all clubs in early October for the upcoming

ski season. • Sending copies of division and club registration forms to Cross Country Canada by the

required deadline. • Advising all clubs of the Feb 28th deadline for payment of affiliation fees to provincial

association.

A Vice-President Director may be required to assume the role of newsletter editor or Webmaster for the provincial association. Current duties include:

• Producing newsletters during the ski season and distributing them to member clubs, executive members, coaches, ski team, sponsors, government agencies, Cross Country Canada and representatives of other ski associations in Atlantic Canada.

• Encouraging the submission of articles and photographs from clubs, coaches, etc., to be viewed on CCNL website.

• Gathering information and results from various events, including club competitions, in-province sanctioned events and out-of-province races, uplink to CCNL website.

• Including a calendar of events in each issue, uplink to CCNL website • Including a list of contact people (i.e. executive members, member clubs) on website. • Distributing the newsletter on a timely basis, via email or website.

A Vice-President may be required to assume the role of fundraiser coordinator for the provincial association. Duties include but may not be limited to:

• Soliciting prizes by contacting potential donors directly and also through other executive members and clubs.

• Ensuring that there is a satisfactory number and value of prizes. • Completing an application form for the required license. • Arranging for the printing of the tickets. • Distributing the tickets and appropriate forms as required through the regional vice-

presidents to the member clubs.

• Sending a reminder to vice-presidents and club presidents midway through the “ticket sales” period.

• Ensuring the ticket stubs are forwarded to the draw site in time for the draw. • Ensuring that reconciliation forms and monies are forwarded as required. • Ensuring that the draw is carried out as required. • Ensuring that winners are notified, received their prizes as determined by the draw, and

are thanked for their support. • Completing a financial report as required by the Lottery Licensing Board.

Each Vice-President is expected to prepare a written report for the CCNL AGM

(Usually held in May).

REGIONS AND CLUBS Central Region AIRPORT NORDIC SKI CLUB EXPLOITS VALLEY CROSS COUNTRY SKI CLUB NEW WORLD ISLAND SKI CLUB SPRUCE GROVE SKI CLUB Eastern Region CLARENVILLE NORDIC SKI CLUB AVALON NORDIC SKI CLUB Labrador Region BIRCH BROOK NORDIC SKI CLUB MENIHEK NORDIC SKI CLUB MOUNT NASCOPI SKI CLUB Northern Region AURORA NORDIC SKI CLUB DEEP COVE SKI CLUB MOUNT ST. MARGARET SKI CLUB VIKING TRAIL SKI CLUB Western Region BLOW-ME-DOWN CROSS COUNTRY SKI CLUB PASADENA NORDIC SKI CLUB WHALEBACK NORDIC SKI CLUB

Duties and Responsibilities Director of Para-Nordic CCNL

• To promote skiing for people with a disability within CCNL and throughout the Province.

• To facilitate the inclusion of skiers with a disability into the activities of CCNL, on a

recreational and/or a competitive level.

• Liaise with other groups as may be necessary, such as Special Olympics, Cerebral Palsy Association.

• Act as a resource person regarding disabled skiing and disseminate information to

others, respond to inquiries and requests for information.

• Keep up-to-date on teaching methodologies and equipment development.

• Monitor the bank of equipment available to skiers in the province and ensure that it is maintained in good condition.

• To assist clubs involved in School Ski Programs in making every effort to provide cross

country skiing to all students.

• Conduct workshops/clinics as necessary to increase the awareness and knowledge of other Instructors and Coaches.

• A written Report should be presented at the AGM usually held in May.

Duties and Responsibilities CANSI Director – CCNL

CANSI – Canadian Association of Nordic Ski Instructors – A national organization - presently based in Ottawa- with roughly 900 members in Canada. CANSI’s mandate is to provide a Nordic ski instructor programme across Canada by providing various levels of instructor certification. CANSI offers insurance while teaching cross country skiing, pro deals on equipment and opportunities for professional development. .

• Be responsible for organizing and running all CANSI SKI instructor courses in the province. If the individual can’t run the course then they should find a current, certified instructor that can run that course.

• Ideally this person should be a CANSI Level 3 or 4 instructor to be able to teach Level 1 and 2 courses in the province. As well if this individual has telemark instructor certification then this would allow clinics and courses to be offered in this technique.

• Email or Mail out CANSI course information to all clubs in the fall to be able to

arrange courses through the upcoming winter. Most courses are booked on request of clubs so this info is crucial to establishing courses.

• Promote CANSI courses in publications like the CCNL newsletter and web page. Also

promote the idea of lessons and skill improvement through lessons in all clubs.

• CANSI Director must be a current CANSI Member.

• Prepare a Report for CCNL AGM (usually held in May).

Submitted by Keith Nicol October 11, 2013

Duties and Responsibilities

Jackrabbit Coordinator

• In early fall contact Cross Country Canada with reference to availability of supplies, any price changes or new products available.

• Notify clubs of procedures regarding Jackrabbit Program

(a) Where to get information if needed (b) Supplies available (c) Cost of registration kits (d) Where to order (e) Billing and payment procedures

• Order supplies from CCC (usually based on total number of orders from previous year) Your order would include new registration kits and any badges depleted from the previous year.

• Collect order list from clubs and make an order to CCC for supplies and kits. An attempt should be made to order early and only one order to save on shipping cost and take advantage of any sales.

• In spring when all clubs have finished their programs take stock of supplies left over so

fall ordering will be easier.

• Prepare a report of Jackrabbit Program including, number of children enrolled, number of

clubs, etc. for CCNL AGM (usually held in May).

Duties and Responsibilities Director of Coaching CCNL

To facilitate the arrangement of National Coaching Certification Program (NCCP) courses such as:

• ICC (Intro-to-Community Coaching). • CC (Community Coaching). • L2TD (Learning-to-Train Dryland). • L2TO (L2T On-snow).

This involves:

a) Asking for clubs to submit requests for courses (typically, interest from 6 coaches is required; but less has been considered on a case by case basis).

b) Arranging a Learning Facilitator. The learning facilitator (LF) and the club will work out a date. The club is responsible to secure a suitable location. To reduce expenses, the club may be asked if a billet is available. Next:

c) Advertise the course, location and date. d) Securing the necessary course materials and course forms.

a. Manuals are now provided electronically to participants (they may print them if they wish).

b. A limited number of CCNL-owned printed manuals will be present during the course.

c. Physical workbooks are provided. Upon completion of the course:

e) Receive the course forms from the course conductor and input into The Locker (NCCP database).

f) Receive Practical Experience Records, and input into The Locker. g) Receive evaluation request from coaches and arrange for an Evaluator. h) Ensure that honoraria and expenses are paid to LFs as appropriate. i) Keep a copy of all pertinent records (physical, or scanned/electronic).

Additional duties:

a) Provincial point of contact to/from Cross Country Canada (CCC). a. Relay information both ways. b. Attend CCC conference calls. c. Occasionally (every few years) attend in person meetings (cost covered by

CCC/CCNL). b) Be familiar with the NCCP coaching system, and answer inquiries from clubs and

individuals in the province. c) Keep track of stock and order NCCP materials (workbooks). d) Oversee the coaching development budget.

a. Approve out-of-province training requests [T2T (Training-to-Train), L2C (Learning-to-Compete)].

e) Coordinate Learning Facilitator and Evaluator selection and training. a. Periodically review level of honoraria with National standards.

Learning facilitator fee schedule:

• ICC: 300$ • CC: 350$ • L2TD: 400$ • L2TO: 400$ • T2TD: 400$ • T2TO: 400$

Evaluator fee schedule (from CCC – Winter 2014): L2T context Estimated total time* Fee Planning and delivering a practice (on-snow)

3 hours 90$

Designing a seasonal training plan 1 hour 30$

T2T context Estimated total time* Fee Delivering a roller ski practice session

3 hours - 3.5 hours (with or without analyzing technique)

90$ - 105$

Analyzing ski technique 3 hours (as standalone evaluation) 90$

Supporting athletes at a competition

12 hours 300$ for 1 coach 400$ for 2 coaches

Designing a yearly training plan (YTP)

80 minutes 40$

Managing a sport program 80 minutes 40$

Duties and Responsibilities Director of Junior Development CCNL

To promote JUNIOR DEVELOPMENT, to include but not be limited to the following: • To support the Provincial Coach or coaches, if requested, in the delivery of the Provincial

Team Program (eg: assist in training program design, attend training camps) • To support and to interact with the Director of Coaching, since coaching development is an

integral part of Junior Development. • To be a member of the Coaching Development Committee. • To encourage entry level athlete development at the Club/Regional level. • To administer the subsidy program for High School Provincials and for in Province races. • To be a resource person for Jackrabbit or youth development. • To be a liaison with the Director of Special Groups. • To seek sponsors and other forms of fundraising. • To prepare a report for the CCNL AGM. • Chair Ski Team Committee • Construct Criteria and Facilitate Team Selection and Race Trip Selection with collaboration

of Ski Team committee • Administer CCNL Athlete Assistance Program • Administer Government of NL Athlete Assistance Programs • Attend Fall Executive Meeting • Revise Budget Request annually for submission at the Fall Executive Meeting • Revise Athlete Handbook Annually • Complete/Assist in Government Grant application process (Annual Operating Grant, Canada

Winter Games Grant, Travel Subsidy Grant, Capital Grant, other)

Duties and Responsibilities Director of Policy & Procedures

• Maintain and keep up to date the Policy and Procedure manual. • Ensure distribution to all clubs

• Update and keep current Articles of Association.

• Maintain and keep current the Strategic Plan of CCNL.

• Maintain Archives of the CCNL Association.

• Develop Hall of Fame for CCNL.

3.5 Other Committees

A Ski Team Committee to deal with team selection should be appointed by the President. This committee should take into account regional representation and should consist of no less than three (3) members. The Provincial Coach is a non-voting member. The Nominating Committee will be appointed by the President and should consist of no less than three members. It will be their responsibility to nominate a slate of officers. In an effort to come up with a slate all clubs should be contacted and a notice of date and time for the Election of Officers should be sent to all clubs three weeks prior to the AGM. The committee should try to ensure that there is regional representation on the Executive. Events Committee – Bids to host an event will be submitted to the Association Secretary two months in advance of CCNL AGM for events for the following year. The bids will be forwarded to the chair of the events committee. The committee will assess the bids and make recommendations to the board of CCNL at the AGM on which club will host events such as Provincials, Marathon and Kids Fest. /Midgets. Other committees should be appointed when the need arises.

4.0 Membership

4.1 Membership Requirements To be a member in good standing with CCNL, a club must register with CCNL and Cross Country Canada by October 31st. This can be done by entering your username and password on the Zone 4 website. WWW.zone4.ca. Once a club is registered, they can contact Zone 4 support to assist in developing a template. This will enable online registration of club members. Contact the Membership Director or Zone 4 support to obtain a club’s username and password. Effective 2015-16, CCC fees and CCNL fees are automatically taken from a member’s registration fee when they register online. Clubs can register for CCC sanctioned events by sending the completed application and fees to Cross Country Canada. A copy of the form should be forwarded to the Membership Director. 4.2 Membership Fees Club membership fees will be determined by individual clubs. CCNL fees will be $17.00 per member fourteen years and over and $13.00 for members thirteen years and under. 4.3 Membership Benefits

Members of a registered club with CCNL become members of CCNL and CCC and are then covered by CCC’s liability insurance policy. (Policy on CCC web site). Administrator for CCC is Carolyn Cavaliere. All registered clubs can obtain a Certification of Insurance. Please note, if a club has an insurance question, please contact your division Membership Director or CCC.

Clubs affiliated with CCNL are able to avail of CCC programs, such as Racing

Rocks and Long Term Athlete Development and also can bid for CCC Events in your club and avail of all CCC resource materials.

Clubs are able to avail of programs offered by CCNL: Officiating, Jackrabbit

Program (need qualified leaders ICC or CC to be covered by insurance), Technical Delegates or Technical Assistants for events, Coaching (Introduction to Community Coaching, Community Coaching courses and L2T workshops), hosting events (Marathon, Provincials, and Midgets).

Clubs are able to network with the other clubs in CCNL. We can share information such as: how to conduct a race or tour, timing information, grooming and equipment, trail development, fund raising, provincial, federal and corporate sponsor grants.

Club members are permitted to attend CCNL Annual AGM, be able to speak on

issues and concerns and have voting power. Clubs can get club members elected to CCNL board. Clubs can bid on CCNL sanctioned events.

Club members of an affiliated ski clubs can participate in CCNL and CCC

sanctioned events, dry land & on- snow events, camps and races and could be a member of the CCNL Provincial Ski Team.

Clubs get to participate in CCNL Fundraiser and retain 40% of the funds.

Clubs can avail of Jackrabbit and Track Attack material through CCNL Jackrabbit

Director, and can get Officials courses and Coaching courses.

Clubs can avail of CANSI (Canadian Assoc. of Nordic Ski Instructors) courses and give ski lessons. CANSI can also provide ski improvement courses.

Clubs can avail of resources and info on web site provided by CCNL and is also

eligible for Zone 4 membership registration.

Clubs can also get information on Zone4 racing and timing program from your club division.

All organizations are affiliated with a parent group the PSO (Provincial Sports Organization). In our case the parent group is CCNL and we are members of Sport NL.

5.0 Planning, management and Reporting Responsibilities 5.1 Annual General Meeting The date and location of the Annual General Meeting should be arranged by

the president. The President will solicit input for an agenda for the AGM and will ensure

that the tentative agenda is circulated at least two weeks prior to the meeting.

The regional Vice- Presidents should contact all clubs within their region

and encourage clubs to have representation at the AGM. At the AGM a tentative Calendar of Events will be formulated with inputs

from club presidents and the executive. Initial planning on the budget can also be started by soliciting input from those around the table.

The President, Treasurer, Directors and Vice- Presidents should plan for the

coming season (ex. Events/Clinics/etc.) and should be reflected in their report to the AGM.

Grant applications will be discussed at the AGM. Applications have to be

completed in association with the CCNL President by early April of each year. The applications have to be submitted to Government by April or early May of each year depending on the requested deadline. If submission is made by the requested deadline, Government will be able to notify the president by early September of the funding allocation which is essential for preparation of the budget.

Submission of Reports

All members of the executive should present a report at the AGM. Club Presidents should also provide a report regarding the progress of their club during the season. These reports should be type-written and submitted to the secretary for circulation with the minutes.

The Technical Director or Coach should provide a comprehensive report on

the season with recommendations and preliminary planning for next season. A financial report should be delivered by the Treasurer, with

recommendations on spending. All financial records should be turned over to the auditor at the end of the fiscal year, June 30th.

6.0 FINANCIAL MANAGEMENT

6.1 The Role of the Treasurer

The Treasurer, who shall be responsible for administering the funds of the Association, as authorized, in consultation with the President, maintaining careful and true records of all financial transactions and filling vouchers and receipts to cover such transactions. The Treasurer shall submit a summary of the finances of the club at each meeting, if required, and give a full report at least once a year. Cheques drawn on the Club’s account shall be signed by both the President (or President’s designates) and the Treasurer. Expenditures should be made in accordance with a realistic budget which will be submitted and approved at the Fall Executive meeting. Any requests for expenditures not within the guidelines of the budget should be discussed with the President and circulated to the executive for approval. A financial statement will be presented at each AGM and all records given over for audit at end of each fiscal year, June 30th is year end.

6.2 Fiscal Period The fiscal period runs from July 1st to June 30th. An audit of the Association’s

financial transactions will be done annually and the audit will be presented at the Fall Executive meeting.

6.3 Storage of Financial Documents

All financial records for the Association will be stored for seven years. The outgoing treasurer should ensure that the records are neatly filed in a filing box and passed on to the new treasurer.

6.4 Expense Claim

When members of the executive are travelling on Association business, personal expense forms can be submitted for reimbursement. All expense forms must be approved by the treasurer. Claims should be made on an official “Expense Claim Form”. (See 6.8).

6.5 Annual General Meeting

The AGM should be held in May of each year. A Nominating Committee should be appointed at least 6 weeks in advance to get a slate of officials. Notice of AGM meeting and Agenda should be sent out by the President and also the Event Bid form Hotel accommodations and meals for executive members will be paid by the Association. Those attending the AGM from the island portion of the province should car-pool, while those attending from

Labrador will be allotted a maximum of $1,000.00 for travel. The vice president from Labrador should ensure that the money is shared amongst the executive/delegates attending. In order to cut expenses, at least 2 people should be assigned to each hotel room.

6.6 Travel

The allowable claim for automobile travel will be 25 cents per kilometre. When using air travel, bookings should be made in advance so as to take advantage of lower fares.

6.7 Telephone Expenses

Members of the executive who make telephone calls while doing Association business can submit an expense form with a copy of the telephone bill to the treasurer for reimbursement. It is recommended where possible to use email or CCNL website. 6.8 XCNL Expense Claims form Next page.

7.0 Relationship With Cross Country Canada- CCC

7.1 Cross Country Canada The Newfoundland and Labrador Ski Division is one of twelve divisions within Cross Country Canada. CCC is responsible for cross country skiing leadership and administration of the sport in Canada. Primarily its resources are spent on the National Cross Country Ski Team Program. CCC is a member of the Canadian Ski Association which represents Canada in the International Ski Federation (FIS). 7.2 National Governance of CCC The CCC Board of Directors meet annually (usually early June) at the AGM to set annual governing policies of the association. The Board is comprised of the President of each Ski Division and the elected Executive. Voting for the Executive is by Division Presidents only. Cross Country Canada’s ongoing governance is by the Executive and various committees which report to the Executive. Currently there are the following principle committees: National Ski Team, Events, Youth and Coaching/ Sports Science. Membership to these committees is by appointment via the Executive committee member responsible for the committee. Divisions and interested CCC members are encouraged to seek nomination to these committees. Division representation at the AGM is at the expense of each division member. However, airfare is provided by CCC for division presidents. 7.3 Communication General communication to all members is done through the CCC annual package, emailed in November to each club and also through CCC website. Club and program leaders also receive the CC Cross Connections which is now emailed in the Fall and late January. Ongoing information is maintained on the CCC web page (http:/ / www.cccski.com) Important notices are emailed to divisions, etc. as needed. More and more of the communication is done by posting on the Web Site. CCC National Office can be reached by email as follows:www.cccski.com And click on the contact tab.

7.4 Services Provided by CCC CCC provides for the following:

o National Ski Team program o Rules/guidelines for all competitive programs o Youth program o National events scheduling o National Coaching Certification Program o Advice pertaining to cross country skiing o Club services for all the above and a liability insurance program o Annual club promotional information kit emailed to all clubs o CCC Annual Magazine, Web Site and CC Cross Connections.

Clubs belong to their respective division who is a member of CCC. Each division pays an annual membership fee to CCC. 7.5 Materials for sale: Cross Country Canada’s website provides clubs with manuals and resource materials for programs such as: Coaching, Officiating, Jackrabbits and Trail Preparation. CCC store, an online ski wear and accessories store is available on the homepage along with many other interesting links.

www.cccski.com Coaching ----- http://cccski.com/Programs/Coaching-Development/National-

Coaching-Certification-Program.aspx Officials------http://www.cccski.com/Events/Officiating.aspx

Jackrabbits--- http://www.cccski.com/Programs/Athlete-Development.aspx

7.6 Liability Insurance Policy Cross Country Canada, has Liability Insurance for its Directors, Provincial Divisions and their Directors, Member Clubs and their Directors, Members, Volunteers and Sponsors. The coverage in force is a Third Party Sports Liability Policy which includes Directors & Officers Errors & Omissions. This Board coverage will protect the Named Insured (2nd party) from any claims and/or suits where negligence is alleged, whether it be from a spectator or a participant, or any legal entity. Claims and/or suits by Members (participants, 2nd party) are allowed for within the policy under the “Injury to Participants” and “Cross Liability” endorsements. The Member (participant) (2nd party) then becomes “The Third Party”. Member Club’s coverage includes, in addition to Directors & Officers Error & Omissions, the following: All Nationally and/or Divisionally Sanctioned Program/Activities/Events and the Participants, Officials, Organizers, Coaches, Leaders and Sponsors. Coverage will also extend to Venue providers (Municipal, Provincial, or Federal Governments and/or Private Landowners) if requested. Coverage also extends to Grooming/ Maintenance of Trails and Tracksetting done by a club, either on their own property and/or land owned by others, provided permission is granted in writing by the landowner, and kept on file with the Club. Some restrictions apply to the use and operation of a chainsaw for trail clearing, please check with the CCC office. This document details the extent of insurance coverage as well as registration/ waiver requirements and other obligations of parties seeking to belong to this liability insurance program.

First, Second and Third Party

There are three Parties to an Insurance Contract: First Party – The Insurance Company Second Party – The Named Insured ( CCC/ Divisions/Clubs/Members/Directors/Volunteers/etc.) Third Party – The Claimant For more information go to web site link: http://www.cccski.com/Membership.aspx

Select the insurance tab.

Sample of Insurance Policy for 2013-05-06

8.0 Events

8.1 Provincially Sanctioned Events Events which are hosted by an affiliated club and listed on the CCNL Calendar of Events. 8.2 Nationally Sanctioned Events Racing events which are sanctioned by Cross Country Canada. In order for an event to be sanctioned, the host must apply to Cross Country Canada and pay a sanctioning fee for each race day. Applications for sanctioning must be done early in the fall and approval will be received from the Events Committee of CCC. It is imperative that race results for sanctioned events be forwarded to CCC immediately after the race so they can be reflected in the Canada Points List. The CCNL should try to feature several nationally sanctioned events each season in an effort to elevate the standings of our Provincial Team Members on the Canada Points List. The Labrador Open races and “Ye Old Christmas Day” races hosted by BMD are examples of CCC sanctioned events. Provincial on-snow training camp in Labrador & Labrador Open races are held each year in late November. Provincial Team members and prospects come to Labrador camp along with Provincial Coaches and the National Co-ordinator also attend. This camp is covered by Labrador subsidy. This is A full week of training, technique and analysis for all skiers. The camp concludes with the Lab. Open races 8.3 Provincial Championships

The Provincial Championships can be hosted by any club in the association. The events features both Classic and Free Technique races and are held over two days. Clubs hosting are encouraged to run Individual Sprint races at the start of the event. Sprint competitors are ranked through a sprint qualification round that uses an interval start format. Those who advance are then required to ski a number of sprint elimination heats (more information on CCC website). The Sprint competition is exciting and a great spectator motivator. Clubs wishing to host the event should submit bids as per CCNL bid procedure. The designation of an alternate sight for the provincials is prudent, especially when they are to be hosted by clubs in the Eastern Region of the province where lack of snow is often a concern. The club should follow the “Provincial Technical Package” when hosting this event. Open to CCNL members only. You must have a TD/TA appointed in consultation with the Director of Officials. You must have trained officials to host this event. 8.4 Provincial Racing Series

Although a CCNL racing series does not exist at present, regions should work on developing a series which will greatly assist the development of elite skiers. Clubs should also endeavour to acquire a club coach 8.5 Newfoundland &Labrador Marathon The Marathon is an annual event which has been traditionally hosted by clubs located on the island portion of the province. Clubs planning on hosting this event should bid for the event as per CCNL bid procedure. The “Marathon Technical Package” should be followed as closely as possible to ensure consistency. This event is open to all skiers. Only affiliated clubs are eligible to win team trophies. Previous winner of trophies are responsible to bring the trophies to the host club. This Marathon has a history of being sponsored by Coleman’s Ltd. 8.6 Great Labrador Loppet The Great Labrador Loppet is hosted annually by the Menihek Nordic Ski Club of Labrador City. This is the premier event to happen in March of each year in Labrador West. It attracts participants across Canada. Trails of 10, 28 and 50km all Piston Bully groomed (skate and classic). Rest stops along the course. Event ends in a banquet and award presentation. 8.7 High School Championships This event must be hosted by a school which is in good standing with the High School Sport’s Federation , however the CCNL has been instrumental in nursing the races through the infancy stage. Clubs should encourage schools in their region to bid for the races and then do all in their power to assist the school in hosting it. The bid for the races is made at the Sports Federation’s meeting in May. The host must provide billets for all visiting skiers. There is a Technical Package for this event. 8.8 Dildo Run Challenge Hosted by New World Island Club. This is an event which features fun and games and challenges skiers to ski a maximum number of kilometres in one day. Open to all skiers. 8.9 The Provincial Masters Championships

This event is hosted by Whaleback Ski Club each February, chaired by the Provincial Masters President. It is a two day series of races that end in a fun filled “kitchen party”. 8.10 “Don’t Hang Up Your Skis Yet!” Race

Hosted by a club in the Northern Region, usually on the first weekend of April. This event features age class races and is open to any skier wishing to participate. Previous winners of trophy are responsible to bring trophy to host club. 8.11 Snowy Owl Classic

Hosted annually by Whaleback Nordic, this is a classic technique event. It is both age class and corporate divisions. The winning corporate team wins the Snowy Owl Cup which must be returned to the club annually. Open to all skiers 8.12 Discovery Tour Hosted annually by the Clarenville ski club. This is a fun tour of the trail system. Over the summit with breaks at the cabins. Not timed. More of a way for guests and beginner skiers to discover the trail system. It is open to all ages. Approximately 15 km. Clarenville also hosts the Summit Challenge, a 20 km race over the summit. Age groups like the marathon. Skiers use the Classic or Skate technique. 8.13 Blow-Me-Down – Ye Old Xmas Race Hosted by the Blow-Me-Down club, features age classes and interval starts. Skiers from other clubs are encouraged to enter. This event is planned for early January and is used to aid the Selection Team Committee in determining who will compete on the Provincial Team. 8.14 Newfoundland Marathon , Provincial Championships and Kids Ski

Fest Bid Package

Clubs interested in hosting the Newfoundland Marathon, Provincial Championship, or Ski Fest should present their bid at the AGM one year prior to the hosting of the event. This will allow for advance planning on the part of the

association and the organizing committee. (Bid form following this section). 8.15 Outfitter’s Open – Late February

Hosted annually by the St. John’s Cross Country Ski Club. Two day event involving both skate and classic races. This event has various age classes and distances. A pot luck dinner and dance follows in the evening- race or no race. 8.16 Big Land Loppet This event is hosted by Birch Brook in Happy Valley Goose Bay each Mid March. 8.17 Kids Ski Fest & Midget Championships

CCNL sanctioned provincial event at Airport Nordic from 2011- 2014 which encompasses the former Midget Championships and has added events for younger skiers. Ages 5-14. 8.18 Gander Invitational Hosted annually by Gander’s Airport Nordic Ski Club. A one day event of classic and freestyle races with a variety of distances for all ages. The event combines both fun and competition.

New events added in recent years: Outfitter’s Salomon Nordic Sprint Series- St. John’s (Pippy Park) Capital Subaru Loppet –St. John’s Provincial Masters- Stephenville Summit Challenge - Clarenville BMD Loppet – Corner Brook Crown of the Valley Loppet – Pasadena Whaleback Loppet - Stephenville

8.19 Event Bid Procedure There are many events hosted by affiliated clubs in this Province and are listed in the CCNL Calendar of events which is produced during the Spring AGM. Trying to fit all events in one season without overlapping more than one event on the same weekend can be difficult. The Association makes every attempt to plan the events so that Provincial Team Members can attend out of Province meets such as Eastern championships and the Nationals and also be able to race in Provincially Sanctioned Events like Provincial Championship. Clubs wishing to host events such as Provincials, Marathon, Kids Fest (Midgets) must submit bids to CCNL. Often more than one bid is received for an event which adds to a lengthy discussion at the AGM. To make sure all geographical regions are treated fairly an Event Committee was formed with representation from all regions along with Junior Development Coordinator and President. The chair of the committee will send out an Event Bid Form to all clubs and request Bids to be returned to the chairperson two weeks before AGM. The Bids will be reviewed and a recommendation will be presented at the Spring AGM. Things for the committee to consider which are outlined in the Bid form:

♦ Geographic equity- rotate events among regions ♦ Requirements for hosting clubs: Trained officials, meet the Technical

Package requirements, etc. ♦ Experience hosting major events ♦ Accommodations for skiers, parents, coaches, etc. ♦ Quality of trail system ♦ The club hosting would have to meet the criteria as on the new form. A will organized calendar of events will increase numbers at all events as will as the number of races our athletes are taking part in.

Cross Country Newfoundland & Labrador (CCNL) EVENT BID FORM

1. BIDDING FOR PROVINCIALS __________ MIDGETS / SKI FESTIVAL______________

(Rank Priority) MARATHON ____________ ATLANTICS _________________________

2. GENERAL

A) NAME OF CLUB _______________________________________________________________

ADDRESS ______________________________________________________________________

PHONE _______________ FAX _________________ EMAIL _______________________

B) CONTACT PERSON _____________________________________

ADDRESS ____________________________________

PHONE #________________FAX _________________ EMAIL _________________________

3. TECHNICAL

a. Attach a map and profile of the course/courses and include:

- start / finish area

- location of checkpoints and first aid points (if appropriate)

- location of chalet / waxing huts / parking

- any other pertinent information

4. ACCOMMODATIONS

a. Can billets be provided? ____________________________________________________________

b. List hotels in area _________________________________________________________________

____________________________________________________________________________________

5. ORGANIZATION

Chairman of Organizing Committee ______________________________________________________

Address ____________________________________________________________________________

PHONE#________________ FAX_________________ EMAIL________________________________

Have you run this type of event before? _____________________________________________________

How many trained officials do you have? ____________________________________________________

Are you prepared to train more officials before this event? ______________________________________

NOTES:

YOU MUST HAVE A TD/TA APPOINTED IN CONSULTATION WITH THE DIRECTOR of OFFICIALS.

YOU MUST HAVE TRAINED OFFICIALS IN ORDER TO BID FOR AND HOST THIS EVENT.

Please present bid to the Secretary and Event Committee Chair two weeks prior to the AGM, in the year prior to the date the

event is planned to take place.

9.0 Fundraising

9.1 Sponsorship

CCNL receives funding from Canada Games grants and operational grants each

year from the Provincial Government. These applications have to be completed

and submitted before the required deadline each spring. Each year athletic

development and coaching grants are also applied for. Every other year you can

apply for Capital Equipment Grant. Coaching upgrading can be applied for

through Newfoundland & Labrador coaching council. LTAD funding can be

applied for through SNL. Club coaching grants can be applied for on CCC

website to companies such as Haywood securities and General Motors.

Membership dues and grants help keep the Association moving along but without

the help of our sponsors not much would be happening in our sport especially in

athletic development and financially assisting the youth at racing events.

CCNL is very proud of the sponsors; A Sponsorship Level program was

developed as listed below:

     

CCNL Sponsorships Levels 2012-13 Annual Packages $ 10,000+ Platinum Package includes:

Launch with the Provincial Team at Provincial Training camp in November-December Labrador City-do promotional event with the team. (Local exposure to 20,000 people on both sides of the Que./NL border)

Provincial team members available for promotional activities.(Depending on skier availability)

Press release to Provincial news sites, coverage province wide. Featured on web site of CCNL

Signs with sponsor’s logo at CCNL events can use sponsor supplied banners or have then fabricated.

Invitation for sponsor representatives to Provincial Event Functions. Sponsor representative to be presenter at event medal ceremonies. Could have sponsor logos on Provincial Team jackets or toques, if sponsor so desires.

Branding exposure throughout Canada with the team. CCNL announce sponsorship on sport NL web site. This gives wide exposure to the

sport, fitness & recreation community in NL. CCNL would feature sponsor logo on ads and communications for CCNL Events. Participation tickets for events. www.  crosscountrynl.com  

$ 5000+ Gold

 Package includes:

  Press release to Provincial news sites Featured on web site of CCNL Access to provincial Team members for promotional activities (depending on

availability of skiers) Signs with sponsor’s logo at events (Can use sponsor supplied banners or have made.) Invitation sponsor representatives to Provincial Event Functions. Sponsor representative to be presenter at event medal ceremonies. CCNL announce sponsorship on sport NL web site. Wide exposure all NL sports

community. CCNL would feature sponsor logo on ads and communications for CCNL Events. Participation tickets for events. www.  crosscountrynl.com  

$3000+ Silver Package includes:

Sponsor logo featured on web site of CCNL Sign with sponsors logo at events Invitation to sponsor representatives to Provincial Event Functions. CCNL would feature sponsor logo on ads and communications for CCNL Events. Participation tickets for events. www.  crosscountrynl.com  

$ 2000+ Bronze Package includes: • Inclusion of company name in all advertising and on the CCNL webpage • Inclusion on sponsor sign at CCNL events • Participation tickets for events • www.  crosscountrynl.com    

Gerry  Rideout          

 President,  CCNL  Ski  Assoc.      

CCNL is very proud to have the following sponsors :

Provincial Goverment of NL..........Platinum Teck ................................................Platinum NalCor Energy................................Bronze Mountain Equipment Co-op..........Bronze Scotia Bank....................................Bronze

 

9.2 Ticket lottery

.

CCNL sponsors a fundraising draw each year; it is the Junior Development

Fundraising Draw. Usually 5000 tickets are printed and sold at $5.00 each. The

association president or his/her designate is responsible for the draw, that person

applies for the licence yearly (usually in October with an application & Sports

Lotteries certification signed by PSO President), develops the prizes with

assistance from the vice presidents in the regions. The tickets are printed, and

sent to the vice presidents who distribute them to the various clubs in their

jurisdiction. They keep a follow up on sales and ensure tickets are returned

before the designated draw date to the vice president in the region where the

Marathon is hosted. This vice president will be responsible for conducting the

draw on the day of the Marathon, listing the winners and sending the information

to the person in charge of the draw so prizes can be distributed promptly.

The money for the tickets is split with 60% to CCNL Assoc. Treasurer &

participating clubs keep 40% of the sales. Also the seller of the first prize gets a

$100 bonus. The CCNL Treasurer completes an excel spreadsheet to inform the

President and executive of sales completed.

The president of CCNL or his/her designate will submit a financial report to the

NL Lotteries Division.

Sponsors for the draw are: Parski sports, The Outfitters, St. Anthony Seafoods,

Menihek Ski Club & CCNL Ski Assoc. and others that can be acquired.

Sample of Junior Development Prize Draw Ticket for 2013

Rules for the draw- Sample

Tickets are shipped to the Regional Vice President who will distribute them to the club (s) or sellers in your area. The club sellers/other sellers will be given a reconciliation form (enclosed). Regional vice presidents to keep check on progress of ticket sales. The deadline for ticket sales is Febuary 25th, you have to get all your sold tickets stubs to George Pink in St.Anthony and send completed reconciliation form with money to CCNL Treasurer: Victoria Hamlyn CCNL Treasurer P.O. Box 11 Stephenville Crossing NL A0N 2C0 Sixty percent of the money will go to CCNL Ski Association (Jim Gallant) and forty percent to be kept by the clubs or other group sellers. NOTE: Ticket stubs of sold tickets, along with a copy of the reconciliation form must be sent by Feb 25th to : Please send ticket stubs to:

George Pink - Northern Vice President CCNL General delivery St. Anthony, NL, A0K 4S0 709-454- 3832 pinkg@dfo-mpo.gc.ca g.s.pink@nf.sympatico.ca A Ticket Lottery/Distribution Record Form is also enclosed. These forms are to assist the club official who distributes the tickets in his/her area to keep track of ticket sales that are his/her responsibility.

Deadline return date will be set by Regional Vice President when issuing tickets for sale. Deadline Feb 25th. 2012, if sending by mail, some may bring ticket stubs to the Draw, If this is the case, Please let George know Draw date is March 03, 2012 in St.Anthony at the Coleman’s Marathon Aurora Nordic Club Ski Club. ( Make sure you give lots of time for tickets to get to George) Regional Vice Presidents to make sure the sold ticket stubs are sent in time for the March 03th , 2012 draw.

Reconciliation forms and money to the Treasurer, Jim Gallant and a copy of the form & tickets to George Keep a periodic check on your ticket sellers to make sure the tickets are moving. Do several surveys over the sales period to see how things are going. We may need to transfer tickets to areas of high sales demand. This year we have tickets 5000 printed. Also we have a bonus of $100.00 to seller of 1st prize winning ticket. Make sure all clubs and sellers know the procedure. After the draw a list of the winners will be forwarded to you. Prizes will be distributed following the draw, directly by me or sent to Regional Vice Presidents for distribution to winners. As coordinator of the Junior Development Fundraising Drive, I would like to wish you a great year. Have a good season. If you have any problems or questions do not hesitate to contact me by telephone, or email. Yours Sincerely, Gerry Rideout, Div President CCNL Coordinator of Fundraiser Tel: 709-944-5842(SKI) 709-944-2154(h) 709-944-1802 cell Email: rideoutg@crrstv.net or menihek@nf.aibn.com

Reconciliation Form

Date: ______________

To: Treasurer CCNL Ski Div JENNIFER JENNINGS 715 MACDONALD CRESCENT LABRADOR CITY, NL A2V 2G9 Enclosed is a reconciliation and cheque from ________________________ For the Junior Development Ticket Draw to be held on (ddmmyy)________ Coleman’s Marathon, Club ____________________Location____________ _____________________ Number of Tickets Received: ____________ Number of Tickets Sold: ____________ Name: ______________________________________ Club:________________________________________ Total Amount: ___________ Less Postage: ___________ Sub-total: ___________ ____________ 40% Club (Keep) ___________ ____________ 60% to CCNL. ___________ ____________ Enclosed is a cheque in the amount of _________________________

9.3 Event Sponsors

Many clubs host events such as fun days, Marathons and Provincial

Championships and acquire corporate sponsors to help offset the cost of hosting a

ski event with hopes of turning a profit for their club. Some of the major sponsors

are:

Teck Iron Ore Company / Rio Finto

Scotiabank Alderon Iron Ore Corp.

Nalcor Energy Cliff Resources

Mountain Equipment Co-op H. J. O’Connell LTD.

Coleman’s Town of Labrador City

Cycle Solutions

Sabri

International Grenfell Assoc.

The Outifitters

Sea Freeze

Pal

10.0 Officials

10.1 Officials Development

The development of officials is essential to prepare and run a successful cross country race. The National Officials Certification Program (NOCP) courses should be held at the regional and club level on an annual basis to prepare volunteers for race officiating. Clubs sponsoring NOCP should apply to the Association for a $150.00 hosting grant to help defray the cost of bringing in a course conductor. Contact the Officials Director of CCNL to arrange for an Officials course. Directors contacts can be found on line at www.crosscountrynl.com. When an officials course is awarded all participants will have to sign up online.

11.0 Youth Programs

11.1 Skill Development Program as listed below

The Bunnyrabbit Program The Jackrabbit Program is Is directed at children in the directed at children in the “Active Start” stage of development “Fundamentals” stage of This is the first level of the SDP development. This is the Program. Second level of the SDP Program. Ages 5 years and younger Ages 6 to 9 years

The Track Attack program is directed Racing Rocks! Is a skill At children in the “Learning to Train” development program Stage of development. This is the third dedicated to introducing Level of SDP Program. Children to the fun aspects Competition through a Ages 10 to 12 years One-day extravaganza of

special activities. 11.2 Contact information and program levels

Further information about the different program levels and program supplies and kits is available from the Provincial Jackrabbit Coordinator contact info: www.crosscountrynl.com or from CCC Website: http://www.cccski.com/Programs/Athlete-Development.aspx

12.0 Provincial Team Handbook

Athlete Handbook Cross Country Newfoundland and

Labrador

Provincial Ski Team 2013-2014

13.0 Technical and Coaching

Under Development

14.0 Insurance Manual

Cross Country Canada Liability Insurance Manual

Complete up to date manual found on CCC website: www.cccski.com

15.0 Technical Package – Provincials

Newfoundland & Labrador Cross Country skiing Provincial championships

Prepared by : G.A. Brewer

Fall 2009

1.0 Preliminary Instructions

Cross-Country Newfoundland & Labrador (CCNL) Provincial Championships are to be two days in length.

All provincial club members are eligible to compete.

Two individual races should be run at the Provincials; One classic on the first day and

one free style technique on the second day. A mixed team sprint race; in Free Technique; should be held in the afternoon of the first day. Teams will consist of two skiers from one club (one male and one female) each skiing two legs of the sprint course. There will be three categories; Junior- (Pee-Wees & Midgets);Intermediate-(Juvenile & Junior) and Senior – (Senior U23, Senior & Masters).

1.0 Host sites & Dates

The Provincials should be hosted on a rotational basis by the various clubs in the province.

Clubs must bid to host the event, with bids presented to the CCNL Secretary and Event

Chairperson two weeks prior to the Annual General Meeting; normally held in May; in the year prior to the event date. The Event Bid Form is as per Section 8.16.

The date for the event shall be the second weekend in February, with every attempt

being made to keep this weekend consistent from year to year.

The site and date for the following season’s event will be determined and announced at the spring AGM of the CCNL.

It is assumed that clubs bidding for and the club selected as the host for the Provincials

will have the level of experience necessary to organize this event and will also have an adequate trail system and equipment consistent with Appendix “A”.

3.0 Sanctioning

The Provincial Championships will be sanctioned by Cross-Country Newfoundland & Labrador.

4.0 Sponsor and Awards

Unless otherwise agreed upon, the host club is responsible for securing all event sponsorships and awards.

Marketable properties include event name, association, bibs, start/finish banners, trail flags and buntings, line listing on invitation/information packages and posters.

The sponsor will have the right to representation at press conferences, award

ceremonies and banquets.

CCNL medals (Gold,Silver, and Bronze) shall be awarded. These shall be as approved and supplied by CCNL; at cost; to the organizers. Sample medal as illustrated on cover sheet.

Organizing committee are encouraged to provide some sort of merchandise draw at the

banquet.

5.0 Racer Eligibility and Affiliations

All participants must be registered club members and ski for the club with which they

are registered.

All participants must fill out and sign the appropriate entry/waiver form. See sample in Appendix “A”.

6.0 Club Obligations

Clubs are asked to make every attempt to support the Provincial Championships by encouraging as many members as possible to compete.

No skier in good standing with his or her association will be barred from competing, as

long as the appropriate entry/waiver form has been signed, entry fees paid, and participant is a registered club member.

7.0 Race Distances and Categories

Standard Cross-Country Canada age classes are to be offered.

WHERE FEASIBLE A WAVE START SHOULD BE USED FOR THE FREE TECHNIQUE RACES ON SUNDAY. (This should enable people to leave for home earlier).

Recommended distances for the Provincial Championships are in accordance with the

following table 15.1. Please note the year of birth shown refers to the 2010 event. 8.0 Competition Rules

The Provincial Championships will be governed by the rules and regulations of Cross Country Canada; latest edition.

A Technical Delegate must be appointed by the organizers of the event, in consultation

with the CCNL Officials Director.

The Technical Delegate may be from the host club or from another club in the province.

The Technical Delegate should be CCC Level III certified but as a minimum must be Level II certified and have experience and expertise to rule on the suitability and safety of course and facilities, be familiar with the CCC rulebook and make appropriate rule interpretations as they apply to provincial level competitions.

The Technical Delegate will prepare and forward his report (in accordance with

Appendix “B”) to the provincial association with a copy to the host club within a reasonable time after completion of the event.

9.0 Award Categories

Awards for race placement shall extend to at least third place in every category offered. These awards shall be medals, as outlined in 4.0.

In addition to medals, the organizing committee, at their discretion, may award other

items.

Organizing committees are encouraged to provide some sort of merchandise draw at the banquet. The merchandise could be items provide by a sponsor or purchased by the organizing committee.

10.0 Events Notices

Race invitations must be mailed to all Provincial Clubs and copies should be forwarded to all appropriate Provincial Coaches and Provincial Association officials. A sample invitation is included in Appendix “C”.

Race invitation must be distributed to clubs not later than 4 weeks prior to the event. It

should be noted that early distribution of race invitations can lead to better participation and a more successful event for the organizers.

11.0 Coaches’ Meeting & Course Inspection

Draws and coaches’ meetings shall take place the evening before the first event. The agenda shall be in accordance with the current CCC Officials Manual. A sample agenda is included in Appendix “D”.

At coaches’ meetings, there will be one vote per jury member and one per team coach.

Coaches’ may be designated prior to or at the first coaches’ meeting the evening before the first event.

Should the host club’s Race Committee so choose, draws for the first days start list may

be done prior to the coaches’ meeting. Rankings for the first day event may be used to determine start position for Day 2 or lane assignments if wave starts are used. This requires the consent and guidance of the Technical Delegate.

One very important thing to remember is if a draw in advance at the coaches’ meeting

takes place, the organizing club must have the date of birth of each and every skier. This stresses the importance of properly filling out the entry form.

The course must be open for inspection on the day before the first day’s race and

should be track set as it will be set for the first day of competition. 12.0 Host Club Carrying Costs & Responsibilities

It is recognized that traditional practice has been for the club accepting the task of hosting the Newfoundland and Labrador Provincial Championships does so with the understanding that, once the site has been announced and ratified at the Spring AGM, the sole responsibility for hosting this event lies with the club, and not the Association.

While the club may rely upon the Association for a variety of services, such assistance

is to be negotiated between the club and the Association in advance of the site announcement, with the recognition that any profits or losses are the club’s responsibility unless otherwise negotiated.

Similarly, any specific invitations extended to dignitaries, visiting skiers, sponsors, etc.

must include specific details concerning expenses to be covered by the club.

Such detailed negotiations will go far in avoiding any confusion or misinterpretation as to who was responsible for what.

13.0 Entry Fees

Entry fees are to be determined by the host club; however, every effort should be made to maintain a relatively consistent fee from year to year. For suggested rates (as of 2012), please refer to Appendix “C” – which is a copy of the mail-out for the 2012 event.

14.0 Host Responsibility to Sponsor

Should the host club succeed in acquiring a major sponsor for the Provincial Championships, the club is to identify any agreements made with this sponsor (such as bib and banner markings, award ceremonies, site exposure, dignitary accreditation,

local visibility on printed materials, photo responsibilities, etc.) to the Association in order to avoid any confusion concerning jurisdiction.

It must be remembered by the host club that although acquisition of a major sponsor is

not only desirable, but also encouraged, the event is being run for the skier first and foremost, and accommodations made on the sponsor’s behalf are only to be made on the condition that the safety and fairness of the event is not compromised. This principle must be kept in mind at all times.

15.0 Sponsor Responsibility to Host Club

To avoid confusion of responsibilities, the event sponsor should identify with the club, the services to be granted by the sponsor, including dollar investments, bib and banner acquisition, press conference organization, onsite product support at the event, etc.

16.0 Back –up Site

The Newfoundland & Labrador Cross Country Championships is a top priority event in the province and, as such, requires a reliable back-up site to ensure that this event will take place regardless of weather conditions.

The selection of the back-up site is the responsibility of the host club working with the

assistance of the Association.

Once a back-up site has been identified, the host club with the assistance and approval of the association, will enter into negotiations with the potential back-up club regarding deadlines, personnel, fee sharing, and all other details related to the moving of a major event.

Once negotiations have been finalized, the back-up site will be announced at the same

time as the host site…..Ex: at the spring meeting of the association. 17.0 Awards Banquet

The Provincial Championships require an awards banquet.

This should be held early on Saturday evening and should be held as short a distance as possible from the area where the majority of athletes are lodged.

Medals from the first day of racing should be presented at the awards banquet and any

announcements pertaining to the second day’s events should be made as well. A merchandise draw is also encouraged at this event.

At the organizer’s discretion, entertainment for participants (videos of day’s races,

dance, etc.) should be considered, although organizers must remember that athletes must prepare skis for the following day’s races and may be pressed for time.

Although the banquet appears to be the obvious time for speech-making on the parts of sponsors and politicians, these people should be diplomatically advised that athletes are pressed for time and tired so that, hopefully, such speech-making will be kept to a minimum.

18.0 Entry Form & Waiver

A waiver form should be sent with all entry forms and, as the waiver form format may change from time to time, the host club is advised that the latest form of waiver as recommended by Cross Country Canada be utilized. The 2012 waiver is included as part of Appendix “A”.

Entry forms must have a spot for the participant’s date of birth and a suggested entry

form is as per Appendix “A”. 19.0 Press Conference

Where appropriate, host clubs are encouraged to organize pre-event press conferences and post-race award events. Clubs can provide current background press material on participating athletes for local media use, and maximum exposure to the media, schools, Jackrabbit, and corporations must be encouraged.

In the event that a press conference is planned and visiting skiers or coaches are

required at the event, notice of such should be indicated in the race package. 20.0 Results

Results are to be forwarded to Association officers, individual clubs, and appropriate association officials immediately after the weekend series is completed. It is recommended that all clubs hosting events use Zone 4 for race results. Posting results using Zone 4 race program provides a link to upload results to the internet for everyone to see.

Race Categories and Distances (2010 Event)

CATEGORY YEAR OF BIRTH CLASSIC TEAM SPRINT FREE Jackrabbit Girls 2005 & Later (2004) 0.5 km - -

Atom Girls (2001) 2002-2003 (2004) 1 km - 1 km Pee Wee Girls (1998) 1999-2000 (2001) 2 km - 2 km Midget Girls (1996) 1997 (1998) 5 km 4 x 1 km 5 km

Juvenile Girls (1994) 1995 (1996) 5 km 4 x 1 km 7.5 km Junior Women 1990-1993 (1994) 7.5 km 4 x 1km 7.5 km

Senior U23 Women 1987-1989 10km 4 x 1 km 7.5 km Senior Women 1979-1986 10 km 4 x 1 km 10 km

Masters Women 1 1969-1978 7.5 km 4 x 1 km 10 km Masters Women 2 1959-1968 7.5 km 4 x 1 km 7.5 km Masters Women 3 1949-1958 7.5 km 4 x 1 km 7.5 km Masters Women 4 1948 & earlier 5 km 4 x 1 km 5 km

Jackrabbit Boys 2005 & Later (2004) 0.5 km - -

Atom Boys 2001-2003 (2004) 1 km - 1 km Pee Wee Boys (1997)1998-2000 2 km - 2 km Midget Boys (1995) 1996 (1997) 5 km 4 x 1 km 5 km

Juvenile Boys 1993-1994 (1995) 5 km 4 x 1 km 7.5 km Junior Men 1990 – 1992 10 km 4 x 1 km 10 km

Senior U23 Men 1987 – 1989 10 km 4 x 1 km 10 km Senior Men 1979 – 1986 10 km 4 x 1 km 15 km

Masters Men 1 1969 – 1978 10 km 4 x 1 km 15 km Masters Men 2 1959 – 1968 10 km 4 x 1 km 10 km Masters Men 3 1949 -1958 10 km 4 x 1 km 10 km Masters Men 4 1948 & earlier 10 km 4 x 1 km 10 km

Table 15.1 Race categories and distances are in accordance with the Canadian Competition Model for Long Term Athlete Development, LTAD, adopted by Cross Country Canada for the 2010 Competition season. Years of birth set off by brackets (e.g. (2004) indicate that athletes born In that year may ski in either the specified race category or the next higher/lower category (depending on whether the bracket year is at the beginning or end of the specified category) in accordance with the athlete’s development stage. Cont’d

Determining the athlete’s LTAD stage and his/her appropriate race category, will be left to the discretion of the athlete’s coach, with input from parents and other persons involved in the athlete’s development. It is not intended to give a participant a competitive advantage by skiing down to a lower category. Should skiing down to a lower category; for competitive advantage; appear to be the case, race organizers in consultation with the TD will have the option of moving a skier to the appropriate category prior to the race start. Should abuse of the LTAD competition model become obvious; after competition of a race; the athlete could be penalized or possible disqualified.

Musts & Strongly Recommended List

Provincial Championships

1. Timing Standards/Results Production (SR) Use of Zone 4 race management software or appropriate substitute. Results should be upload to zone4 ASAP after race completion. 2. Timing Equipment (M) Enclosed, heated timing shelter of some type, with a minimum of 6 stop-watches. (SR) Electronic timer with wand start for individuals and plunger/push button for

groups. (SR) Beam finish with push button back-up. 3. Course (M) The course to be used must be approved by the T.D. at the time of his/her pre-

competition inspection. 4. Grooming Equipment (M) Grooming by snowmobile or equivalent with single track- setter (Bachler-type

moulded)

(SR) Alpine twin-track or equivalent with single track-setter ( Bachler-type moulded, but with the capacity for raising the moulds to eliminate tracks rather than scarifying).

(SR) Desirable full width tracked vehicle equipped with tiller-type renovator. (Piston

Bully or Bombardier BR180 or equivalent). 5. Communication (M) Radios for Medical Team for communication with all points of course. (SR) Radios for T.D., Chief of Race, Chief of Course 6. Warming & Waxing (M) Warming and waxing facilities approved by the T.D. on his/her pre-competition

visit. 7. Wax Testing (SR) A suitable hill for glide testing within or close to the stadium area and not on the

race course. 8. Warm-up Track (SR) A separate warm-up track 9. Safety and First-Aid (M) Canadian Ski Patrol (or equivalent) personnel of sufficient numbers to provide

full coverage over the entire course. The First-Aid Team must be fully prepared for emergency evacuation of any type, and for multiple incidents regarding hypothermia and frost-bite.

APPENDIX A

2012 Provincial Championships sample of Entry Form and Waiver

APPENDIX B

Technical Delegate’s Report

Sample

Technical Advisor’s Report found in section 16.0 – Technical package for The Marathon- Appendix- C

TECHNICAL DELEGATE’S REPORT

Name of Event: Click here to enter text. Date: Click here to enter text. City/Town: Click here to enter text. Prov.Terr: Click here to enter text. Host Club: Click here to enter text. Name of TD: Click here to enter text. Phone #: Click here to enter text. Email Addr. of TD: Click here to enter text. Name of Assistant TD: Click here to enter text. Name of Event Chair: Click here to enter text. Name of Chief of Competition: Click here to enter text. Name of Chief of Course: Click here to enter text. List the different types of race formats skied at this event: Click here to enter text. A) Pre-Race Information:

1. Did the OC provide you with sufficient information from the time of your

appointment? Click here to enter text.

2. Identify any items that need improvement: Click here to enter text.

3. Rate the quality, frequency and effectiveness of your TD communication with the organisers. 1 = Poor … to … 5 = Excellent: Choose an item.

4. Comment on the quality and effectiveness of the Event Notice: Click here to enter text.

5. How, was the registration process handled (Zone4, other online service, fax service)? Click here to enter text.

6. Did the organiser understand the seeding requirements of the competition? (Y/N)Choose an item. If No, please describe any problems: Click here to enter text.

7. Were there any aspects of the Technical Package for this event that the organisers did not understand? (provide details so that it can be improved) (Y/N) Choose an item. If yes, please describe: Click here to enter text.

8. Team Captain’s Meetings: were they well organised and held in an adequate

space? Choose an item. If No, please describe: Click here to enter text.

9. What methods were used to conduct the draw? Identify any problems that occurred. Click here to enter text.

10. Were start lists available immediately following the TCM? Please comment: Click here to enter text.

B) Facility Preparations:

1. Comment on the quality of site preparations? (excluding the course) What were the best attributes? Click here to enter text. What aspects needed improvement? Click here to enter text.

2. Comment on the quality of the course preparations? (identify any problem areas) Click here to enter text.

3. Describe the standard of the course maps and the accuracy of information provided? Click here to enter text. Were map profiles included? (Y/N) Choose an item. Was the data accurate? (Y/N) Choose an item.

4. Was the signage and course marking adequate? (Y/N) Choose an item. Were there any instances where competitors took the wrong course? (Y/N) Choose an item. If Yes, please describe: Click here to enter text.

5. Comment of the adequacy of the waxing facilities: Click here to enter text.

6. Was there a suitable space for the Jury to work and hold its meetings? (Y/N) Choose an item. If No, please describe: Click here to enter text.

7. For each of the following areas please rate the effectiveness/adequacy of

services: 1 = Poor … to … 5 = Excellent

Official Notice Boards Choose an item.

Public address system Choose an item.

Announcers (skills & knowledge) Choose an item.

Warm-up & warm down tracks Choose an item.

Wax testing areas Choose an item. On course Feeding Stations Choose an item.

Mixed Zone services (beverage etc) Choose an item.

Course and Stadium access control Choose an item.

Media coverage Choose an item.

Spectator turnout Choose an item.

C) Timing & Results Production:

1. What Race Management software was used to time and produce results? Click

here to enter text.

2. Did the Unofficial Results usually get posted within 30 minutes of the last competitor finishing? (Y/N) Choose an item. If No, please describe the circumstances: Click here to enter text.

3. Did the Official Results usually get posted immediately following the end of the protest period? (Y/N) Choose an item. If No, please describe the circumstances: Click here to enter text.

4. Was there a back-up system capable of producing results in a timely manner if the main system crashed? Please comment: Click here to enter text.

5. Was there a finish line video recording system used? (mass starts & sprints) Click here to enter text.

D) Organising & Officiating Capacity

1. Comment on the strengths & weaknesses of the officials: (Knowledge, Skill & Execution of duties) Click here to enter text. Were there enough officials? (Y/N) Choose an item. Did they know their duties? (Y/N) Choose an item. What areas of improvement are needed? Click here to enter text.

2. By what means did the Chiefs keep in communication during the event? Click here to enter text.

E) Medical Services

1. What medical services were available: Click here to enter text

2. Were there any accidents that needed medical treatment? (Y/N) Choose an item. If Yes, please describe: Click here to enter text.

3. Did they have an Emergency Action Plan (EAP) to manage the evacuation of any injured competitors? (Y/N) Choose an item.

F) Jury Decisions/Actions:

1. Were there any Official Protests that required Jury decisions? (Y/N) Choose an item. If Yes, please describe briefly then use the table of “Sanctions Issued” for more specific details if any sanctions resulted: Click here to enter text.

2. Was the competition able to be carried out using the planned schedule and the planned courses? (Y/N) Choose an item. If No, please provide the details and rational for changes: Click here to enter text.

3. Please identify and CCC/FIS Rules that required a Jury decision/interpretation to permit alternative actions or a decision: Click here to enter text.

4. Are there any recommendations to the CCC Events Committee and/or CCNL arising out of this event? (Y/N) Choose an item. If Yes, please describe: Click here to enter text.

6. List of Sanctions Issued by the Jury: Date Competitor/Coach

Name CCC Lic# Type of

Sanction Verbal Reprimand – V Written Reprimand – W Disqualification – DSQ Monetary Fine - Fine

Rule Ref.

Brief Description of the incident

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TD’s Concluding Comments: (if any) Click here to enter text.

TD’s CCC Official Level: Level 3

5. Are there any recommendations to affiliated sport organisations (P/TSOs, CWG etc) that need to be recorded? (Y/N) Choose an item. If Yes, please describe: Click here to enter text.

**Please save this report using a file name that incorporates the “Event Name, date + TD Report” For example: Provincials Jan 07 TD Report.doc **ASAP, please send a copy of the report as an email attachment to the CCNL Director of Officials, CCNL President, Chief of Competition & the Event Chair.

APPENDIX C

Provincial Championship 2012

Sample Race Package

APPENDIX D

Sample of : Agenda for Coaches’ meeting

Agenda – Coaches’ Meeting 1. Distribution of minutes of previous meeting and competition information. 2. Introduction and welcome. 3. Selection of Jury. 4. Weather Report. 5. Competition layout (Chief of Course) - Physical race site layout - Course - Wax testing - Stadium - Feeding station - Weather station and board 6. Order of Start 7. Draw (Race Secretary) 8. Result posting 9. Awards presentation 10. Time of next meeting 11. Other business 12. Distribution of bibs and start list.

16.0 Technical Package

Newfoundland & Labrador Cross Country Ski Marathon

Prepared By G.A. Brewer & B.J. Brewer

April, 2001

16.0 Marathon Technical Package 1.0 Preliminary Instructions The Newfoundland and Labrador Cross-Country Ski Marathon is an annual event usually

held on the first Saturday in March. This is an open event and participation is not restricted to provincial club members.

However, only affiliated clubs and members are eligible for awards. In order to encourage maximum participation varying lengths of courses shall be used. 2.0 Host Sites & Dates The Marathon should be hosted on a rotational basis by the various clubs in the province. Clubs must use CCNL bid process to bid on hosting event, with bids to be presented to

the Provincial Association preferably one year in advance at the spring AGM, normally held in April or May.

The date for the event shall be the first weekend in March, with every attempt being made

to keep this weekend consistent from year to year. The event may be postponed due to inclement weather or snow conditions.

The site and date for the following season’s event will be determined and announced at

the spring AGM of the Provincial Association. It is assumed that clubs bidding for, and the club selected as the host for the Marathon

will have the level of expertise necessary to organize this event and will have access to an adequate trail system and equipment consistent with Appendix “A”.

3.0 Sanctioning The Marathon shall be sanctioned by Cross Country Newfoundland and Labrador

(CCNL)

4.0 Sponsor and Awards Unless otherwise agreed upon, the host club is responsible for securing all event

sponsorships and awards. Marketable properties include event name, association, bibs, start/finish banners, trail

flags and buntings, line listing on invitation/information packages, and posters. Sponsors will have the right to representation at press conferences, award ceremonies

and banquets.

Newfoundland Marathon Medals (Gold, Silver and Bronze) shall be awarded. These are special medals cast for the Marathon and are available from the Membership chairperson of the Association. Host clubs should contact the previous years host for any leftover medals and must place orders in time to ensure delivery before the event. Sample medal illustrated on cover sheet. Marathon host club is responsible for cost of medals.

Organizing committees are encouraged to provide some sort of merchandise draw at the

banquet. The merchandise could be items provided by a sponsor or provided by the organizing committee.

5.0 Racer Eligibility and Affiliations This event is open to all skiers. Team Trophies are only awarded to teams made up

from individuals, registered with affiliated clubs, who ski for the club with which they are registered. Only fully registered members of affiliated clubs are eligible for individual awards.

All participants must fill out and sign the appropriate entry/waiver form. See sample at

Appendix “B”. 6.0 Club Obligations Clubs are asked to make every attempt to support the Marathon by encouraging as

many members as possible to compete. No skier will be barred from competing, as long as appropriate entry/waiver forms have

been signed and entry fees paid. Hosting clubs must provide a safe course and event in accordance with the attached

guidelines. 7.0 Race Distances and Categories A minimum of three courses must be offered, short, medium and long or senior course

being the standard Marathon length of 42 kilometres. Additional courses are encouraged to provide for maximum participation. Course

lengths can be varied but suggestions are provided in the following table 7.1. Two loops of a course are permitted to make up the necessary distance.

Age classes (categories) shall be approved by the CCNL: note: 1999 Categories listed. (RT=Recreational Touring)

CATEGORY YEAR BORN

A SENIOR (21-30) 1969-78 42KM

B MASTERS 1 (31-40) 1959-68 42KM

C MASTERS 2 (41-50) 1949-58 42KM

D MASTERS 3 (51-60) 1939-48 42KM

E MASTERS 4 (61+) 1938 OR BEFORE 42KM

F JUNIOR MEN/WOMEN & BOYS/GIRLS

1979-82 24KM

G MIDGET BOYS/GIRLS & JUVENILE BOYS/GIRLS

1983-86 14KM

H JACKRABBITS 1987 OR LATER 14KM

I SENIOR RT (21-50) 1949-78 24KM

J VETERANS RT (51+) 1948 OR BEFORE 24KM

K SENIOR RT (17+) 1982 OR BEFORE 12KM

L OTHERS 6KM

Table 7.1 8.0 Competition Rules The Marathon event shall be governed by the rules of Cross- Country Canada and,

unless otherwise noted in this document, more specifically by the Canadian Loppet rules portion of Cross-Country Canada’s rules and regulations.

A Technical Delegate/ Advisor must be appointed by the organizers of the event and

approved by CCNL. The Technical Delegate/ Advisor may be from the host club area but preferably will be

from another club or club area in the province.

The Technical Delegate/ Advisor must have the experience and expertise to rule on the suitability and safety of course and facilities, be familiar with the Cross- Country Canada rule-book and make appropriate rule interpretations as they apply to Marathon or Loppet events.

The Technical Delegate/ Advisor should be a minimum Level 2 Certified Official of

Cross-Country Canada and preferably will be a Level 3 Certified Official. There are currently three Level 3 Certified Officials in the province.

The Technical Delegate/ advisor will prepare and forward a report (in accordance with

Appendix “C”.) to the Provincial Association with a copy to the host club within 30 days after completion of the event.

Fluorocarbon waxes are not permitted in Provincial Competitions. 9.0 Award Categories Awards for race placement shall extend to at least third place in every category offered.

These awards shall be medals, from divisions A to H inclusive as listed in table 7.1. In addition to medals, the organizing committee may at their discretion award other

items. Three trophies are open for competition at the Marathon. These are: Ernie Langins Trophy - awarded annually to be the club with the highest club

participation in the event. Clubs eligible for this award must offer a Jackrabbit program. Club representatives are responsible for calculating club participation in accordance with appendix “D”

Arthur Baker Memorial Trophy – awarded annually to the registered club recording

the 3 fastest skiers (combined) on the senior course (can be male and/or female). Clubs must designate their teams at registration.

Percy Pieroway Trophy – awarded annually to the team of three females from a

registered club, recording the fastest combined time on the senior course. Skiers registered for the Arthur Baker Memorial Trophy are not eligible.

Normally a button or crest is awarded to each participant. 10.0 Event Notices Race invitations must be mailed and maybe faxed and /or E-mailed to all provincial

clubs. Copies should be forwarded to all appropriate Provincial Coaches and Provincial

Association Officials. It is the host clubs responsibility to ensure all parties receive the invitation. A sample invitation is included in Appendix “B”.

Race invitation must be distributed to clubs not later than four weeks prior to the event.

It should be noted that early distribution of race invitations can lead to better participation and a more successful event for the organizers.

11.0 Registration Advance registration normally occurs to facilitate issuing numbers and to pre-pay for banquet. This is desirable to help give organizers an estimate of the number to prepare for. Advance registration is usually by mail, fax or email. (organizers might offer a discount to promote early registration or change a late registration fee.) A registration desk must be open the evening before the race. Registration information should include map, profiles and banquet tickets. Registration forms should include details as per attached sample Appendix “B”. It is desirable to allocate race numbers and blocks estimating the total number of

participants (eg. Numbers 1-150 junior, 151-200 touring, 201-300 senior). 12.0 Host Club Carrying Costs and Responsibilities It is recognized that traditional practise has been for the club accepting the task of hosting the Marathon does so with the understanding that, once the site has been announced and ratified at the spring A.G.M., the sole responsibility for hosting this event lies with the club and not the Association. While the club may rely upon the association for a variety of services, such assistance

is to be negotiated between the club and the association in advance of the site announcement, with the recognition that any profits or losses are the clubs responsibilities unless otherwise negotiated. Similarly, any specific invitations extended to dignitaries, visiting skiers, sponsors, etc. must include specific details concerning expenses are the responsibility to be covered by the club. Technical Delegate expenses are the responsibility of the club. 13.0 Entry Fees

Entry fees are to be determined by the host club; however, every effort should be made to maintain a relatively consistent fee from year to year. Suggested rates are senior $10, junior $7, family with 4 or more members $30. Skiers not registered with a club shall be assessed a higher entry fee than skiers who are club members. 14.0 Host Responsibility to Sponsor Should the host club succeed in acquiring a major sponsor for the Marathon, the club is to identify any agreement made with this sponsor (such as bib and banner markings, award ceremonies, site exposure, dignitary accreditation, local visibility on printed materials, photo responsibilities, etc.) to the Association in order to avoid any confusion concerning jurisdiction. It must be remembered by the host club that although acquisition of a major sponsor is not only desirable, but also encouraged, the event is being run for the skier first and foremost, and accommodations made on the sponsor’s behalf are only to be made on the condition that the safety and fairness of the event is not compromised. This principle must be kept in mind at all times. Any alcohol sponsorship is not permitted for any categories with ages 18 or under participating. 15.0 Sponsor Responsibility to Host Club To avoid confusion of responsibilities, the event sponsor should identify with the club the services granted by the sponsor, including dollar investment, bib and banner acquisition, press conference organization, on- site product support at the event, etc. 16.0 Accommodation Accommodation is usually left to the individual participant to arrange, however the following could be considered: a) A block booking at local hotel b) Provide hotel or tourist home, names, telephone numbers, rates, etc. in registration package. c) Billets for school groups or junior’s coming from outside of the club. 17.0 Banquet A banquet should be arranged and this should be a family event. A dance could be arranged but other ideas, such as games, mixers, etc. are encouraged so everyone can meet one another. If a dance or other entertainment has been arranged considerations could be given to

selling banquet and other activity tickets separately as some people may not wish to a attend the meal.

The banquet is an obvious time to present medals and awards and hear from guest

speakers although speeches should be kept short. At the banquet a “Lost-And-Found” table for clothing found on the trail should be provided. 18.0 Entry form and Waiver A waiver form must be enclosed with entry forms and as the waiver form format may change from time to time, the host club is advised that the latest form of waiver as recommended by Cross Country Canada be utilized. Cross Country Canada Insurance requires waivers to be signed by each participant or in the case of participants under 18 by parent or guardian. Suggested entry form is as Appendix “B”. Bibs must not be released to participants until waiver forms have been signed and entry

fees paid. 19.0 Press Conference Where appropriate, host clubs are encouraged to organize pre-event press conferences

and post-race award events. 20.0 Results Results are to be forwarded to individual clubs, and appropriate Association officials as

soon as possible after they are finalized. It is recommended results be on Zone 4 and uploaded ASAP after race is compleded.

Appendix - A

MUSTS AND RECOMMENDED LIST FOR PROVINCIAL CHAMPIONSHIPS / MARATHON

1. Timing Standard/Results Production (R) Use of latest version of Race Management Software (Zone 4). Upload ASAP race results after race is completed. 2. Timing Equipment (M) Enclosed, heated timing shelter of some type, with a minimum of 2 timers, appropriate recorders and backup equipment. (R) Beam finish with push button backup. 3. Course (M) The course to be used must be approved by the TD/TA. At the time of his/her pre-competition inspection. Start and Finish of all courses must be at the same location. Organizers must design a course which will accommodate both skating and classic techniques. Trail marking is mandatory, by pegs, coloured ribbon, flags or solid signs. The Markers must be firmly fixed so they won’t blow down or accidentally get turned to point in the wrong direction. Markers should be at eye level or below, leaving room for snow accumulation. Course intersections must be clearly marked with appropriate distance and direction arrows. Snowmobile patrol access must be provided and if the snowmobile access trail is the same as the ski trail, sufficient room must be provided at one side for the snowmobile patrol track. 4. Grooming Equipment (M) Grooming by snowmobile or equivalent capable of providing a firm course for the event. The track setter must be suitable to set an approved track for the classic

technique. Refer to CCC Officials Manual. (Track setter should be Bachler type molded with a capacity for raising the molds to eliminate tracks rather than scarifying). (R) Full width tracked vehicle equipped with a tiller-type renovator. 5. Communication (M) Radios for Medical Team for communication with all points of course. (R) Radios for TD/TA, Chief of Race, Chief of Course. 6. Refreshments (M) Ample liquids cool and warm; along with refreshments at regular intervals of not more then 10 kilometres. Drinks such as warm juice are a favourite and are readily absorbed. Have plenty available. Very hot and very cold are not acceptable. Water is the most quickly absorbed fluid and this must be available if nothing else. 7. Safety and First- Aid (M) Canadian Ski Patrol ( or equivalent) personnel of sufficient numbers to provide full coverage over the entire course. The safety team must be fully prepared for emergency evacuation of any type and for multiple incidents regarding hypothermia and frost-bite. Regular Ski Patrol must be maintained and evacuation routes must be planned in advance. Patrol can be by skiers but evacuation provisions usually require the assistance of several snowmobiles with toboggans which should be stationed at strategic locations on the course. (M) Checkpoints must be maintained to ensure that all participants ski a proper course and return to the finish area. 8. Rules (M) Hosting Club must access a current CCC Officials Manual and Rules for the event.

Appendix B

Sample of Entry form/ Waiver form and Event Package Hosted by Aurora Nordic 2012

Appendix –C

Technical Advisor Report- sample

Technical Delegates Report found in section 15.0 – Technical package for Provincial Championship- Appendix B

Technical Advisor Report Form

NFLD/LAB CROSS COUNTRY SKI EVENTS

This report is for a Marathon or a Loppet sanctioned by NFLD. /LAB Cross Country Ski Association.

Event: ___________________________________________________________________ Location: _______________________________________________________________ Date: __________________________________ Host Club: ________________________________________________________________ Event Chair: ________________________________________________________________ Chief of Course: _____________________________________________________________ Technique: Classic__________ Free: ______________ No. of skiers: ______________ Administration: 1. Did you receive an Event Entry Form, map,etc. at least 15 days prior to the event? _________________________________________________________________ 2. Did the Entry Form contain all the necessary information? __________________ What additional information should be included in the future? _______________ _________________________________________________________________ Did the Event Registration Package contain all the necessary information?

___________________________________________________________ ___________________________________________________________ 3. Were Competitors required to sign waiver forms? __________________ Were Licensing requirements strictly adhered to? __________________ 4. Were Licensing numbers submitted to the CCNL with the Results Information? _________________________________________________ Organization: 1. Was the Event committee well organized? ___________________________ If not, what improvements are suggested? ___________________________ _____________________________________________________________ 2. What level of Officials certification did the Chief of Competition have? ____________________ 3. Were sufficient officials appointed and did they know their duties? _____________________________________________________________ _____________________________________________________________ 4. What local race rules were established and were these rules adequately advertised? ___________________________________________________ _____________________________________________________________ _____________________________________________________________ _____________________________________________________________ 5. Were there entries the morning of the event? _________________________ _______________________________________________________________

How many? _____________________________________________________ Start and Finish: 1. Was the start and finish area satisfactorily organized and controlled? _______________________________________________________________ 1.1 Layout 1.2 Fencing 1.3 Official and spectator viewing 1.4 Finish control 1.5 Warm-up tracks 1.6 Media control 1.7 Results board What improvements are suggested? __________________________________ _______________________________________________________________ _______________________________________________________________ 2. Did the race start on time? _________________________________________ If not, why? _____________________________________________________ _______________________________________________________________ 3. What type of communication did race officials use in the start and finish area? _______________________________________________________________ _______________________________________________________________ 4. Was the official notice board situated in a conspicuous place in the start area and was it used for posting rules, temperature, maps and profile of the course prior to the event? ________________________________________________________ ________________________________________________________________ ________________________________________________________________ 5. Were there refreshments available at the finish line? ______________________ ________________________________________________________________

________________________________________________________________ 6. Were there adequate parking facilities? ________________________________ If not, what alternatives were used? (i.e. shuttle bus service) ________________ _________________________________________________________________ Was this a satisfactory arrangement? ___________________________________ Timing and Calculations: 1. What system of timekeeping was used? _________________________________________________________________ What backup system was used? _______________________________________ How could it be improved? ___________________________________________ __________________________________________________________________ __________________________________________________________________ 2. Was there an Official recording the order of finish? ________________________ 3. Were there sufficient hand timers and recorders? __________________________ __________________________________________________________________ 4. How soon were the unofficial results posted? ___________________________ Where were they posted? _____________________________________________ What suggestions do you have speeding up the results? _____________________ __________________________________________________________________ __________________________________________________________________ 5. Were the results announced on a P.A. system? ____________________________ 6. Were a set of results produced and sent within ten (10) days to the NL Ski Association? ______________________________________________________ 7. Were a set of official results posted on the internet using Zone 4 as well as on the

Club and CCNL home page? _________________________________________ Course: 1. Was the course inspected by the TD and Chief of Course prior to the start? __________________________________________________________________ 2. Was the course profile satisfactory? ____________________________________ If not, what changes are suggested? _____________________________________ __________________________________________________________________ 3. Was the course marking satisfactory? ___________________________________ 4. Did any skiers take the wrong course? How many? ________________________ _________________________________________________________________ 5. Was the course preparation satisfactory? ________________________________ What grooming and track setting equipment was used? _____________________ __________________________________________________________________ How many tracks were set for the main part of the course? __________________ 6. Did the course preparation provide a fair opportunity for every skier in the event? _________________________________________________________________ 7. Did the course controllers perform their duties in a satisfactory manner? _______ _________________________________________________________________ _________________________________________________________________ 8. What type of communication were used? ________________________________ __________________________________________________________________ Risk Management:

1. Were qualified safety personnel and adequate safety equipment stationed in the stadium area? _____________________________________________________ _________________________________________________________________ Were there appropriate first aid services provided at each checkpoint? _________ 2. Was there an appropriate evacuation plan for moving an injured skier from the course to the stadium? ______________________________________________ 3. Was there an appropriate evacuation plan for moving an injured skier from the stadium to the nearest hospital? ______________________________________ 4. Was there a plan for dealing with cold weather and race cancellation? ________ 5. Was the course swept at the conclusion of the event? ______________________ 6. How many checkpoints/feeding stations were there? _______________________ Was this adequate considering both distance and temperature conditions? ______ _________________________________________________________________ 7. Did any accident or injuries occur during the event? If so, please provide details on the Accident Report Form. ________________________________________ Jury: 1. Was the Jury properly constituted? _____________________________________ What means of identification were used? _________________________________________________________________ _________________________________________________________________ Names of Jury members: ____________________________________ _________________________________________________________________ _________________________________________________________________ __________________________________________________________________

2. Were pre-race and post-race Jury meetings held? __________________________ Were there any special Jury meetings or any special problems that the Jury dealt With in addition to those explained in Question #4? Please explain. __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ 3. Were there any official protests? _______________________________________ 4. Were any disqualifications necessary? Give details. ________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ Technical Advisor: __________________________________ Address: ___________________________________ ___________________________________ Telephone: ___________________________________ Date : ___________________________________ Signature: ___________________________________

Appendix D

ERNIE LANGINS TROPHY

FOR HIGHEST CLUB PARTICIPATION

Name of Club ________________________ Location________________________________ Club Size ______________ 50 100 150 200 250 300 350 400 450 500 (if unsure circle Estimate to nearest 50) Calculation of Club Participation: No. of Members in Marathon X 100 Club size (Estimate or Actual) Adjustments For Clubs Travelling To Marathon/ Also Host Adjustment: Multiply % Participation determined above by Travel Adjustment below eg. (1.10/1.20/1.30/host .90) Calculations of Final Score: % of Club Participation X Travel/Host Adjust. = Final Score ___________________ X _________________ = ___________ Bonus for Clubs travelling to Marathon (Multiply by Factor Below) Distance of Club from Marathon Site Over 150 km multiply by 1.10 Over 500km multiply by 1.30 Over 300 km multiply by 1.20 Host Club multiply by 0.90 Are you puzzled? Let me clarify. Example: Clarenville has 161 members / 23 participants in Marathon and is located over 500km from marathon……… calculations…….. 23/161 X 100 = 14.3 X 1.30 = 18.6 % 18.6 % Participation Note: Please list members on reverse and have a member from another club check your

calculations and sign below. Clubs qualifying for this Award must offer a Jackrabbit Program

______________________________ ______________________________ Club President / Official Calculations checked by

17.0 Technical Package

Newfoundland & Labrador Kids Ski Fest Championships (Formerly Midget Championships)

CCNL Kid Ski Championships

(Formerly Midget Championships) Technical Package OVERVIEW The Cross Country Newfoundland and Labrador (CCNL) technical package was created to ensure a standard of quality for hosting this event. This document will help the host to understand the expectations required to make a successful event and will assist the organizers to prepare and manage the event. OBJECTIVE(S) The objective(s) of the Kid Ski Championships (KSC) are to:

1. Bring young skiers together for a memorable and enjoyable weekend of cross country skiing and fun.

2. Meet the needs of a wide range of skill levels. 3. Encourage achievement through team effort. 4. Encourage good ski technique.

BID PROCESS

• The KSC will be awarded via a bid process at Annual General Meeting (AGM) each spring for the following season. A club must submit a bid to the CCNL secretary two weeks prior to the AGM.

• The site will be chosen based on appropriate facilities, the club’s ability to organize a race and the likelihood of the greatest number of participants.

• There should be no conflicting events with different distances or techniques run on the same day at the same site as the KSC i.e. No loppets or club championships, or other events.

• The Host Club must run a registered Jackrabbit program. SANCTION The KSC is an official registered CCNL event that will be published on the annual calendar. However, it is not CCC sanctioned and does not require a ski license of any kind. The event does follow CCC rules and guidelines and a Technical Delegate must be appointed for competition. RACE FORMAT

• The races will normally be held over a weekend. • Pre-Race Day – the course must be marked for pre-skiing one day prior to the race. • Technique – both classic and free technique must be included. • Suggested Race types:

• Individual starts – Classic Technique, 30 second intervals recommended.

• Team Relays – Four person team with two people using the free technique and two people using the classic technique. An effort should be made to add skill race components such as turns, short downhills, varied terrain, etc. A club relay is made up of four skiers from the same club. Mixed teams can be created and will be awarded points for their club. Should encourage team spirit through clothing, banners, cheers etc.

• Sprints (Heats) – Free Technique, 15 second starts for the time trial. All skiers participate in a minimum of the time trial and one heat. If possible all skiers should progress through all heats.

Distance by Category

Category Gender Age Sprint Distance Relay Max KM

per person

Classic Min/Max

KM *

Free Min/Max

KM * Pee-Wee

Boy/Girl 8-9 100m or <20 sec 100-300m 1-3 km 1-3 km

Mini Midget Boy/Girl 10-11 100m or <20 sec 100-300m 1-3 km 1-3 km

Midget Boy/Girl 12-13 1-2x100m or <20 sec 2-3 x 200-400m 2.5-5km 2.5-5km

PN Pee-Wee Boy/Girl TBD TBD TBD TBD TBD

PNMini Midget Boy/Girl TBD TBD TBD TBD TBD

PN Midget Boy/Girl TBD TBD TBD TBD TBD

*Preferably the distance raced should be closer to the min km, as the skier will race more than once in the event. ELIGIBILITY Open to Pee-Wee Boy/Girl (8-9); Mini Midget Boy/Girl (10-11); Midget Boy/Girl(12-13). Skiers may only enter in one age category for the duration of the event in the individual races. When a skier initially registers, they can move up an age category, but not down. DRAW There is no seeding for this event, just a random draw. The draw for the Individual Start, Relays, and Time Trial for the Sprints should be held NO later than the Friday night before the event. This is for the convenience of the race organizers. COACHES MEETING It is the responsibility of the organizers to ensure the event notice carries the necessary information that the coaches will need, and that start lists for the first day are available at the race site the evening before. Coaches meetings may be held if the organizers feel this is necessary. RACE NOTICE Invitations/event brochures must be distributed to all CCNL member clubs a minimum of four weeks in advance of the competition. Host clubs should also send invitations to members of the CCNL executive, including the webmaster.

Entries should close no later than Friday prior to the competition. It is advisable to confirm faxed entries with a telephone call to the race secretary. Below is a guide of what is required on a race notice, other information can be provided.

• Name of race • Race dates and times • Host club • Location and directions to the race site • Technical Delegate’s name, Chief of Competition name • Race Secretary contact name, email, telephone, fax number • Entry fee per race • Additional costs • Race types – sprints, pursuit, relays • Race starts – individual, pursuit, mass • Race techniques – classic or free • Race distances – one large loop or laps • Facilities on site (e.g. waxing, concession, hydro) • Nearby Hotel/Motel – group rates or individual rates, contact name and number,

address. • Awards presentation – time and location • Sponsors recognition • Registration form – Name, Address, City, Postal Code, Telephone, Age, Category,

Payment Method. FEES

• Entry fees will be the responsibility of the host but should be a reasonable cost to encourage participation.

• Late entries should not be accepted. • The host club should not charge a separate trail use fee to athletes, coaches or persons

assisting coaches on the course inspection day (day prior to the event) or the days the event is being held. In addition, spectators should be allowed access to the competition trails during the competition (to the extent that it does not interfere with the competitors) without payment of the trail use fees.

TECHNICAL DELEGATE (TD) Roles of the TD are as follows but are not inclusive:

• Ensure the athletes, coaches and organisers are satisfied with the outcome of the competition.

• Supervise the running of an event. • Assist the organisers. • Carry out correct decisions with the support of the Jury and see that the CCC

Rules and Instructions are followed. OFFICALS

• The Chief of Competition, Stadium, Course and Time Keeping must be currently certified at Level 2 or above.

• The Chief of Competition will assign the positions from a pool of officials in their own club or District to minimize organizational costs.

• Reimbursement – The organizers (club and District) may reimburse the Officials for reasonable expenses. CCO will not reimburse officials.

• The Chief of Competition will run the team leaders meeting (with the help of the Race Secretary) prior to the race events.

START ORDER There is no seeding for this event, just a random draw. The draw for the Individual Start, Relays and Time Trial for the Sprints should be held NO later than the Friday night before the event. This is for the convenience of the race organizers. COURSES The competition courses must be properly groomed and marked for inspection by the skiers/coaches the afternoon prior to the first event. Many participants will familiarize themselves with the course the day prior to the event. FACILITIES

• Wax area should be provided either in the chalet or in a warm and dry designated area with walls and a roof. The wax area must have hydro or engine generated electricity. As well, the area must be vented to allow fumes to escape.

• A chalet with heat, concession, change rooms, and potable water to accommodate 100 + volunteers/competitors/competitor’s support staff. Wheelchair accessible where possible.

• An isolated computer results room with a door. • Results Board – All results will be posted on a board that is convenient to competitors. • Post-race recovery drink must be available at finish area. Reasonably priced food must

be available at the event. COMMUNICATION The Technical Delegate, Chief of Competition, Chief of Course, Chief of Stadium, and qualified first aid service provider will each need radios. TIMEKEEPING Preferably a race management system would be used such as Zone 4 but hand timing is acceptable. MEDALS

• Medals will be the responsibility of the host. • The top three finishers in each category will be awarded medals for the ‘individual

start’, ‘sprint competition’ and each member of the top three teams for the ‘relay’. • All participants will receive a participation ribbon. • Team Aggregate Trophy

• Each participating team accumulates points towards a trophy. Team points are earned by the following:

o Individual start or sprint races: 1 point per participant, with the winner earning the number of participants in the race and the last person 1 point. Top three places in the race earn 5, 3, and 1 additional point. Example for 8 skiers:

1st Place: 8+5 2nd Place: 7+3 3rd Place: 6+1 4th Place: 5 5th Place: 4 6th Place: 3 7th Place: 2 8th Place: 1

o Relay Teams point grid is as follows:

1st Place: 16 Points (4 points per skier) 2nd Place: 12 Points (3 points per skier) 3rd Place: 8 Points (2 points per skier) 4th Place: 6 Points (1.5 points per skier) 5th Place and lower: 4 Points (1 point per skier)

• The team with the most overall points will be able to bring the trophy back to their ski club until the following year competition when it will be raced for again.

JURY The jury will consist of:

• the TD who is chair of the Jury • the Assistant TD (if any) • the Chief of Competition • Provincial Coach or visiting Club Coach.

SPONSORS

• Unless otherwise agreed upon, the host club is responsible for securing all event sponsorship.

• Cross Country Canada offers a Racing Rocks program that will provide free awards for each participant. You will find details at www.cccski.com under Development Programs > Athlete Development > Skill Development Programs > Racing Rocks!

BANQUET AND AWARD PRESENTATION

• Event should include a banquet geared to the age groups of the kids as far as food choices, timelines (around 2 hours long) and possible activities at the banquet

• Awards for the day of the banquet will be presented at the banquet • Awards for other days to be presented 20 minutes after the last racer crosses the finish

line based on unofficial results. • Order of awards presentation is 1st, 2nd and 3rd. • Club Participation Award to be presented at the end of the Awards Presentation on the

last day.

RACE MANAGEMENT Official results should be forwarded to the CCNL secretary to circulate to all clubs within the province. MEDICAL & WEATHER

• A medical practitioner and qualified first aid service providers must be on the site with the necessary first aid equipment.

• A snowmobile with a sled must be designated for medical purposes. • A private examination room with its own entrance should be on site. • A full medical facility must be within short driving distance of race sites or alternative

arrangements shown. • In the event of cold temperatures, races will be delayed or cancelled when

temperatures are lower than -15C.

19.0 Technical    Guidelines  Package            

NL  CUP  SERIES  –  Technical  Guidelines  

NL CUP SERIES 2018 Technical Guidelines

The NL Cup Series is season long competition in Newfoundland and Labrador. It includes five (5) Regional Race weekends with a mixture of mass start, interval start, and sprint racing. Competitors results will be used to create a ranking list whereby at the end of the last racing weekend overall winners may be announced. Competitions are held in accordance with CCC Rules & Regulations 1. SITE SELECTION Sites are chosen to ensure the greatest number of participants and fairness to all clubs. Sites are also selected based on their ability to guarantee quality organization and appropriate courses/distances for developing athletes. Each year, there is one NL Cup event held in Northern, Eastern, Western, Central and Labrador. 2. SANCTIONING All events (interval, sprint, mass and relay) in the NL Cup Series are provincially sanctioned. Events may also be Nationally sanctioned at the discretion of the host club. Anyone is eligible to participate in the NL Cup race series. 3. RACE NOTICE The race notice and registration information MUST be posted on ZONE4 a minimum of four (4) weeks in advance of the competition. Organizers should also forward race notice to CCNL executive for distribution at this time. The ZONE4 posting must include NL Cup # in the title and registration list must be public. Registration must include categories defined by YOB, category name, and distance. Entries must close no later than Wednesday prior to the competition. With the exception of sprint races, Saturday's race start time is usually 11:00 am to allow sufficient preparation time for skiers from nearby communities traveling to the event the morning of the race. Sunday's race start time is usually at 10:00 am (9:00 if sprints) to allow more travel time for skiers traveling long distances home. The race notice should be planned carefully so that there are no changes after it is posted. 4. RACE CANCELLATION

A decision on event cancellation or change of site due to lack of snow will be made by the organizing committee and the Technical Delegate. The race notice should include a cancellation policy pertaining to refunds - both for situations in which the participant wishes to withdraw, and for situations when the organizers cancel the event. In addition, please include a basic accommodation list with phone numbers. 5. COACHES MEETINGS AND DRAW The draw should be held no later than the Thursday night before the event. This is for the convenience of the event organizers. Skiers in Bantam Boy/Girl and younger categories should not be seeded, but grouped according to their category and their positions determined by a normal draw procedure. Coaches Meetings are generally not held at NL Cup events to allow coaches (who are often traveling long distances as well as preparing young and inexperienced athletes for the competition) to spend more time with their team. It is therefore important that the race notice is complete with all the necessary information that the coaches require. Coaches meetings will be held at the discretion of the club and may also be held by video or conference call. 6. START AND RESULT LISTS Younger age categories (Bantam and younger) MUST be first on the start list. Categories Bantam and younger shall be seeded using a draw method. Categories Midget and older shall be seeded using the NL Cup Points list located at: http://crosscountrynl.com/standings It is recommended that the race schedule begin with Atoms and work up to Peewee. Juvenile and older age categories should be started in whatever order works best for the organizers when all the implicating factors are considered. Note: It is preferred that races happen on multiple short loops and that categories Midget and older should be started together using NL Cup Seeding if they are on the same course. This is intended to create a busier race course with more racer interaction. Both start and results list MUST include the year of birth and name of home club for each athlete. The official results should be presented by age categories, not year of birth. The start list should be posted on ZONE4 and at the race site no later than 8PM the evening before each event. 7. COURSE INSPECTION The competition courses must be properly groomed and marked for inspection on the afternoon prior to the first event. Many participants will arrive in time to familiarize themselves with the

course and they should find the courses for Saturday's competition clearly marked out. It is very important that the courses are marked correctly. A course map displayed in the stadium area is not sufficient. Classic tracks are not set for the Free Technique events at this level of competition. However, because this Series is a junior development program, classic tracks do need to be set on the side of the course used for the Atoms age category in all events except the sprints. 8. TIMEKEEPING An electronic timing system is required. Clubs may have access to this equipment either through ownership or by borrowing from other sport groups in their community. ZONE4, Cross Country Canada's official race management software must be used. 9. AWARDS FOR THE INDIVIDUAL EVENTS Medals and awards will be distributed at the discretion of the host club. It is recommended that all entries in the Atoms age category and younger who complete their event will receive the same prize. There should be no ranking awards. It is also recommended that the quality of awards be prioritized from youngest to oldest. For example: younger skiers should not receive ribbons in lieu of medals if older skiers are being awarded medals. If there are not enough medals or cost is an issue, give them to the kids. Out of province skiers are eligible for awards. 10. RACE FORMATS AND TECHNIQUE Race formats, distances and technique should be discussed at the Fall AGM and finalized prior to posting the Race Notice (4 weeks in advance). The format will be determined based on the host club’s abilities and also chosen so as to create and equal balance of every race format throughout the season. For this reason it is best that host clubs discuss formats at the Fall AGM. 12. EQUIPMENT Pole and ski sizes will adhere to CCC regulations. No High-Fluro waxes will be permitted in any category. 13. AGE CATEGORIES 2018 NL Cup Categories

Categories Year of Birth (YOB) Female & Male

Novice 2012 - 2017

Atom 2010 - 2011

Pee Wee 2008 - 2009

Bantam 2006 - 2007

Midget 2004 - 2005

Juvenile 2002 - 2003

Junior Girl/Boy 2000 - 2001

Open Men/Women 1999 and older

Note: Only Categories Midget to Open as listed here will count toward NL Cup points. Clubs may add Recreational or Masters categories if they wish, but these will not count toward NL Cup points. 14. RACE DISTANCES The following distances are guidelines only. Factors to consider include what is available, course difficulty, temperature, whether or not the event is being used as a trial race, etc. Early season races should be at the shorter end of the range provided below. Longer distances should be used towards the end of the season. The Open categories should always ski the same distance to allow for comparison of athletes competing in the NL Cup Series. From time to time requests will be made to have other age categories ski common distances for selection purposes. This kind of change to the schedule requires the approval of Cross Country NL to ensure that young skiers don't compete at inappropriate distances too early in the season just for the purpose of comparison with older skiers. In this situation, it is preferable to have the older skiers accommodate the younger skiers by skiing shorter distances. 2018 NL Cup Suggested Distance Limits ( Female & Male):

Category Distance Race Sprint

Novice Less than 500m N/A

Atom 0.5 to 1.0 km 100-200m (skills)

Pee Wee 0.5 to 1.5 km 100-200m (skills)

Bantam 1.0 to 3.0 km 100-300m (skills)

Midget 3 to 7.5 km 0.8 to 1.2km

Juvenile 3 to 10 km 0.8 to 1.2km

Junior 3 to 15 km 0.8 to 1.2km

Open 3 to 15 km 0.8 to 1.2km

15. COURSE STANDARDS Standards for the courses for the different age categories and distances are tabled in the CCC Competition Regulations section 311 or subsequent Rule Precisions. At this level of competition the OC should respect homologation guidelines for specific age categories as outlined in the CCR and precisions. 16. TECHNICAL DELEGATE A Technical Delegate will be appointed by the CCNL Officials Chairperson. Technical Delegates should be a Current Level 2 trained Official registered on CCNL Officials list or equivalent CCC list who has held a Major Chief position in at least 2 recent competitions. The TD should not be a member of the host club. The expenses of the TD are the responsibility of the host club. Event organizers are advised to acquire a complete TD package from the CCNL Office. This will explain the TD duties and responsibilities and what the TD will report on when they evaluate an event.

The TD will Submit a TD Report to the CCNL Officials Chairperson within 7 days after completion of event. 17. JURY COMPOSITION The jury should be composed of the following: Technical Delegate – who is chair of the Jury Chief of Competition Team Leader (Coach) from outside of Host Club OR PSO Appointee At the discretion of the Jury, other experts may be invited to attend Jury Meetings as observers. Observers do not have a vote in Jury decisions. 18. REGISTRATION FEES Event organizers are encouraged to keep their entry fees as low as possible. Maximum entry fees per day for NL Cup events are as follows: INTERVAL, MASS AND SPRINT RACE FORMATS: Atom: $10.00 Pee Wee: $15.00 Bantam: $15.00 Midget: $15.00 Juvenile/Junior: $20.00 Open: $20.00 Open Para-Nordic $20.00 Masters: $20.00 TRAIL FEES: The host club will not charge trail use fees to athletes, coaches or persons assisting coaches on official training days (in this case the training day is Friday) or race days. Spectators should be allowed access to the competition trails during the competition without payment of trail use fees, to the extent they do not interfere with the competitors. If the host club requires that persons using trails or facilities display a pass, persons who are not required to pay trail use fees may be required to display a pass provided without charge by the host club. Athletes are not required to display a pass during the course of competition. 19. NL CUP PRIZES

Prizes for MIDGET, JUVENILE, JUNIOR and OPEN categories will be awarded after the last NL Cup of the season. The prizes will be race registration vouchers for the following season. In each category (MALE and FEMALE) the winner will receive 3 race vouchers, 2nd place 2 vouchers and 3rd place 1 voucher. NL Cup hosts will make voucher redemption available through ZONE4 registration in the form of coupon codes. After the race weekend, clubs will submit a detailed list of used vouchers to CCNL for reimbursement. This report will be submitted within 7 days of the races to ensure proper reimbursement. 20. NL CUP POINTS CALCULATION Note: This section is for information purposes only. Points will be calculated by the ski team committee after the race weekend and posted to CCNL website. The process for points calculation and current standings may be viewed here: http://crosscountrynl.com/standings

19.0 Policies for Financial Assistance for Junior Development, Schools Attending The NLHSAF Cross Country Skiing Championships and Athlete Subsidy for Out of Province Events. 19.1 Policy for CCNL Subsidy for Junior Development The policy of the CCNL subsidy for clubs is to promote development of junior skiers by providing funding to assist member clubs with the expense of sending young skiers to compete in the Provincial Championships and one other approved cross country skiing event. The funds shall be distributed at the end of the competitive season as funds permit. CCNL shall budget for such a subsidy with the amount to be approved at the

AGM or the Fall Executive Meeting. To be eligible Clubs shall be in good standing with the CCNL. To be eligible, Junior skiers of the above stated categories must be in good

standing with the associated Clubs application for subsidy. An additional event is available for subsidy to the host club of the Provincial

Championships. Clubs shall be located outside a 100 km radius from a competition site to be

eligible for the subsidy. Labrador Clubs may submit application for assistance if ground transport.

Club must complete application by deadline indicated.

FORMULA FOR DISTRIBUTION OF SUBSIDY _________________________________________ PERCENT OF SUBSIDY DUE EACH CLUB: Club A’s # of eligible skiers x Club A’s total km ______________________________________ Total skier kms Total skier km as follows: (Club A’s # of eligible skiers x Club A’s total km) + (Club B’s # of eligible skiers x Club B’s total km) + (Club C’s….) + (Club D’s….)

Age Categories by Year of Birth   Competition  Year*  Category   2012   2013   2014   2015  Atom  girls   2003-­‐2005   2004-­‐2006   2005-­‐2007   2006-­‐2008  Pee  Wee  girls   2000-­‐2002   2001-­‐2003   2002-­‐2004   2003-­‐2005  Midget  girls   1998-­‐1999   1999-­‐2000   2000-­‐2001   2001-­‐2002  Juvenile  girls   1996-­‐1997   1997-­‐1998     1998-­‐1999   1999-­‐2000  Junior  girls   1994-­‐1995   1995-­‐1996   1996-­‐1997   1997-­‐1998                      Atom  boys   2003-­‐2005   2004-­‐2006   2005-­‐2007   2006-­‐2008  Pee  Wee  boys   1999-­‐2002   2000-­‐2003   2001-­‐2004   2002-­‐2005  Midget  boys     1997-­‐1998   1998-­‐1999     1999-­‐2000   2000-­‐2001  Juvenile  boys   1996   1997   1998   1999  Junior  boys   1994-­‐1995     1995-­‐1996   1996-­‐1997   1997-­‐1998  

* 2012 Competition year refers to the 2011-2012 ski season.

JUNIOR DEVELOPMENT CLAIM FORM FOR CLUB SUBSIDY Please Select ONE of the following events. Please submit one application per event.

o Provincial Championships o Midget Championships o Other CCNL approved event.(Please Specify_________________)

Name of Club: ___________________________ Total number of eligible members’ traveling_________ Club Mailing Address: ____________________________ ____________________________ Postal Code: ______________ Fax #: _______________ Phone #: _______________ Email: ____________________ Return Road Map Kilometers for Event: _________________ NAMES OF SKIERS CATEGORY 1. _____________________ _______________ 2. _____________________ _______________ 3. _____________________ _______________ 4. _____________________ _______________ 5. _____________________ _______________ 6. _____________________ _______________ 7. _____________________ _______________ 8. _____________________ _______________ (If additional space is required please attach) NAME OF CLUB OFFICIAL: (PRINT) ____________________________________ (to verify CLUB membership) SIGNATURE: ____________________________________DATE: _______________ Amount of Subsidy: ___________ Approved by: ______________ Date:_____________ MAIL TO: Will Fitzgerald, CCNL JUNIOR DEVELOPMENT COORDINATOR 13 Prince Charles Place, St. John’s, NL, A1A2P1 Email: fitzw@hotmail.com

DEADLINE: April 6, 2012

19.2 POLICY FOR CCNL SUBSIDY FOR SCHOOLS ATTENDING THE SCHOOL SPORTS NEWFOUNDLAND AND LABRADOR (SSNL) CROSS COUNTRY SKIING CHAMPIONSHIPS

The CCNL shall budget for such a subsidy with the amount to be approved at the AGM or the Fall Executive meeting. The amount of the subsidy (to each school) shall not exceed reasonable expenses incurred. To be eligible for financial assistance the school student athletes shall be members of a cross-country ski club that is in good standing with the CCNL.

Age categories and eligibility will be as per School Sports Newfoundland and Labrador (SSNL) Handbook (http://www.schoolsportsnl.ca/usr/pdf/972011_4_handbook_1112.pdf)

Teams of up to 4 male and 4 female for each of the JH and SH teams. All funding shall be channeled through the Clubs. Schools shall be located outside 100 km radium from the competition site to be eligible

for the subsidy. Labrador schools shall be eligible for a subsidy for ground transportation. Application must be submitted by deadline indicated.

FORMULA FOR DISTRIBUTION OF SUBSIDY PERCENT OF SUBSIDY DUE EACH SCHOOL: School A’s number of eligible skiers x School A’s total kms _______________________________________________ Total skier kms Total skier kms as follows: (School A’s # of eligible skiers x School A’s km) + (School B’s # of eligible skiers x School B’s kms) + (School C’s…) + (School D’s…)

CLAIM FORM FOR HIGH SCHOOL SUBSIDY

NAME OF SCHOOL:__________________ NAME OF CLUB:_________________ Mailing address of Club:______________________________ postal code: __________ Fax #: ________________Phone: _______________ email: ______________________ Return Road Map Kilometres: __________________ NAMES OF STUDENT ATHLETES:

JUNIOR HIGH (FEMALE) 1. _______________________________ 2. ________________________________ 3. _______________________________ 4. ________________________________

JUNIOR HIGH (MALE) 1. _______________________________ 2. ________________________________ 3. _______________________________ 4. ________________________________

SENIOR HIGH (FEMALE) 1. _______________________________ 2. ________________________________ 3. _______________________________ 4. ________________________________

SENIOR HIGH (MALE) 1. _______________________________ 2. ________________________________ 3. _______________________________ 4. ________________________________ Name of Club Official: (print) __________________________________ Signature: ________________________________ (to verify CLUB membership) Signature of Teacher/Coach: _______________________ date: ____________________ Amount of subsidy: _______ Approved by: ______________ Date: ______________ Mail to: Will Fitzgerald CCNL JUNIOR DEVELOPMENT COORDINATOR 13 Prince Charles Place St. John’s, NL, A1A 2P1, fitzw@hotmail.com

Deadline: April 6th, 2012

19.3 Policy on Athlete Subsidy for CCNL Athlete attending out of Province Event.

Athlete Assistance Program Purpose

• The  intent  of  this  ski  subsidy  is  to  provide  assistance  to  members  of  CCNL  Ski  Team  in  addition  to  what  is  provided  by  their  local  ski  club  and  by  CCNL  travel  subsidy.  It  is  further  intended  to  assist  with  expenses  for  out  of  province  events  both  nationally  and  internationally.  

Guidelines • Depending  on  the  availability  of  funds,  CCNL  will  budget  this  initiative  on  an  annual  

basis.  A  decision  to  approve  this  budget  item  will  be  decided  during  CCNL  fall  executive  meeting.  

• Para  Nordic  skiers  are  eligible  for  funding  under  this  program.  • The  subsidy  is  intended  for  ski  team  members  whose  ages  fall  within  Junior  Men  and  

Women  to  senior  Men  and  women  inclusive.  That  is,  between  ages  18-­‐30  years.  

Application • A  letter/email  requesting  funding  should  be  forwarded  to  the  Chair  of  the  Team  

Selection  Committee,  Will  Fitzgerald.  Email  address:  fitzw@hotmail.com Deadline  is November  30th.  

• In  their  request,  each  applicant  should  outline  the  event(s)  that  they  will  be  participating  in  for  the  following  ski  season.  A  budget  of  expenses  for  each  event  must  be  included  with  their  application.  Also,  donations  from  other  sources  must  be  outlined  in  their  application.  

• Ski  Team  Committee  decision  will  be  final.    

20.0

Articles Of Association Of

Cross Country Newfoundland and Labrador

Article 1 The purpose of the Association is as outlined in Article 1 of the Policy and Procedures Manual. Article 2 The Association Year The Association Year for all purposes shall be from July 1st of current Year to June 30th of the following year. Article 3 Membership (a) Any duly constituted Club situated in Newfoundland and Labrador shall be eligible for membership in the Association and application for Membership must be in writing to the Secretary of the Association and signed by the President and Secretary of the Club making such

Application; with the provision that the Club must have a minimum of (10) members to be eligible for membership with the further provision that individuals living in an area where there is no club should join a “Member” club. (b) On or before October 31st, each year, member clubs shall send to the Membership Chairperson, club and event registration forms for the upcoming year. (c) On or before March 1st, member clubs shall forward to the Membership Chairperson, applicable fees for the current year and a membership summary indicating the number of adult and children members 12 years and under. (d) The Membership Chairperson shall forward all fees to the Treasurer prior to the date of the Annual Meeting.

Article 4 Fees (a)Each member club shall pay fees of $12.00 per member to the Association for each member over the age of 12 years for the current year and $5.00 for each

member 12 years of age and under. Fee structure is determined by motion at CCNL AGM.

(b) A member club in arrears shall not be entitled to any of the privileges of membership in the Association, including the right to vote at the Annual General Meeting, until the current fees and any past debts are paid.

Article 5 Meets (a) Only members of clubs that are in good standing with the Association may participate in sanctioned events. (b) Sanctioned Association events are any event approved and held under the guidance and/or sponsorship of the Association.

Article 6 Meetings (a) There shall be one Annual General Meeting held each year during the

months of April or May. (b) The Annual General Meeting may be held at the place decided on the previous AGM or at a previous Executive meeting. (c) Special General Meeting may be called at any time by the executive; and the

Secretary shall call a Special Meeting on the written request of three member clubs of the Association for the transaction of business as may be specified in such requests.

(d) The Executive of the Association shall meet as decided at the previous

AGM. (e) Notice of the time and place of every General Meeting, stating the business

to be transacted including an agenda, shall be communicated by the Secretary to each member club at least 30 days before the holding of each meeting.

(f) All resolutions carried at committee meetings must be ratified by accepted

voting procedures at the AGM. (g) The order of business at the General Meetings, including the AGM will be

that decided upon by the executive and will follow the order outlined in the By-Laws.

Article 7 General Meeting Representation and Voting (a) Each member club shall be represented by a delegate who, in the first

instance, shall be the president, or in the absence of the president, his/her designate.

(b) Each member club shall be entitled to one vote at all General Meetings including the AGM.

Article 8 Quorum A simple majority of representatives of member clubs who are in good standing

shall constitute a quorum. Article 9 Audit The financial records of the Association are to be audited on an annual basis.

Such audited statements to be presented for approval at the fall Executive Meeting.

Article 10 Officers and Executive (a) The Officers of the Association shall consist of President, Secretary,

Treasurer and five(5) regional Vice-Presidents being Eastern, Central, Western, Northern and Labrador.

(b) The Executive of the Association shall consist of the Officers of the

Association, Director CANSI, Director Jackrabbit, Director Coaching, Director Special Groups (Para-Nordic), Director Junior Development, Director Officials and Director Policy and Procedures.

(c) The new executive shall take office at the conclusion of the AGM of the

same year of their election. The outgoing executive shall prepare the business books of the Association so that the new executive might have a complete understanding of the function of the Association.

(d) The term of office of the executive shall be for one year with all eligible for

re-election. (e) Meetings of the Executive shall be held whenever deemed necessary and at

least once a year. A majority of the Executive shall constitute a quorum at any meeting of the Executive.

(f) The Executive shall be elected each year at the AGM and should a vacancy

occur in any office of the executive during a current year, the vacancy shall be filled from within the executive.

(g) The President, or in his/her absence one of the Regional Vice-Presidents,

shall preside at all executive and general meetings of the Association The President shall be an ex-officio member of all committees. The President shall be responsible for promoting the goals of the Association as

outlined in Article 1 of the Policy and Procedures Manual

The President shall represent the Association at all meetings of the National Association where the Executive is of the opinion that representation is desirable.

The President shall be responsible for ensuring that appropriate applications for Government funding are submitted in a timely fashion.

The President shall act as a liaison between the Technical Director/ Provincial Coach and the Executive.

(h) The Secretary shall keep an accurate record of all proceedings at all

meetings of the Association and perform all other duties pertaining to the office of Secretary.

(i) The Treasurer shall keep the accounts of the Association, receive all funds

belonging to the Association, and keep the same deposited in some chartered bank and all disbursements by cheque signed by any two of the President, Secretary or Treasurer. The Treasurer shall collect the fees payable by member clubs and any other revenue accruing to the Association and perform all duties pertaining to the office of Treasurer to the office of Treasurer. He/She shall submit the accounts for audit and an audited statement of same to the AGM.

(j) No person shall hold office as a member of the executive unless he/she is a

member of a club which is in good standing in the Association. (k) To facilitate the election of the executive at the AGM. the President shall

appoint a nominating committee. Two weeks prior to the AGM the nominating committee shall circulate to the member clubs the slate of candidates to be presented at the AGM.

This does not in any way preclude nominations from the floor during the election process.

(l) At any AGM or Executive meeting such committee may be formed as

considered necessary. Any meeting of the members of the Association may be, by resolution, adjourned to any other place and time.

Article 11 Executive powers (a)The Executive shall have power to do all such things as in their opinion may

be necessary or expedient to carry out effectively the objectives of the Association as set out in the Constitution and in particular, without limiting the foregoing, the Executive shall have power as follows:

To delegate all or any of its powers to it’s duly appointed committees. To inflict penalties on clubs or persons for any infringement of the rules

and regulations of the Association or for any act or practice which, in the opinion of the executive, is detrimental to the interests of the Association.

To supervise all meets and events conducted under the auspices of the Association.

To decide all questions of eligibility of persons nominated or elected as

officers or members of the executive.

To reinstate a former club member on payment of all arrears or in very exceptional cases on such terms as the Executive may deem proper.

To appoint a ski team selection committee of which the Provincial

Coach shall be a non-voting member.

(b) All decisions of the executive shall be complied with forthwith but an appeal there from may be taken by any member of the Association at its next AGM provided the notice of the appeal is filed with the Secretary of the Association within one month of the date of the appealed decision.

Article 12 Conflict Where there is a conflict between the Articles of Association and the

Policy And Procedure Manual the provisions of the Articles of Association shall prevail.

Article 13 By-Laws The constitution and the within document may be amended at any AGM

provided that a copy of the proposed amendment and notice of intention to propose the amendment is forwarded to the Secretary of the Association within sixty days of the AGM with the provision that the Secretary then notify all member clubs of the intent and the proposed amendment within thirty days of the Annual General Meeting..

21.0 Sample of Newsletter – March 2003 The CCNL ski association will email an update on association happenings and events on a adhoc bases to all association members and also on our website www.crosscountrynl.com

22.0 Strategic Plan CCNL Strategic Plan (Draft) (Revision #4) PSO: Cross Country Newfoundland and Labrador Date: May 15, 2011

Committee members: Gerry Rideout, Judy May, Gordon Brewer, Lloyd Button, William Fitzgerald, Jim Gallant, Greg Noonan, Andrew Casey, Erik Charron, Mark Tierney; Facilitator, Thomas Clift Ratified: To be presented at 2012 AGM in May at Corner Brook

Strategic Plan for Period: 2012 to 2017 SUMMARY

Cross Country Newfoundland and Labrador (CCNL) is the sport governing body for cross-country skiing in Newfoundland and Labrador and is made up of affiliate Clubs throughout the Province. Clubs are aligned to five geographic Regions – Eastern, Central, Western, Northern Peninsula and Labrador. CCNL is registered as an Association with the Registrar of Companies in the Province of Newfoundland and Labrador and conducts its affairs through an Executive Board (EB) under the auspices of a Constitution and attendant set of By-Laws. This document lays out a detailed Strategic Plan for CCNL for the five year period from 01 May 2012 to 01 May 2017. The Plan is a “living document” and subject to continuous review and updating by the Executive Board of CCNL. A formal review process shall take place at each Annual General Meeting (AGM) and the Plan shall be appropriately modified and re-adopted for the ensuing five year period. The AGM Agenda shall each year include the item “Review and Re-adoption of the Strategic Plan.”

OUR SPORT Cross Country Skiing is a low impact, low risk and relatively low cost outdoor winter sport that can be practiced in all parts of Newfoundland and Labrador. At its most basic level, Cross Country Skiing is a sport that is easily learned, without boundaries imposed by gender, age, fitness level or physical barriers. At its highest level of competition, mastery of Cross Country Skiing demands exceptional physical skills, tenacious mental ability and an extreme high level of cardio-vascular fitness. Cross Country Skiing is a “sport for life” – and participation in youth often leads to passionate commitment in adulthood and a life-long involvement in the sport. At the recreational level, Cross Country skiing is an activity than can be practiced with or without involvement in organized clubs or other formal structures. CCNL’s particular contribution is to enable participants in Newfoundland and Labrador to derive the greatest possible benefit and enjoyment from the sport and, for those so inclined, to allow participation in competitions up to the highest level. Those opportunities for competition are available to all ages through programs, activities and events offered under the auspices of CCNL. CCNL fulfills its roles and commitments to the community by providing programs for the continuous development of Cross Country skiing – these programs range from introductory experience to national level performance and beyond to international opportunities. The universality of our sport and both its needs and opportunities make it unique in the community of Provincial Sport Organizations in Newfoundland and Labrador. Those characteristics also make it uniquely suited as a truly accessible activity for every single citizen living here. CCNL’s Mission and attendant Mandate encompasses programs that range from skill development for children in a fun environment to high performance training programs intended to allow our top competitive skiers to race successfully at the highest levels of national and international competition. However, no matter what form Cross Country Skiing takes in Newfoundland and Labrador, CCNL is committed to making the skiing experience a positive and fulfilling one for each and every person who cares to engage in our wonderful wintertime activity. This Strategic Plan is intended to enunciate to both the ski community specifically and the wider community in general the vision of the Board of Directors for the growth and development of our sport to 2017 and beyond.

MISSION STATEMENT CCNL leads, develops and promotes the sport of Cross Country Skiing throughout Newfoundland and Labrador. CCNL promotes excellence, enjoyment and ethical conduct through community based recreational and competitive programs that appeal to skiers of all ages and abilities.

VISION CCNL strives to promote, enhance and develop the cross country skiing experience in Newfoundland and Labrador. CCNL believes that the sport and recreational activities of cross country skiing are inherently beneficial to all people of Newfoundland and Labrador. CORE VALUES AND PRINCIPLES

• The roots of cross country skiing are founded in an inherent love of outdoor experiences in nature.

• Participation in skiing contributes to a healthier lifestyle and feelings of well-being. • Responsibility, respect, integrity, partnerships, excellent service, learning and

growth are valued and demonstrated throughout our organization. • Sporting excellence should be achieved through fair play, ethical and moral

behavior. • We are committed to fostering avenues through which competitive excellence can

be reached by members of our Provincial Team. • CCNL is committed to inclusion in all our activities. We respect the tenets of

consensus and volunteerism and recognize the importance of group efforts if our vision is to be realized

ORGANIZATIONAL STRENGTHS

• Board of Directors is very committed to growing the sport of cross country skiing in Newfoundland and Labrador.

• Board includes new younger members as well as seasoned volunteers. • Membership is a relatively high percentage of the populations, compared to other

Provinces and Territories • We have the best talent in Atlantic Canada with top ten results at Nationals. • Strong skill development programs (Bunnyrabbit, Jackrabbit and Track Attack) • Strong recreational base of Skiers , Active for Life • Partnerships being formed with major stakeholders such as: Teck & Mountain

Equipment Coop • Support for the strategic direction and overall makeup of CCNL from CCC • 2014 National Championships will be hosted by Blow Me Down Cross Country Ski

Club in Corner Brook

ORGANIZATIONAL WEAKNESSES

• Geographical location of the province makes it difficult for our skiers to travel and receive the same opportunities as other provinces.

• Distance for our athletes to travel within the province and abroad (cost to travel is very high compared to other parts of Canada)

• Not enough certified coaches and officials make it difficult to develop skiers.

• Shortage of facilitators for courses • Small competitive base of talent lead to small fields at events. • Lack of database and knowledge regarding our website / programs / events • Very few opportunities, for getting our top skiers together (all ages and levels) • Cross Country Skiing does not have a large presence in the local media. • One staff member makes it difficult to grow the organization. • No Hall of Fame currently in place

ORGANIZATIONAL OPPORTUNITIES

• Develop programs in the schools in larger centres, such as St. Johns, Mount Pearl • Develop Race Series in Province • Develop more fundraising opportunities, sponsorships and revenue streams to sustain

the organization in the future • Develop and enhance support for Midget Championships/Kids Fest • Enhance support for Skill Development Program and LTAD.

ORGANIZATIONAL THREATS

• Increasing travel costs • Declining youth populations in province • Difficulty retaining high level Provincial Coaches

STRATEGIC DIRECTIONS: 5 PILLARS OF SUCCESS

These five pillars of success should be the core areas we should focus on in the coming years: 1) Participation: Community Cross Country Ski Development 2) Excellence: Competitive Cross Country Ski Development 3) Capacity: Technical Cross Country Ski Development-Building human resource capacity 4) Integration: Inclusion for all, regardless of ability, age, gender, ethnicity, etc. 5) Resource Development

GOALS AND STRATEGIES: #1 Pillar: Participation--Community Cross Country Ski Development

• Goal: Position Cross Country Skiing as a preferred physical outdoor activity for Newfoundland and Labrador

Action Steps /date:

• Promote cross country skiing as a healthful sport to increase participation in recreation, sport and physical activity.

• Increase capacity of existing clubs and Jackrabbit programs/ongoing • Promote the sport to Community Recreation Departments, Schools, School

Administrators and School Boards. • Re-establish contact with former Junior Development Team members and encouraging

them to come back to the sport or contribute to the sport in their communities. • Develop a “How to Start a Nordic Ski Club” information package and post it to the

CCNL website. • Continue to promote and develop the series of Club hosted loppets and invitational

citizen races currently held throughout the province. • Assist new club development, especially on Labrador coast/1-2 new clubs per year • Promote Women on Skis and Fast and female • Promote CCC’s Youth Programs: Jackrabbit, Bunnyrabbit, Track Attack, “Racing

Rocks”/on-going • Promote video, ski playground for Youth • Promote Para Nordic activities and involvement • Promote CCC’s Full Service Club Model/on-going • Encourage Clubs hosting events such as the Provincials and Marathon to include

masters categories up to and including Masters 4 for both sexes. Contact Person: Greg Noonan, Membership; Tina Newbury, Jackrabbit Director #2 Pillar: Excellence--Competitive Cross Country Ski Development Goal: Enhance the consistency and comprehensiveness of training, selection and racing to sustain the high level of performance of Newfoundland and Labrador cross country skiers. Action Steps /date:

• Enhance and promote the clarity of the selection criteria and process for CCNL Ski Teams

• Continue to support to the Junior Development Team through coaching, dry-land training camps, early snow camp in Labrador City, travel outside the province for competitions, support to the Host Club in NL Winter Games years.

• Encourage the development of racing programs among youth. • Encourage the development of Regional race programs for youth and adult skiers. • Maintain the current CCNL Ski Team Program and ensure alignment with LTAD and

CCC programs

• Ensure that the CCNL Development Team program supports the development and succession of skiers to the CCNL Ski Team

• Bring the Provincial Team to higher levels of performance, such as top ten and medals at Nationals and to have highly competitive NL juniors, seniors and masters at National Championships

• Broaden the Base by increasing numbers in the skill development programs • Strive to have NL Skiers on Canada’s Development Centre Teams and National Team • Provide coaching support and structure to achieve success for elite skiers • Enhance Provincial Team Training Camps and coaching with CCC visiting

coaches/every year • Recruit Para-Nordic athletes and enhance their support

Contact Person: William Fitzgerald, Jr. Development Director #3 Pillar: Capacity--Technical Leadership Development Goal: Design and implement a coordinated provincial program of leadership recruitment and retention for volunteers, coaches and officials, inclusive of incentives, training and recognition. Action Steps date:

• More coaching Courses: Introduction to Community Coaching, 2+/year; Community Coaching, 2/year; Competition Introduction: Learning to Train, 1/year; Training to Train, 1 every other year

• Campaign for more volunteer involvement • Have new coaches certified at Competition Development Level by 2014 for CWG • Train more coaching course facilitators by 2013 and beyond • More officiating courses, for clubs around the province and for 2014 Nationals in

Corner Brook, 2 Level 1-2 Courses/year • Enable more Level 3 Officials to be certified • Support the NL Winter games and co-ordination Cross country section at games and in

regions Contact Persons: Erik Charron, Coaching Director; Gordon Brewer, Officials Director #4 Pillar: Integration Goal: Provide services for all regardless of ability, age, gender, ethnicity and orientation, Action Steps/Date:

• Have well defined programs for all segments of the NL population • Include Para-Nordic in events and programs such as Jackrabbit and School Ski and

ensure programs are promoted • Encourage club and program development in First Nations communities

• Encourage Active for Life Participation Events, such as Coleman’s NF Marathon, the Provincials, Midget Events, Snowy Owl, BMD Loppet (Distance Challenge) and Great Labrador Loppet, etc

Contact Persons: Margaret Tibbo, Para-Nordic Director; all CCNL Regional V-P’s #5 Pillar: Resource Development Goal: Enhance the development of resources to achieve the goals in Pillars #1-4 Action Steps/date:

• Develop international caliber training and competition facilities for NL skiers • Help clubs develop trails, lodges, grooming, timing and para nordic equipment • Increase use of Zone 4 for membership database and Race Results management; at least

2 more clubs/year on zone 4 for membership • Provide technical support and information • Provide direction to clubs on equipment suitability • Endeavour to set up Groomer training course • Promotion: ensure that CCNL programs and events are promoted in media, newspapers,

radio, TV, websites and other social media. Establish position on CCNL board to be responsible.

• Develop an awareness of fitness and healthy lifestyle benefits of cross country skiing • Management: recruit and involve capable and committed volunteers and professionals

in all aspects of CCNL management and programs • Ensure CCNL’s short and long term financial viability • Provide respected and visionary leadership in attaining CCNL goals. • Develop a standard sponsorship proposal package which individual clubs and the

CCNL Board may use to solicit financial support form private sector corporations and individuals.

• Continue the attendance annually at the AGM of CCC by CCNL President. • Continue efforts to have a NL representative elected to the CCC Board. • Encourage the enhancement of event hosting capacity at affiliate Clubs – specifically

Blow-me-Down in hosting the Canadian Championships in 2014 and the potential for the hosting by an affiliate Club the World Masters Championships on that event’s return to Canada in approximately 10 years from 2012.

• Establish a Cross Country Ski Hall of Fame with on-line presence. Contact Persons: Gerry Rideout, President; Greg Noonan, Membership

23.0 Policies for Coaches and Athletes 23.1 CCC ATHLETES CODE OF CONDUCT Athletes representing the National Ski Team are expected to conduct themselves in a dignified and responsible manner at all times, maintaining respect and consideration towards the public, the coaches and other athletes. Infractions of the CCC Athletes Code of Conduct will result in the imposition of disciplinary sanctions that are reasonable and proportionate to the conduct complained of. Sanctions can include, but are not limited to: loss of eligibility to participate in CCC sanctioned activities on an interim or permanent basis; the withdrawal of funding from Sport Canada; loss of any further financial support for training and competition from CCC; the requirement to pay compensation for any damaged property. Enforcement of the Code of Conduct will be the responsibility of the Team Leader or the NST coach who is directly responsible for that specific team. Prior to the imposition of any discipline sanction, the Team Leader or the NST coach will meet with, hear and consider the Athlete’s version of events. In a case where there is a conflict between an Athlete and CCC regarding the interpretation of this policy and/or the discipline sanction imposed, the Athlete has recourse to the CCC Dispute Resolution and Appeals Policy described in the NST Handbook. The following behavior is unacceptable and will not be tolerated: 1. Breaking curfew regulations as defined by the NST coach directly responsible for

that team. 2. The willful abuse of property owned, rented, borrowed or leased by CCC including

vehicles, motel/hotel rooms and team equipment. 3. Any action or conduct that would, in the discretion of the Team Leader or NST

coach who is directly responsible for the team, unreasonably disrupt or interfere with a competition or training camp, or is detrimental to the reputation or image of the NST or CCC.

4. Smoking, consumption of alcohol by juniors, abuse of alcoholic consumption to a level that would reasonably be expected to impair the Athlete’s ability to speak, walk or drive, or cause the athlete to behave in a disruptive manner, and any involvement with illegal drugs.

5. Any illegal activities, including committing an act that is considered an offense under any duly promulgated law in the jurisdiction in which the act took place. Note: Other conduct on the part of the Athlete not specifically prohibited in this Policy may be in breach of the Athlete’s obligations contained in the CCC Athlete Agreement. Such conduct by the Athlete may result in the commencement of proceedings pursuant to the Dispute Resolution Process described in the Athlete Agreement.

23.2 CCC COACHES CODE OF CONDUCT

Preamble 1. The athlete/coach relationship is a privileged one. Coaches play a critical role in the personal as well as athletic development of their athletes. They must understand and respect the inherent power imbalance that exists in this relationship and must be extremely careful not to abuse it. Coaches must also recognize that they are conduits through which the values and goals of a sport organization are channelled. Thus, how athletes regard their sport is often dependent on the behaviour of the coach. The following Code of Conduct has been developed to aid coaches in achieving a level of behaviour that will allow them to assist their athletes in becoming well-rounded, self-confident and productive human beings. Coaches’ Responsibilities 2. Coaches have a responsibility to:

a. treat everyone fairly within the context of their activity, regardless of gender, place of origin, colour, sexual orientation, religion, political belief or economic status;

b. direct comments or criticism at the performance rather than the athlete: c. consistently display high personal standards and project a favourable image of

their sport and of coaching. For example, coaches should:

1) refrain from public criticism of fellow coaches, especially when speaking to the media or recruiting athletes,

2) abstain from the use of tobacco products while in the presence of their

athletes and discourage their use by athletes,

3) abstain from drinking alcoholic beverages when working with athletes,

4) refrain from encouraging the use of alcohol in conjunction with athletic events or victory celebrations at the playing site, and

5) refrain from the use of profane, insulting, harassing or otherwise offensive

language in the conduct of their duties;

d. ensure that the activity being undertaken is suitable for the age, experience, ability and fitness level of the athletes and educate athletes as to their responsibilities in contributing to a safe environment;

e. communicate and cooperate with registered medical practitioners in the diagnosis, treatment and management of their athletes' medical and psychological problems. Consider the athletes' future health and well being as foremost when making decisions regarding an injured athlete's ability to continue playing or training;

f. recognize and accept when to refer athletes to other coaches or sport specialists.

Allow athletes' goals to take precedence over their own; g. regularly seek ways of increasing professional development and self-awareness; h. treat opponents and officials with due respect, both in victory and defeat and

encourage athletes to act accordingly. Actively encourage athletes to uphold the rules of their sport and the spirit of such rules;

i. in the case of minors, communicate and cooperate with the athletes’ parents or

legal guardians, involving them in management decisions pertaining to their children’s development; and

j. in an educational institution, be aware of the academic pressures placed on

student-athletes and conduct practices and games in a manner so as to allow academic success.

Coaching Imperatives 3. Coaches must:

a. ensure the safety of the athletes with whom they work; b. at no time become intimately and/or sexually involved with their athletes. This

includes requests for sexual favours or threat of reprisal for the rejection of such requests;

c. respect their athletes’ dignity. Verbal or physical behaviours that constitute

harassment or abuse are unacceptable (the CCC definition of harassment and the associated policy for harassment prevention and for investigation of alleged incidents can be found at document 1.8);

d. never advocate or condone the use of drugs or other banned performance

enhancing substances; and e. never provide under-age athletes with alcohol.

Coaches’ Attestation 4. This CCC Coaches Code of Conduct has been developed to be consistent with the Coaches Code of Ethics (Principles and Ethical Standards) promulgated by the Coaching Association of Canada. Divisions and Clubs of CCC are encouraged to require their coaches and ski leaders to sign the attestation below, as confirmation that they understand and will comply with the undertakings herein:

I have read and understand the above statements and agree to conduct myself in a manner that demonstrates the standards established in this CCC Coaches Code of Conduct and the Coaching Code of Ethics (Principles and Ethical Standards) available from the Coaching Association of Canada.

DATE: ________________________________

NAME: _______________________________

WITNESS: ____________________________

5. All coaches, managers, chaperones and any adult responsible in any way for athletes under the age of 19 or otherwise a vulnerable person, are required to provide a clear criminal record and vulnerable persons check (certificate of conduct) prior to attending any trip, camp or activity with the Provincial Nordic ski team.

23.3 Harassment Policy CCNL Document 1.8 Approved (Mar 04)

CCC HARASSMENT POLICY Preamble 1. Cross Country Canada (CCC) is committed to providing opportunities for every individual involved in the sport of cross-country skiing to enjoy the benefits of this involvement – be they related to recreation, social interaction, physical fitness, competition, volunteerism or employment. Harassment, in its various forms, can interfere with the achievement of this objective. 2. Harassment is a type of discrimination. It is prohibited by the Canadian Charter of Rights and Freedoms and by human rights legislation in every province and territory of Canada. In its most extreme forms, harassment can be an offence under Canada’s Criminal Code. Aim 3. The aim of this document is to state the CCC policy on harassment and describe how it will be implemented at the national level. Definitions 4. Harassment. Harassment takes many forms, but can generally be defined as behaviour – including comments and/or actions – which is insulting, intimidating, humiliating, hurtful, malicious, degrading or otherwise offensive to an individual or to groups of individuals, or which creates an uncomfortable or hostile environment. Harassment pertains in particular to behaviour that discriminates on the grounds of race, ancestry, place or ethnicity of origin, colour, citizenship, creed (religion), gender, sexual orientation, disability, age, marital/family status or record of offence. The existence of harassment is determined by the reasonable perception or reaction of the person or persons who feel harassed, rather than on the intent of the perpetrator. Harassment may include, but is not limited to:

a. written or verbal abuse or threats; b. racial or ethnic slurs; c. unwelcome remarks, jokes, innuendoes or taunting about a person’s body, attire, age,

marital status, ethnic or racial origin, religion, gender or sexual orientation; d. displaying of sexually explicit, racist or other derogatory material which is offensive or

which one ought to know is offensive; e. unwelcome flirtations, advances, sexual comments or invitations, whether indirect or

explicit; f. unwanted physical contact such as touching, kissing, patting or pinching; g. leering (offensive staring), or other obscene or suggestive gestures; and

h. practical jokes which cause awkwardness or embarrassment, endanger a person’s safety or negatively affect performance.

Note: It is recognized that there may be a certain amount of physical contact inherent in coaching athletes. Such contact may be related to teaching a new skill, spotting or other safety issues. This type of physical contact is not considered to be harassment, providing that it is welcomed by the athlete. If the athlete indicates that the touching is unwelcome, it must stop. Otherwise it will be considered harassment. 5. Reprisal/Retaliation. Reprisal/retaliation is defined as action or behaviour directed towards an individual who has complained of being harassed, who has reported witnessing harassment or who has otherwise been involved in a harassment complaint or investigation. Reprisal/retaliation is generally initiated with the intent to intimidate, threaten, humiliate exact revenge or adversely affect the performance or working conditions of an individual. Reprisal/retaliation may include, but is not limited to, situations in which an individual involved in harassment proceeding is:

a. improperly denied or threatened with the withholding of promotion, advancement, training or other related opportunities or benefits (e.g. team selection); or

b. improperly disciplined or threatened with disciplinary action, or dismissed or threatened

with dismissal. General Policy Regarding Harassment 6. CCC will not tolerate or condone any form of harassment, including reprisal/retaliation. 7. CCC is committed to encouraging a supportive sport environment and respectful work place free of all forms of harassment. Proactive measures will be taken to prevent or discourage harassment within the Association and more broadly within cross-country skiing, to include:

a. communicating, publicizing and emphasizing the principles contained in this policy; b. incorporating harassment awareness into the orientation (or, in the case of coaches,

training) provided to all persons occupying positions of authority within the Association; and

c. developing and implementing a formal harassment complaint and investigation

procedure for application at the National level of CCC.

8. Individual members of CCC who perceive that they have been harassed will be provided with assistance and have the right to seek redress within the Association without fear of reprisal/retaliation. Members who perceive that they have been harassed retain the right to seek assistance externally, including recourse to provincial or territorial human rights commissions, even when action has been initiated within the Association.

9. Complaints will be addressed in a sensitive, responsible and timely fashion, with due regard to confidentiality. Policy Jurisdiction and Application 10. Harassment complaints shall be dealt with at the level of the Association where the harassment occurs (i.e. national, division or club). 11. This CCC policy is to be given effect at the national level through the implementation of the procedures and process contained in Annex A to this document. 12. Member divisions of CCC (i.e. provincial and territorial sport organizations) are required to further the implementation of this policy by establishing at the division level policies that are substantially similar to and consistent with this policy and by mandating similar action on the part of their member clubs. Annex A To CCC Harassment Policy

HARASSMENT PROCEDURES AND PROCESS NATIONAL LEVEL

Policy Application 1. The procedures and process contained in this Annex apply at the national level of CCC, and extend only to:

a. the President and directors of the CCC Board; b. the chairpersons and members of CCC operational committees; c. the Executive Director and members of the CCC staff, both salaried and volunteer; d. athletes, coaches and technical support staff who are part of the National Ski Team

program, to include those on temporary status for camps and trips; e. athletes, coaches, board members and administrators who are part of a CCC sanctioned

training centre (i.e. National Team Development Centre or National Athlete Development Centre); and

f. any other individuals who expressly represent CCC or are employed by CCC for specific

functions on a temporary basis (e.g. Technical Delegates, while so employed for a tasked event).

2. All of the individuals identified in paragraph 1 above, and only such individuals, are defined as “members” for the purposes of this Annex. 3. This Annex only applies to allegations of harassment when:

a. both the complainant and the respondent are members; or b. the respondent is a member and the complaint is lodged by an individual who is an

individual member of CCC who does not fall within the description in paragraph 1 above.

Confidentiality 4. CCC recognizes that it can be extremely difficult to come forward with a complaint of harassment, and that it can be devastating to be wrongly accused of harassment. Therefore, in the interests of both the complainant and respondent, harassment complaint proceedings conducted by CCC will be treated as confidential to the greatest extent possible, consistent with each party’s right to a procedurally fair process. 5. Despite the importance of a high degree of confidentiality in the conduct of the proceedings, due process requires an element of transparency. Accordingly, the final decision of the Hearing Panel which has been convened to deal with a formal complaint of harassment must be made public. Therefore, CCC cannot commit to protecting the identity of complainants once a formal complaint is received. Harassment Officers 6. CCC shall appoint at least two persons, one of each gender, who are members of CCC or employees of the Association, to serve as harassment officers under this policy. 7. The role of a harassment officer is to serve in a neutral capacity and bring an informed perspective to bear on the early phases of the harassment complaint procedure. Harassment officers shall provide advice, receive complaints, assist in the informal resolution of complaints and conduct the initial assessment of formal written complaints. Only one harassment officer will be involved in each case. The complainant may contact the harassment officer of their choice. 8. Harassment officers are directly responsible to the Executive Director. CCC shall ensure that harassment officers have access to appropriate training and the necessary support for carrying out their responsibilities under this policy. Reporting Harassment 9. Members who believe they are being harassed should seek the advice of a CCC harassment officer or another trusted person in a position of authority. Alternatively, there are four possible courses of action:

a. they may confront their alleged harasser and inform him/her that the behavior in question is offensive and contrary to the CCC policy; if this option is exercised and the behaviour ceases, they may elect to take no further action;

b. in addition to confronting the person whose behaviour is offensive, they may

immediately report the behaviour in accordance with the complaint procedure described in paragraph 12;

c. if after confronting the person whose behaviour is offensive and the behaviour continues, they may then report the situation in accordance with the complaint procedure described in paragraph 12; or

d. if they are uncomfortable with confronting the person whose behaviour is offensive, they

may report the behaviour directly, in accordance with the complaint procedure described in paragraph 12.

10. CCC officials (Board/committee members, Executive Director, staff, coach or event officials) who witness behaviour that may constitute harassment or who otherwise become aware that harassment may be taking place are required to report it in accordance with the prescribed complaint procedure. 11. Members who witness behaviour that may constitute harassment affecting another CCC member, or who otherwise become aware that harassment caused by a member may be taking place, are encouraged to report the behaviour in accordance with the prescribed complaint procedure. Submitting a Complaint 12. Harassment complaints should be made to a CCC harassment officer or to any person in a position of authority at the national level (i.e. Board/committee member, Executive Director, staff, coach or event official). 13. Ultimately, the harassment investigation and review process requires that complaints be filed with a CCC harassment officer. Therefore, other CCC officials who receive a complaint are to forward it immediately to a harassment officer. 14. When a harassment officer receives a complaint through a third party, he/she will immediately contact the alleged victim and initiate the complaint evaluation procedure. Complaint Evaluation Procedure 15. A CCC harassment officer who receives a complaint will inform the complainant of:

a. the option of pursuing an informal resolution; b. the right to lay a formal written complaint under this policy when informal resolution is

inappropriate or when an attempt at informal resolution is unsuccessful; c. the confidentiality provisions and limitations of this policy;

d. the right to be represented/advised by a person of choice (including legal counsel) at any

stage in the complaint process (at the complainant’s expense); e. the right to withdraw from any further action in connection with the complaint at any

stage (even though CCC might continue to investigate the complaint); f. the potential consequences of allegations of harassment that are fabricated, frivolous or

vexatious; and

g. any other avenues of recourse, including the right to file a complaint with a human rights commission or, where appropriate, to contact the police to have them lay a formal charge under the Criminal Code.

16. There are three possible outcomes to the initial meeting between the complainant and the harassment officer:

a. The complainant and harassment officer agree that the behaviour in question does not constitute harassment. If this occurs, the harassment officer will take no further action and will make no written record.

b. The complainant brings evidence indicating that harassment may have occurred and

chooses to pursue an informal resolution of the complaint:

1) The harassment officer will assist the two parties to negotiate a solution acceptable to the complainant. If desired by the parties, and if appropriate, the harassment officer may also seek the assistance of a neutral mediator.

2) If negotiation yields a result that is acceptable to both parties, the harassment officer

will make a written record that the complaint was made and subsequently resolved to the satisfaction of both parties. This record will briefly outline the details of the complaint and the resolution. It will be signed by both parties and kept on file in the CCC National office for a period of time as determined by the harassment officer. No further action will be taken.

3) If negotiation fails to satisfy the complainant, the complainant may then proceed to

lay a formal written complaint.

c. The complainant brings evidence indicating that harassment may have occurred and decides to lay a formal written complaint:

1) The harassment officer will assist the complainant to draft a formal written

complaint. The complaint will set out the details of the incident(s) and the names of any witnesses, and will be signed by the complainant and dated. A copy of the signed complaint will be delivered to the respondent without delay.

2) The respondent will be given the opportunity to provide a written response to the complaint. The harassment officer may assist the respondent in preparing this response. The respondent is not obliged to respond in writing; if preferred, he/she may provide a verbal response to the harassment officer.

3) The harassment officer will also advise the respondent about the provisions of the

Harassment Policy and of the respondent’s right to be represented by a person of his/her choice (at the respondent’s expense).

17. As soon as possible after receiving the written complaint, but no more than twenty-one (21) days from that date, the harassment officer shall submit a written Harassment Report to the CCC President, with a copy to the Executive Director. The Report shall contain the formal written complaint and either the respondent’s written response or the substance of his/her verbal response, together with a recommendation that either:

a. no further action should be taken because the complaint cannot be substantiated or the conduct cannot be reasonably said to fall within the definition of harassment contained in this policy; or

b. the complaint appears to have substance and should be investigated further.

18. A copy of the Harassment Report shall also be provided to both the complainant and respondent without delay. Review of Harassment Report by President 19. The President shall review the Harassment Report to confirm that procedures have been applied correctly in accordance with this policy. If the President finds that there have been procedural errors, he/she will return the file to the harassment officer with instructions for their correction. 20. If the President is satisfied that due process has been followed, he/she will consider the substance of the Report and, at his/her sole discretion, determine whether further action is to be taken:

a. If the President determines that further action is required, he/she will invoke the CCC Dispute Resolution Process (Annex A to CCC Document 1.7 – CCC Dispute Resolution and Appeal Policy), amended as required to incorporate the additional specific provisions of this Annex, as the means for bringing resolution to the complaint.

b. If the President determines that no further action is required, he/she will sign the

Harassment Report, noting that he/she has reviewed it, and will then forward it to the National Office for filing in the CCC harassment file.

21. The President shall complete the review within five (5) days of the receipt of the Report. Investigation 22. The next step, in accordance with the Dispute Resolution Process, is for the President to determine whether further investigation is warranted prior to convening a Hearing Panel. Depending upon the nature of the complaint and the information provided in the Harassment Report, the President may in the exercise of his/her sole discretion appoint an independent individual to conduct an investigation in order to confirm the background and context of the complaint and to ascertain the relevant facts. If an investigation is ordered, the investigator shall carry out the task in a timely manner and at the conclusion shall submit a written report to the President. Conduct of Hearing 23. Upon receipt of the investigator’s report, the President shall within 14 days establish and provide instruction, including the Harassment Report and the investigator’s report, to a Hearing Panel. The Hearing Panel shall be established and will proceed in accordance with the CCC Dispute Resolution Process. The Decision 24. Within 14 days of concluding the hearing, the Panel shall present its written decision, with copies provided without delay to the President, the Executive Director, the complainant, the respondent and the harassment officer to whom the complaint was originally submitted. The decision shall contain:

a. a summary of the relevant facts; b. a determination as to whether the behaviour in question constitutes harassment as

defined in this policy; c. if the complaint is found to be valid:

1) a determination of disciplinary action, if any, to be taken against the respondent; and 2) if appropriate, measures to remedy or mitigate any harm or loss suffered by the

complainant; and

d. if appropriate, a recommendation for any action which might prevent similar situations in the future.

25. If the Panel determines that the allegations of harassment are fabricated, frivolous or vexatious, it may determine that disciplinary action shall be taken against the complainant. It is

emphasized that a finding that the behaviour in question does not constitute harassment is not sufficient grounds of itself for such action against the complainant. 26. In the event that the Panel finds that harassment has occurred, the Panel shall, when making determinations for disciplinary action and/or corrective measures, consider factors such as:

a. the nature of the harassment;

b. whether the harassment involved any physical contact; c. whether the harassment was an isolated incident or part of an ongoing pattern; d. the nature of the relationship between the complainant and respondent; e. the age of the complainant; f. whether the harasser has been involved in previous harassment incidents; g. whether the harasser admitted responsibility and expressed a willingness to change; and h. whether the harasser retaliated against the complaint.

27. In the event that the Panel finds that harassment has occurred, when determining disciplinary sanctions the Panel may consider the following options, singly or in combination, depending on the severity of the harassment:

a. a verbal apology; b. a written apology; c. a letter of reprimand from CCC; d. a fine or levy; e. referral to counseling; f. removal of certain privileges of employment; g. demotion or reduction in pay; h. temporary suspension from employment, with or without pay; i. termination of employment or contract;

j. suspension of accreditation (e.g. officials, technical delegates) for a specified period of time; and

k. suspension from competition for a specified period of time. 28. In the event that the Panel finds that harassment has not occurred, that the complaint of harassment was fabricated, frivolous or vexatious, and that disciplinary action should be taken against the complainant, the Panel may consider any of the sanctions listed in section 27 above, or such other measures as the Panel may deem appropriate to the circumstances. 29. As a general rule, the decision of the Panel shall become a matter of public record, but all other information pertaining to the complaint and investigation shall remain confidential. 30. Where the Panel concludes that harassment has not occurred, a copy of the Panel’s decision shall be filed in the National Office in the harassment file. Where the Panel finds that the allegations of harassment were fabricated, frivolous or vexatious, a copy of the Panel’s decision together with the investigator’s report and any documentary evidence shall be filed in the personnel file of the complainant only, with all references to the identity of the respondent deleted if he/she so requests. 31. Where the Panel finds that harassment has occurred, a copy of the Panel’s decision, together with the investigator’s report and any documentary evidence, shall be filed in the National Office in the harassment file. The Panel’s decision shall also be filed on the personnel file of both the complainant and respondent. Unless the findings of the Panel are overturned upon appeal, the decision and supporting material shall be retained on file for a period of ten years. This period could be extended if new and related developments indicate such action is warranted. Appeal Procedure 32. Both the complainant and the respondent have the right to appeal the finding of the Hearing Panel. The appeal options are explained in paragraph 18 of the CCC Dispute Resolution Process.

23.4 Driving Policy

2.7.8 CCC Driving Policy

Document 2.7.8 Approved (June 2004)

DRIVING POLICY Preamble 1. As an integral part of the sport of cross-country skiing, athletes and/or their equipment must be transported in motor vehicles to various venues for training, competition and other purposes. 2. From time to time, Cross Country Canada (CCC) purchases, leases, rents or acquires through sponsorship initiatives motor vehicles for its staff, coaches, volunteers or other individuals for the purposes of conducting CCC-related business. 3. Motor vehicle operation and transportation of passengers have inherent safety and legal risks, including the risk of a motor vehicle accident that may cause injury, damage or loss to an individual or to property. 4. CCC has a responsibility to exercise leadership in this area, with a view to managing the risk to motor vehicle drivers and/or passengers. Aim 5. The aim of this policy is to establish guidelines for procedures to be followed to ensure that motor vehicle operation and transportation of athletes are as safe as possible. Authority 6. This document is an operational policy that is promulgated under the authority of the Executive Director. Definition 7. For the purposes of this policy, motor vehicle transportation includes all types of

motorized vehicles, including but not limited to, automobiles, vans, trucks, buses, shuttles, skidoos, scooters or all-terrain vehicles. 8. A CCC-designated motor vehicle is a motor vehicle that Cross Country Canada purchases, leases, rents or acquires through sponsorship initiatives for its coaches, staff, volunteers or other designated individuals for the purposes of conducting CCC-related business. Application of Policy 9. The guidelines set out in this policy apply to the use of any CCC-designated motor vehicle in any jurisdiction. 10. In order to ensure the application of this policy at the National level, coaches, other National Ski Team personnel (including athletes, when authorized), CCC staff and CCC volunteers are required to comply with the policy at all times. Overall, NST coaches and CCC staff are expected to set a positive example for others. 11. CCC lacks the ability to enforce the measures described in this policy more widely. CCC does not have the authority to mandate compliance with the measures described in this policy by individuals, including CCC employees, coaches, athletes, volunteers or other CCC members, who use their own motor vehicle for CCC, Division or Club activities. In addition, compliance with this policy cannot be mandated for vehicles owned, rented or leased by CCC Divisions or Clubs for official business. Nevertheless, compliance is encouraged, in the interest of safety and accountability, and Divisions and Clubs are encouraged to adopt policies that are similar in content to this document. Policy 12. Any person driving a motor vehicle must have a valid provincial or international operator’s license in the appropriate class for that motor vehicle. 13. Certain motor vehicles used by CCC coaches, staff, volunteers or other individuals may be owned and insured by either CCC or other third parties. Such third parties or CCC may have restrictions or other requirements on who may operate those motor vehicles, as well as guidelines for the safe use and operation of those motor vehicles. In all circumstances, the CCC or third party restrictions, requirements or other guidelines must be adhered to by all CCC coaches, staff, volunteers or other individuals. 14. The maximum number of passengers permitted in a motor vehicle is determined by the number of seat belts. The driver and all passengers in the motor vehicle are required to wear seat belts at all times. (Note. Use of 16 passenger vans is not permitted.)

15. All “rules of the road” and motor vehicle rules and regulations as applicable must be adhered to at all times, including, but not limited to:

a. driving at or below the posted speed limit; and b. following posted parking notices.

16. Any ticket issued for a motor vehicle infraction, such as exceeding the posted speed limit or failure to obey other motor vehicle rules and regulations as applicable, or for a parking infraction, is the sole and personal responsibility of the driver of the motor vehicle. 17. Under no circumstances is a motor vehicle to be operated by a person who has consumed any alcohol or other substance that would otherwise impair his/her alertness or judgment. 18. A person driving a motor vehicle will not use a cellular phone while the motor vehicle is in motion. 19. No motor vehicle will be used to follow behind athletes who are roller-skiing, biking, running or participating in any other activity on a highway or other roadway. 20. Athletes will be authorized to drive motor vehicles only when there is no CCC coach or staff member available to drive. In this circumstance, the following conditions must be met:

a. No CCC coach or staff member is available to drive; b. The athlete must have the express consent of a CCC coach or staff person to

drive the motor vehicle;

c. The athlete must be authorized to drive the motor vehicle pursuant to any restrictions, requirements or other guidelines established by the owner/insured of the motor vehicle and pursuant to paragraph 13 herein;

d. The athlete must have a minimum age of 21; and

e. The athlete must be aware of, understand, agree to and otherwise observe

the guidelines set out in this policy.

23.5 Provincial Coach Application – Sample

23.6 Dispute Resolution Process

24.0 School Sports Newfoundland & Labrador

For information and guidelines on all school sports, link to www.schoolsportsnl.ca and click on “SSNL Handbook”

24.1 Cross Country Skiing rules CROSS COUNTRY SKIING EVENTS Provincial Champions will be declared in: a) Senior Girls b) Senior Boys c) Junior Girls d) Junior Boys e) Special Olympics (individual events only) DISTANCES 1) Individual a) Senior Girls 5km b) Senior Boys 7.5km c) Junior Girls 2.5km d) Junior Boys 5km 2) Relay a) Senior Girls 1km b) Senior Boys 1km c) Junior Girls .5km The racing techniques will alternate from year to year. In odd years, the classic style will be used for individual races and the freestyle for relay races. In even years, the freestyle will be used for individual races and the classic style will be used for relay races. The start for individual races will be individual racers at 30 second intervals for a staggered start. Start for relay races will be a mass start, with a tagging zone for successive skiers no less than 30 feet. Teams need not be named prior to the competition. The top 3 finishers from each school will automatically be included as the school team.

RANKINGS Scoring shall be 1st place - 1point, 2nd place 2 point etc. All competitors who finish the race shall be ranked and tallied in accordance with the above method. The initial ranking will determine individual results. A second ranking will then be done, eliminating all individual competitors who are not members of a school team. The second ranking will l determine team results. Individual competitors compete only for individual awards and they must be numbered so that they are identifiable as individual skiers (different colored numbers or coding system) The team score shall be determined by totalling the points scored by the 1st three finishers of each team. Ties will be broken by the 3rd finisher on tied teams. LENGTH OF TOURNAMENT It is suggested that the races take place over two days, with individual races on the 1st day and relay races on the 2nd day. The alternative would be to have individual races in the morning, and relay races in the afternoon. Although the Individual races will decide the team banner, it is very important that the relay races be held. MAXIMUM PARTICIPATION The Cross Country Skiing Provincial will be an OPEN event to allow for maximum participation. During relay races, to maximize participation have the following: - mixed teams - teams comprised of teams from different schools and regions - teams comprised of different age groups SAFETY GUIDELINES 1) Ski patrol on trail at all times. A skier if injured will become susceptible to hypothermia very quickly. 2) Markers (human if possible) at any points on the trail where the skier may take a wrong turn. 3) Sweep trail at the end of each race before the next race begins. 4) For freestyle race - set classic track to one side of the main track to allow for skiers who cannot skate. 5) Trail should be conducive for novice skiers, but yet challenging for advanced skiers. AWARDS For each division the following awards are provided: 1) Gold and silver team medals 2) Gold, Silver and Bronze Individual Medals 3) Gold Relay Medals

4) Sportsmanship Awards available upon request 5) Provincial Championship Banners REGISTRATION FEES A maximum of $2 per person Participation fee of $3 for provincial and $2 per athlete for qualification tournament 24.2 Cross Country skiing entry form

25.0 Guidelines for Labrador Sport Travel To: Provincial Sport Organizations Fm: Recreation and Sport Division Dept. Tourism, Culture and Recreation Re: Labrador Sport Travel Subsidy Program Date: July 6, 2011 Dear Association Presidents: As you are probably aware from our 2011 budget, the Government of Newfoundland and Labrador has increased funding to support athletes and teams traveling from Labrador to the Island for provincial sport competition, try-outs and camps. The additional $200,000 will further support Labrador teams and elite athletes that have been selected for provincial team try-outs and training camps. In that regard, effective immediately, any Labrador athlete that requests travel support within the Labrador Sport Travel Subsidy Program will require a letter of invite to attend a sport try-out from their Provincial Sport Organization. This will ensure that all athletes requesting support have been officially identified by their PSO as a prospect for their respective provincial team. If you require any clarification please do not hesitate to contact our Recreation and Sport Consultant in Labrador, Trevor Paine at 896-7251.

25.1 GUIDELINES FOR THE LABRADOR SPORT TRAVEL SUBSIDY PROGRAM (As of July 1, 2011) INTRODUCTION

The Department of Tourism, Culture and Recreation recognizes that the cost of air and ground transportation between Labrador and the island portion of the province continues to be prohibitive to Labrador athletes and teams. The Labrador Sport Travel Subsidy Program, introduced in 1968, has helped reduce the disparity in travel costs for the Labrador region’s sport athletes and teams. Sport is a very important aspect of our society and young residents of Newfoundland and Labrador should receive the opportunity to participate and compete equally without the impediment of high travel costs. The Labrador Sport Travel Subsidy Program is designed to allow minor sport organizations and athletes from Labrador to travel to the island portion of the province. A travel subsidy is provided for sport travel to provincial competitions, provincial training camps and Canada Games team selections, training and competitions. The program also subsidizes the cost of hosting provincial minor championships in Labrador and provides support for coach and official development. Department officials will make every effort to ensure a fair and equitable distribution of funds, taking into consideration the many factors involved, such as summer and winter sports, male and female, etc. PROCEDURES FOR TRAVEL SUBSIDY APPLICANTS

1. All applications must be made on the prescribed form which is available through your local Recreation Department or from the Regional Offices in Happy Valley-Goose Bay and Labrador West.

2. Once an application has been received and approved, notification will be forwarded to the applicant indicating the number of fares to be subsidized.

3. The team or athlete who has had an application approved is responsible for all travel arrangements and initial purchase of airline tickets.

4. Upon receipt of approval for Government funding, the request for subsidy payment may be submitted prior to travel provided the Travel Agency has been paid by the group for their portion of the travel costs. The invoice, including original ticket stubs must be submitted to the Regional Office in Labrador West no later than 30 days after the travel date. Cheques will be made payable to the Travel Agency. If the individual or team paid for the tickets in full, the cheque will be made payable to the team upon receipt of the original ticket stubs no later than 30 days after travel date.

5. In cases where a grant has been approved for hosting a provincial sport championship in Labrador, the

hosting association is responsible for advising the Recreation and Sport Division of contacts for each sport team / individual traveling to Labrador. This person will be advised of what financial assistance will be forthcoming and the procedures to receive payment. These procedures will be similar to the normal method of reimbursement in that the cheque will be processed upon receipt of the original ticket stubs no later than 30 days after the team or individual travel date.

6. Only teams and athletes who are competing in provincial competitions for 18 years or younger, as of the travel date, may apply.

7. Invitational tournaments and any school competition are not eligible for subsidies.

SPORT PROGRAM POLICY Those teams or individuals who win the right to represent Labrador in a Provincial Sport Championship.

A. Travel to Provincial Competition Team travel will be defined by having more than two athletes traveling to a maximum dollar value depending on your point of departure. The program recognizes that it costs more if teams are departing from various regions in Labrador. Teams will be funded to 75% of travel costs to a maximum of the following amounts: Maximum air travel subsidy: Labrador West Labrador West - $6,000 Central Labrador Central Labrador and Churchill Falls - $5,500 Churchill Falls North Coast of Labrador - $6,000 With the official opening of the new road network on the South coast of Labrador allowing participants to choose the most economical option, a gas subsidy up to a maximum of $2,000 will be considered for teams traveling to provincial competition, pending gas receipts. (The program DOES NOT subsidize accommodations and meals).

B. Individual Travel Athletes who meet the guidelines will receive 75% of the cost of their ticket to participate on a Provincial Sport team. Athletes who have been identified by their Provincial Sport Organization (via their technical staff) for participation in our Provincial Team or Canada Games Team program may attend provincial team try-outs at 75% of the cost of their ticket. If they are successful in making their respective provincial team, they may apply for FOUR additional trips up to a maximum of 75% of the cost of their ticket, for a total of FIVE. Where an athlete has been identified in more than one sport, he/she can avail of a further two trips for the second sport per fiscal year. The athlete is required to have an invitation to attend a provincial try-out/camp and forward same with Labrador Travel Subsidy application for approval.

C. Provincial Hosting The division will provide a minor sport organization within Labrador a grant to host a Provincial Sport Championship. There will be three Sport Hosting Grants available per fiscal year. No Provincial Sport Organization will be eligible for more than one grant in a fiscal year. These three grants will be to a maximum of $7,500, however, the subsidy will not exceed 75% of an individual ticket.

It is suggested that the application be made at least six months in advance of the proposed dates of the tournament. These are normally issued on a first-come, first-served basis. Coach and Official Development Subsidies up to 75% of the cost of airfare will be awarded to any coach or official looking to advance their qualifications that will in turn serve the athletes of the region. $10,000 will be allocated to the Coach / Official grant program. Coaches may apply for assistance on the Labrador Sport Travel Subsidy form. The Labrador Sport Travel Subsidy will support the following sports: Alpine Skiing Shooting Badminton Soccer Ball Hockey Softball Basketball Speed Skating Bowling Swimming Broomball Synchro Cross Country Skiing Table Tennis Curling Track and Field Diving Triathlon Figure Skating Volleyball Golf Weightlifting Gymnastics Wrestling Hockey Judo Power Lifting For further details please contact: Department of Tourism, Culture and Recreation Recreation and Sport Division P.O. Box 3014, Station B, Happy Valley-Goose Bay Labrador, NL. AOP 1EO Trevor Paine Recreation and Sport Consultant Tel #: 709-896-7251 Fax #: 709-896-0291 tpaine@gov.nl.ca email Bev Elliott Tel: 709-944-6251 BeverlyElliott@gov.nl.ca email

25.3 LABRADOR SPORT TRAVEL SUBSIDY PROGRAM APPLICATION (As of July 1, 2011) Name of Organization / Applicant: ________________________________________ Contact Person: __________________________ Position: ____________________ Address: ____________________________________________________________ Phone #: (B) ________________ (H) _______________ (C) ________________ Email: ______________________________________________________________ Indicate reason for travel: • Travel to attend Sport try-out (Attach letter of invitation) • Travel to Provincial Team / Canada Games Training / Camps

• Indicate number of trips athlete has completed to date in this fiscal year • Travel to Provincial Tournament • Hosting a Provincial Tournament � Travel to attend Coaching / Official Clinic Name of Event: ______________________________ Location: _________________ Dates of event: ______________________________ Departure Date: __________________ Return Date: ___________________ Method Of Travel: ______________________________________________________ Name of Person (s) Traveling: ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ Subsidy Made Payable to: _______________________________________________ Application approved by: ________________________________________________

Trevor Paine or Bev Elliott Dept. Tourism, Culture and Recreation Department of Tourism, Culture and Recreation Recreation and Sport Division P.O. Box 3014, Station B, HV/GB, Labrador. NL. AOP 1EO Trevor Paine Tel #: 709-896-7251 Fax #: 709-896-0291 Bev Elliott Tel #: 709-944-6251 Fax #: 709-944-6377

26 .0

Team NL

Canada Games

Policies & Procedures

Manual

TABLE OF CONTENTS

1.0 Use of This Manual 2.0 The Canada Games

2.1 Values 2.2 Principles 2.3 Provincial Involvement

3.0 Team Preparation: High Performance Services and Expectations 3.1 Canada Games HP Program Goal 3.2 High Performance Program at the NL Sports Centre 3.3 HP Services 3.4 Expectations

4.0 Roles and Responsibilities 4.1 The Canada Games Council 4.2 The Government of Newfoundland and Labrador 4.3 Provincial Sport Organizations 4.4 The Role of the Head Coach 4.5 Assistant Coaches 4.6 Team Managers 4.7 Special Chaperones for Athletes with a Disability 4.8 Athletes 4.9 Parents/Guardians of Athletes 4.10 Chef de Mission 4.11 Assistant Chef de Mission 4.12 Games Coordinator 4.13 Mission Staff

5.0 Eligibility for the Canada Games 5.1 Canada Games Council 5.2 National Sport Organizations 5.3 Newfoundland and Labrador 5.4 Other Eligibility Issues

6.0 Selection Processes 6.1 Chef de Mission 6.2 Assistant Chef de Mission 6.3 Mission Staff 6.4 Head Coaches 6.5 Assistant Coaches 6.6 Team Managers 6.7 Chaperones 6.8 Athletes 6.9 Establishment of Selection Criteria 6.10 Selection Criteria Guidelines 6.11 Minimum Criteria 6.12 The Selection Process

6.13 Injuries to Athletes 6.14 Resignation from a Sport Team 6.15 Dismissals from a Sport Team 6.16 Suspension from a Sport Team 6.17 Substitutions to a Sport Team

7.0 Appeals - PSO Process 7.1 PSO Appeals Committee (1st Level of Appeal) 7.2 Sport NL Appeals Committee (2nd Level of Appeal)

8.0 Uniforms and Dress Code 8.1 Team Newfoundland and Labrador Official Uniform 8.2 Team Newfoundland and Labrador Dress Code 8.3 Team Newfoundland and Labrador Clothing Agreement 8.4 Trading of Official Uniforms 8.5 Competitive Uniforms 8.6 Canada Games Commercialization / Sponsorship Policy 8.7 Use of the Team Newfoundland and Labrador Logo

9.0 Team NL Code of Conduct 9.1 Respect for Others 9.2 Fair Play in Sport 9.3 Drug Free Sport 9.4 Alcohol and Tobacco 9.5 Ceremonial / Official Functions and Dress Code 9.6 Residence 9.7 Curfew

10.0 Coaches and PSO’s Disciplinary Procedures 10.1 Disciplinary Roles at the Games 10.2 Infractions and Sanctions 10.3 Disciplinary Procedures 10.4 The Discipline Appeal Process

11.0 Appendices

1.0 Use of This Manual The Team Newfoundland and Labrador Canada Games Policies and Procedures Manual is designed for use by coaches, managers, provincial sport organizations, and mission staff. It should be thoroughly read and understood, and all should do their part to communicate its contents to potential and chosen Canada Games athletes, parents/guardians, and other stakeholders. The Head Coach for each Team NL Canada Games sport will receive a hard copy of this manual. An electronic copy will be posted to the website teamnl.ca/documents .

2.0 The Canada Games The first Canada Games took place in Quebec City in 1967. Since then, the Games have been held on biennial basis, alternating between winter and summer, and rotating among all provinces and territories. Funded through federal, provincial/territorial and municipal governments and the fundraising efforts of local host societies, active roles are played by the national and provincial sport organizations, all levels of government and thousands of volunteers. The Canada Games celebrate youth and sport as the highest profile national multi-sport competition for Canadian youth from every province and territory. Governed by the Canada Games Council, the Games strengthen sport development in Canada; promote the benefits of sport; build partnerships; and provide the opportunity for Canadians to learn more about themselves, each other, and Canadian culture and values. For prospective high performance athletes, the Games provide an opportunity to pursue excellence in sport while meeting Canadians from different regions and cultures. For sport, the Games offer an instrument for sport development and for building stronger links between national, provincial/territorial and community sport organization and agencies. For communities which host the Canada Games, the Games provide a vehicle for community development, confidence and civic pride. The development of volunteers and facilities ensures a legacy of resources which will enhance the host community long after the closing ceremonies. 2.1 Values The Canada Games Council believes in the following values and strives to incorporate them in all operating aspects of the Games movement:

● fair play ● integrity ● partnership ● pursuit of excellence ● equity ● respect ● athlete - centered approach ● volunteerism

2.2 Principles

● The prospective high performance athletes who compete in the Games are products of

training and competition programs and competition programs at the provincial and territorial level, but are not yet at senior national team levels.

● While the significance of the Games as an instrument for sport development is

paramount, economics and community development, civic pride and cultural celebration are recognized as important and desirable outcomes.

● The Games contribute to Canada's sporting heritage and bind our diverse nation

together through pride, people to people exchange, and the portrayal of Canadian values.

● The sport events and the Games program must be well-established in the majority of

provinces and territories and must benefit sport development.

● The Games format must allow for participation by all provinces/territories.

● Athletic development objectives and optimal care and comfort conditions are central to the decision-making of the Canada Games.

● Gender equity extends throughout all aspects of the Games and the Games movement.

● Bilingualism extends throughout all aspects of the Games and the Games movement .

● The Canada Games Council encourages the inclusion of athletes with disabilities.

● Standards for coaches and officials at Canada Games competitions must be equivalent

to or better than those at the Canadian Senior or Open Championships.

● Standards for facilities should be based on the national sport organization standards for national championships.

● The Canada Games should capitalize on human and financial resources of the Private

sector.

● Marketing and communications plans and programs must be jointly developed with Host Societies and reflect short and long term objectives.

● Volunteers are critical to the successful planning and staging of the Games.

● Strategic alliances with governments, sports organizations, Host Societies and the corporate sector are essential to the Games.

● As stewards of the Games, the Canada Games Council must conduct its affairs in an

open and accountable fashion on behalf of its partners. 2.3 Provincial Involvement Newfoundland and Labrador has participated in every Canada Games. In 1967 in Quebec City for the first ever Canada Games we had 125 athletes competing in 14 sports, and returned home with 3 medals - one gold, one silver and one bronze. See APPENDIX ## for the history of Team NL at the Canada Games including medal counts. Newfoundland and Labrador has hosted the Canada Games twice so far - in St. John’s during the summer of 1977 and in Corner Brook during the winter of 1999. The 2021 Canada Games will be in Newfoundland and Labrador however the Host Community has not yet been announced. In this province, many amateur sport programs view the Canada Games as the premier sporting event, and there is considerable energy directed towards preparing young athletes to compete in the Games. For many of these athletes, the Canada Games is the pinnacle of their athletic careers. For others, it is a training ground to develop their skills and gain the experience necessary to move onto the next competitive level in their sport. The Government of Newfoundland and Labrador is committed to providing the opportunity for the province's top amateur athletes to experience the Canada Games in the spirit in which the Games were conceived and developed. The vision and values of the Canada Games, and the desire to improve amateur competitive sport in the province in a positive and meaningful way remain forefront in the decisions and day-to-day operations of the Recreation and Sport Division of the Department of Tourism, Culture and Recreation. 3.0 Team Preparation: High Performance Services and Expectations 3.1 Canada Games HP Program Goal The Government of Newfoundland and Labrador is committed to increasing team preparedness and creating conditions for success. The NL Sports Center is the hub for elite athlete training and development and is supported and funded by the Government of Newfoundland and Labrador. The NL Sports Centre’s High Performance Program Goal is to produce the best physically and mentally prepared athletes to represent Newfoundland and Labrador at the Canada Games. 3.2 High Performance Program at the NL Sports Centre The NL Sports Centre’s High Performance Program commenced with the 2009 Canada Games and endeavors to offer all athletes competing in the Canada Games access to sport specific

Strength and Conditioning programs under the supervision and direction of Certified Strength and Conditioning Specialists. The Program will be delivered via the NL Sports Centre, accessing Riley’s Room Strength and Conditioning Area, the Powerplex Gymnasium, and the Combat Room. The program is offered at no cost to CG Athletes. The High Performance Program will also aim to provide access to professionals in sport-specific areas of Nutrition, Mental Training/Sports Psychology and Physiological testing. These services will made available in the 24 month cycle leading up to Canada Games. All Requests for service must go through Director for Canada Games High Performance Training. Requests can be put forth by appointed Canada Games Coaches for each specific Canada Games Team. 3.3 HP Services

● Strength and Conditioning (NL Sports Centre)

● Program Design

● Program Implementation

● Physical Testing/Re-Testing

● Specialized Components (Allied Health)

● Sports Nutrition

● Mental Training & Preparation

● Online Strength and Conditioning Program- Non Avalon Athletes • Athletes who cannot attend the NL Sports Centre on a regular basis will have access to online training program that can be performed in local training facility. 3.4 Expectations All Canada Games Teams are expected to attend all sessions, meetings and events as set out by the Director For HP Training as part of the CG High Performance Program. 4.0 Roles and Responsibilities The staging of a successful Canada Games requires the energy and cooperation of a tremendous number of individuals and groups from coast to coast in Canada.

The Canada Games Council is the principal authority and overseeing body for the Canada Games movement. Permanent partners of the Council include the federal and provincial/territorial governments, the national sport organizations, and their affiliated provincial sport organizations. In addition, host cities and provinces, Host Societies, and corporate sponsors are partners in the staging of each Canada Games event. The Government of Canada provides financial assistance to Host Societies for capital construction and operations, travel, and advises and consults with the Canada Games Council in the general Games matters. The National Sport Organizations (NSOs) provide technical expertise and input to the Canada Games Council regarding athletic competition by developing the technical packages - the “rule books” - by which all Canada Games competition for their sport in guided. The Provincial (or Territorial) Sport Organizations (PSOs) are the provincial affiliates of the NSOs, and are responsible for overseeing all aspects of their sports, including selection and administration of the team representing the sport within each provincial Canada Games contingent. The Host Society is the primary organization group within the region/community which is hosting the Games. It is the group which develops and submits the bid to host the Canada Games, and once successful, completes the groundwork and all preparatory activities necessary to ensure the successful staging of the Games. The Provincial / Territorial Governments oversee the administration of the provincial/territorial aspect of the Canada Games. In Newfoundland and Labrador, the provincial government appoints the Chef de Mission, Assistant Chef de Mission and Mission Staff, provides the cornerstone funding for the province to participate in the Games, provides input and expertise to the PSOs on matters relating to the Games, and through Sport Newfoundland and Labrador (Sport NL) makes all arrangements (registration, travel, accommodations, etc.) and provides contingent support for the province to participate in the Games, and oversees operational delivery of Team NL preparation. The Government of Newfoundland and Labrador ensures that the philosophy and objectives of the Games are preserved within its its jurisdiction. The Chef de Mission is the team leader for the province/territory, and in consultation with the Canada Games Council and the Host Society, coordinates the overall preservation of his/her provincial contingent’s participation in the Canada Games. The Chef ensures that all aspects are completed as required, in a manner which upholds the spirit and philosophy of the Canada Games movement. The Assistant Chef de Mission is the second-in-command for Team Newfoundland and Labrador, and the absence of the Chef, acts as his/her designate. In addition to providing general support to the Chef, the Assistant Chef usually holds primary responsibility for specified components of the administrative preparation of the provincial contingent.

The Games Coordinator works with the Chef de Mission on all aspects of Team NL preparedness, and takes a lead role on administration and logistics. This is a staff position provided to Team NL through Sport NL. The primary responsibility of Mission Staff is provide the communication link between the sport and teams and the Chef de Mission. Although they also provide general contingent support, mission staff members accept responsibility for one or two sport teams several months prior to the start of the Games, and perform a variety of functions to ensure that all runs smoothly with their team(s) in the Canada Games. The Coaches and Managers for the Canada Games sport teams are responsible for selecting and preparing the sport’s top athletes within the province/territory for Canada Games competition and for making administrative preparations for their participation in the Games. They report to and liaise with the Chef de Mission and the Provincial sport organization. Canada Games athletes train hard and compete to the best of their ability, always maintaining the spirit and values of the Canada Games, and proudly representing their province/territory.

4.1 The Canada Games Council

● ensures that the Games play an important role in Canadian sport development;

● governs the philosophy, objectives and rules of the Canada Games;

● selects sports for the Canada Games program;

● acts as primary liaison to Host Societies;

● provides policies and procedures for the planning and staging of the Games;

● controls Canada Games rights and properties;

● develops and executes national promotions and marketing strategies;

● determines, with the cooperation of national sport organizations, technical rules and procedures;

● negotiates contractual agreements with the three levels of government and the Host

Society. 4.2 The Government of Newfoundland and Labrador

● acts as guardian of the Canada Games within the province of Newfoundland and Labrador;

● provides support and funding for the province’s participation in the Canada Games;

● establishes general policies and procedures for Team Newfoundland and Labrador; ● chooses the provincial logo and emblems for each Canada Games;

● appoints the Chef de Mission, Assistant Chef de Mission and mission staff for each

Canada Games;

● provides assistance to the provincial sport organizations for the identification, selection and training of athletes

4.3 Provincial Sport Organizations

● maintain close liaison with the Games Coordinator on all Canada Games matters;

● develop fair and unbiased selection processes for Canada Games coaches, managers and chaperones which are approved by the PSO’s Board of Directors prior to the start of the selection process, and are based on objectively-stated criteria;

● select coaches and managers for its Canada Games teams at least 24 months before the

Canada Games; or in certain cases as approved by the Chef de Mission, submit for approval a written plan and critical path outlining the process for selecting the coaches, managers and athletes for the Canada Games teams;

● screen all Canada Games coaches, managers and chaperones through the Royal

Newfoundland Constabulary and/or Royal Canadian Mounted Police, obtaining both a “Police Records Check” and a “Vulnerable Sector Check” for each, and submit copies of same to the Games Coordinator at least 18 months before the Canada Games;

● facilitate the signing of contracts as provided by the Games Coordinator which include

job descriptions for all Canada Games coaches, managers, and chaperones and require that each of these individuals sign and submit the documents once named to final team rosters;

● submit funding for applications, which have been developed with the input of the Head

Coach and Manager, to the Recreation and Sport Division as per the Canada Games Grant program guidelines;

● oversee the athlete selection process, including:

○ appoint a committee to develop athlete selection criteria, and ensure that an appropriate process is followed;

○ ensure that the athlete selection criteria are finalized and adequately publicized

at least six months prior to the start of the team selection process;

○ ensure that the athlete selection committee which includes the Head Coach and other deemed appropriate , and ensure that an acceptable selection process is followed;

○ ensure that all eligible athletes are informed of dates, times and locations of

selection camps in a timely manner; that all athletes who meet the basic eligibility requirements are admitted to selection activities; and that as many athletes as possible, from all regions of the province, are provided the opportunity to participate in the selection process;

○ establish and enforce appropriate procedures for dropping, dismissal, or

suspension of an athlete, coach or manager from the Canada Games;

○ establish and enforce appeal procedures which (a) follow recommendations detailed in this manual, or (b) if different from those recommended, are effective and legally valid;

○ immediately inform the Chef de Mission of any controversy if it arises, prior to

it becoming public knowledge;

○ ensure that all chosen athletes, coaches and managers meet Canada Games eligibility requirements;

○ facilitate the signing of contracts as provided by the Games Coordinator for

athletes chosen for Canada Games teams;

○ confirm athlete eligibility and secure PSO board approval for the Canada Games team roster as proposed by the Head Coach prior to any public announcements;

● work with coach and oversee plans for training opportunities for potential and chosen

Canada Games athletes;

● ensure that the Head Coach develops and follows an acceptable training plan for the team;

● supervise and provide support the the athlete selection criteria committee, the athlete

selection committee, the coaches and managers;

● ensure that all athletes and their parents/guardians know and understand the sport team selection process;

● ensure that adequate and regular communication takes place between the coaching staff

and the athletes’ parents/guardians, from the start of the team selection process through to the conclusion of the Canada Games;

● ensure that all athletes and their parents/guardians know and understand the standards

of acceptable behaviour which will be in effect during the team training period, the Canada Games, and the team’s return from the Games, up to the time at which athletes are returned to the care of their parents/guardians;

● ensure that the Team Manager develops an acceptable budget and fundraising plan for

the team, and oversee the handling and management of team finances by the Manager;

● ensure that the competition uniform chosen for the Canada Games team complies with provincial colors and standards, and with the Canada Games commercialization policy, and provide administrative support for its ordering;

● take disciplinary action against Canada Games team members when required.

PSO’s / coaches are expected to do due diligence in scouting / scanning / assessing the age-appropriate athlete pool in the province and prioritizing the selection of same; i.e. earliest eligible year of birth and exceptional athletes a year younger. This is to ensure teams are comprised of athletes with optimal experience and maturity. It is the responsibility of the PSO / coach to ensure that this is a primary factor in athlete selection. The Canada Games is not a developmental program for athletes 2 and 3 years younger than the eligible age-group. 4.4 The Role of the Head Coach

● provide overall leadership to the team, and supervise other team staff;

● ensure that the team manager completes all administrative duties and meets deadlines as required

● install the spirit of the Canada Games in each athlete;

● maintain close liaison with the Games Coordinator and Chef de Mission on all Canada Games matters, and identify team staff and areas of responsibility.

● know, understand and adhere to all policies and procedures, and roles and

responsibilities for the position as detailed in the Team Newfoundland and Labrador Canada Games Policies and Procedures Manuals;

● responsible for reviewing in detail the Technical Package for their sport and ensuring

that the team meets all technical standards and understands the technical regulations governing the Canada Games competition.

● ensure that all sport team members know, understand and adhere to Team

Newfoundland and Labrador’s Code of Conduct and Dress Code;

● abide by the enforced all rules established by the sport team, the provincial sport organization, Team Newfoundland and Labrador, the Canada Games Council and the Host Society;

● are familiar with the roles and responsibilities of mission staff and maintain close

liaison with the mission staff member assigned to the sport before, during and immediately after the Canada Games;

● attend, or ensure that an official designate attends, all required meetings and official

functions before and during the Games;

● keep parents/guardians and athletes fully informed on all relating to the Canada Games;

● act as spokesperson for the team, unless directed otherwise by the PSO; Prior to the Games:

● achieve appropriate NCCP equivalent designation by the required deadline;

● assist with the selection of assistant coaches, chaperones when required, and the team manager;

● develop and submit a budget to the PSO for inclusion in the Recreation and Sport

Division funding application;

● sit as members of the Athlete Selection Criteria Development Committee;

● develop, and present to the PSO for approval, a plan for the selection and training of the

team;

● guide the athlete selection process in accordance with guidelines and specifications approved by the Athlete Selection Criteria Development Committee and the PSO;

● prepare the athletes to achieve the best possible competitive results, in a fair and

sportsmanlike manner;

● if necessary, discipline, suspend or dismiss athletes in accordance with established procedures;

● sign the Team Newfoundland and Labrador Member Agreement (see Appendix A);

● participate in the high performance training program planned and delivered by the NL

Sport Center staff. During the Games:

● provide supervision to athletes; Coaches assume responsibility for all team members’ conduct before, during and immediately after the Games, including during travel to and from the Games;

● report Code of Conduct violations and participate in the disciplinary process outlined in

this manual;

● reside in the Athletes’ Village during the Canada Games;

● provide competition results when requested by mission staff; 4.5 Assistant Coaches In General:

● assist the Head Coach in the performance of his/her duties, as assigned by the Head Coach;

● instill the spirit of the Canada Games in each athlete;

● know, understand and adhere to all policies and procedures, and roles and

responsibilities for the position;

● abide by and enforce all rules established by the sport team, the PSO, Team Newfoundland and Labrador, the Canada Games Council and the Host Society;

● attend meetings and official functions as required;

Prior to the Games:

● sign the PSO Canada Games Coach Contract, which includes a detailed job description;

● sign the Team Newfoundland and Labrador Member Agreement (see Appendix A);

● assist the Head Coach to prepare the athletes to achieve the best possible results, in a fair and sportsmanlike manner;

During the Games:

● reside in the Athletes’ Village;

● report Code of Conduct violations to the Head Coach. 4.6 Team Managers In General:

● take charge of the team administration, including uniform ordering and allocation, budget and finances, athlete and team registration, writing and submission of administrative reports and forms, transportation, and other administrative items as required;

● know, understand and adhere to all policies and procedures, and roles and

responsibilities for the position, as detailed in the Team Newfoundland and Labrador Policies and Procedures Manual;

● abide by the enforce all rules established by the sport team, the provincial sport

organization, Team Newfoundland and Labrador, the Canada Games Council and the Host Society;

● supervise athletes and are responsible for their conduct before, during, and after the

Games, including during the travel to and from Games;

● attend all meetings and official functions as required; Prior to the Games:

● sign the PSO Canada Games Team Manager Contract, which includes a detailed job

description;

● sign the Team Newfoundland and Labrador Member Agreement (see Appendix A);

● assist the Games Coordinator, Chef or Assistant Chef with the distribution and collection of Team Newfoundland and Labrador Member Agreements for each team member by the stipulated deadlines;

● assist with sport team accreditation, accommodations and registration;

● attend the team uniform distribution session and assume responsibility for distribution

of team uniform to team members; During the Games:

● reside in the Athletes’ Village

● report Code of Conduct violations and participate in the disciplinary process as outlined in this manual.

4.7 Special Chaperons for Athletes with a Disability

● sign the PSO Canada Games Chaperon Contract, which includes a detailed job description;

● sign the Team Newfoundland and Labrador Member Agreement (see Appendix A);

● as their primary responsibility, assist with the personal needs, caretaking, supervision

and any other requirements of athletes with a disability to whom they are assigned, both during and while traveling to/from Games;

● know, understand and adhere to all policies and procedures, and roles and

responsibilities for the position, as detailed in the Team Newfoundland and Labrador Policies and Procedures Manual;

● abide by the and enforce all rules established by the sports team, the provincial sport

organization, Team Newfoundland and Labrador, the Canada Games Council and the Host Society;

● attend meetings and official functions as required;

● supervise athletes and are responsible for their conduct before, during and after the Games, including during travel to and from Games;

● reside in the Athletes’ Village.

4.8 Athletes

● sign the PSO Canada Games Athlete Contract, which includes a detailed job description;

● sign the Team Newfoundland and Labrador Member Agreement (see Appendix A);

● fully participate in training as directed by the teams coaches;

● compete to the best of their ability, in a fair and sportsmanlike manner;

● show respect for all officials leading up to, during and after the Games, including

competition officials, Canada Games Council and Host Society members, the Chef de Mission, Assistant Chef de Mission; mission staff, and coaching staff;

● assist the sport team in its fundraising efforts;

● attend all functions as required by Team Newfoundland and Labrador before and during

the Games, including the official Opening/Closing Ceremonies;

● know, understand and abide by the Code of Conduct and the Dress Code established by Team Newfoundland and Labrador;

● complete anti-doping education requirements;

● complete medical, registration and other forms before deadlines;

● reside in the Athletes’ Village during the Canada Games;

● report problems and incidents occurring during the Games to a team coach or manager;

● always wear their provincial colours with pride, never participating in any activities

which may bring their province into disrepute;

● obey the laws of Criminal code of Canada. 4.9 Parents/Guardians of Athletes

● in the case of his/her child being under the age of 19 years, read, understand, support and sign the PSO Canada Games Athlete Contract and the Team Newfoundland and Labrador Member Agreement;

● lend support to the athlete and the team staff in the performance of their

responsibilities. 4.10 Chef de Mission prior to the games:

● assists the Department of Tourism, Culture and Recreation to fulfill the responsibility of the Government of Newfoundland and Labrador as specified above;

● provides input to the Canada Games Council regarding sport selection and technical

packages;

● coordinates the mission staff selection process;

● provides guidance to the PSOs in the development and implementation of their Canada Games program, including:

○ the Canada Games coach, manager and athlete selection processes;

○ dispute resolution processes;

● ensures that all coaches, managers, and chaperones have had criminal record screening

completed by the PSOs, and conducts criminal record screening for mission staff;

● holds regular meetings with coaches, managers and mission staff, and in the final months prior to the Canada Games, attends at least one training session for each sport team to meet the athletes and explain the roles of the Chef, Assistant Chef and mission staff;

● oversees the design and purchase/manufacture of Team Newfoundland and Labrador

uniforms;

● attends Chef de Mission seminars as determined by the Canada Games Council and Host Societies;

● ensures that all eligibility criteria are met for all Team Newfoundland and Labrador

members;

● oversees all corresponding with the host society and ensures that all deadlines are met;

● selects athletes for official functions;

During the Games:

● assists the Host Society and the Canada Games Council when necessary;

● acts as Team Newfoundland and Labrador’s representative at all ceremonial functions during the Games;

● acts as spokesperson, or assigns appropriate representative to act as spokesperson for

Team Newfoundland and Labrador with the media, in relation to Host Society issues, or regarding competition protests;

● sets up and organizes the provincial Mission Desk;

● manages the mission staff;

● attends daily Chef de Mission meetings;

● enforces the provinces Code of Conduct and Discipline policies as required, and

addresses problems and concerns related to Team Newfoundland and Labrador members;

After the games:

● assists in the resolution of any outstanding issues;

● contributes feedback to the Canada Games Council to assist in ongoing efforss to improve future Games.

4.11 Assistant Chef de Mission Prior to the Games:

● coordinates the manufacture/purchase and distribution of Team Newfoundland and Labrador official uniforms;

● organizes any meeting, information sessions or other pre-Games functions with mission

staff coaches, managers, or athletes;

● coordinates the registration of teams, athletes, coaches and managers for each Canada

Games;

● coordinates Team Newfoundland and Labrador travel to/from the Canada Games;

● performs other duties as assigned by the Chef de Mission During the Games:

● accompanies the Chef de Mission to daily meetings;

● manages the provincial Mission Desk and schedule;

● enforces the province’s Code of Conduct and Discipline policies as required and chairs the Team Newfoundland and Labrador Disciplinary Committee;

● acts as liaison with the media and the Host Society when assigned, or in the absence of

the Chef de Mission

● plans and coordinates the Newfoundland and Labrador Mission Night and Coach-Manager Reception;

● assists with other administrative tasks and team leadership, as assinged by the Chef de

Mission; After the Games:

● contributes feedback to the Chef de Mission to assist in ongoing efforts by the Canada Games Council to improve future Games;

● concludes any outstanding administrative requirements relating to the Games;

● performs other duties as assigned by the Chef de Mission.

4.12 Games Coordinator Prior to the Games:

● coordinates all aspects of the administration and organization of Team Newfoundland and Labrador’s participation in the Canada Games program;

● ensures that the Newfoundland and Labrador Canada Games Policies and Procedures Manual is accurate and up-to-date, and that all individuals and organizations involved in the Canada Games process within the province are aware of and adhere to its contents;

During the Games:

● provide support for all Mission Staff as directed by the Chef de Mission;

● ensure timely distribution of all materials and correspondence to Mission Staff and Team Managers;

● update Team NL website with news stories, results, schedules and the daily issue of the

rant and Roar newsletter After the games:

● administers a survey regarding the Canada Games experience of all Team Newfoundland and Labrador members;

4.13 Mission Staff In General:

● attend all meetings called by the Chef de Mission;

● thoroughly read, understand and adhere to the Team Newfoundland and Labrador Canada Games Policies and Procedures Manual, and in particular, are well informed about the Code of Conduct and Disciplinary Procedures;

● are knowledgeable about Canada Games policies, procedures, regulations, protocol,

etc.;

● complete other duties as assigned by the Chef de Mission; Prior to the Games:

● sign the Newfoundland and Labrador Team Member Agreement (see Appendix A);

● obtain personally both a “Police Records Check” and a “Vulnerable Sector Check” through the Royal Newfoundland Constabulary and/or Royal Canadian Mounted Police, and submit copies of same to the Games Coordinator;

● assist with the sizing and distribution of Team Newfoundland and Labrador uniforms;

● accept responsibility as liaison between designated sport team(s) and the Chef de

Mission, and perform the following duties relating to the sport team(s)

○ immediately upon assignment, initiate contact with the team, including the head coach, manager, athletes and provincial sport organization;

○ outline the role of mission staff to the coaches, managers and others affiliated

with the assigned sport, and identify areas where assistance may be provided before and during the Games;

○ become familiar with the designated sport, its technical package, selection

process, etc.;

○ attend team meetings whenever possible;

○ convey information between the Chef de Mission and the sport team;

○ if necessary, assist the team manager to complete and submit team registration and any other required information by the stipulated deadlines.

● oversee team anti-doping education procedures;

During the Games:

● provide support for and liaise with the designated sport team, as follows:

○ attend technical meetings, practices, medal presentations, and competitions, including playoff and final events for the sport;

○ are knowledgeable about all requirements of the sport as contained in the sport’s

technical package, and review and clarify the requirements with the head Coach prior to departure for the Games; ensure that all competition protests are approved and signed by the Chef de Mission (or designate) prior to being submitted the Games Jury; if requested, attend Games Jury meetings regarding protests protests or disciplinary action;

○ promote awareness of Team Newfoundland and Labrador Canada Games Policies and Procedures, particularly the Code of Conduct and Disciplinary Procedures, to athletes, coaches, managers and parents/guardians

○ report all competition results to the Newfoundland and Labrador Mission Desk

as soon as possible;

○ relay updated information regarding policies and procedures, schedule changes, practice cancellations, medal presentations, competition results, meal arrangements, the book of meetings rooms, social events, weather forecasts, transportation schedules, conduct, curfews, or any other pertinent information provided by the Chef de Mission;

○ coordinate media requests for interviews with members of the designated team.

this includes obtaining approval from the head coach for the interview to take place,scheduling an appropriate time at the conclusion of a competitive event, arranging for a location for the interview to take place, and ensuring that details are known to all involved;

○ in medical emergencies, arrange or provide transportation as required should

medical professionals be unavailable;

○ assist in that resolution of any problems relating to food services or accommodations;

○ ensure that all team members are aware of travel schedules and procedures;

○ verify that accommodation and venue sites used by the team are left clean,

organized and undamaged, and document and report any damage to the Chef de Mission;

● provide general contingent support, as follows:

○ assist with the departure/arrival of the full Newfoundland and Labrador

contingent to/from the Games/provinces as requested by the Assistant Chef de Mission;

○ assist with athlete accreditation upon contingent arrival at the Canada Games;

○ assist with the contingent check-in and check-out at the Athletes’ Village;

○ assist in the coordination of Team Newfoundland and Labrador’s participation in the Canada Games Opening and Closing Ceremonies;

○ attend daily mission staff meetings and all official Team Newfoundland and

Labrador functions and activities;

○ assist with the preparations of Team Newfoundland and Labrador’s daily newsletter for distribution to Team members;

○ promote awareness of Team Newfoundland and Labrador’s Canada Games

policies and procedures;

○ report Code of Conduct violations and participate in the disciplinary process as outlined in the Team Newfoundland and Labrador Games Policies and Procedures manual;

○ work regular shifts at the Mission Desk as assigned by the Assistant Chef de

Mission;

○ complete other duties as assigned by the Chef de Mission; After the Games

● advise the Chef de Mission of any unresolved problems;

● when requested, offer recommendations to the Chef de Mission on ways in which the Canada Games experience can be improved.

5.0 Eligibility for the Canada Games The Canada Games Council, the national sport organizations and the provinces/territories have all established eligibility requirements for athletes, coaches and managers which must be met before they can compete in the Canada Games. 5.1 Canada Games Council General eligibility requirements are established by the Canada Games Council and include the following:

● Athletes must be Canadian citizens or immigrants landed for a period of at least two years as of the first day of the Canada Games.

● An athlete may participate in only one sport per Canada Games.

● Athletes may compete in both summer and winter Canada Games.

● Athletes must be a member of the provincial or national sport organization of the sport

which they are competing.

● Athletes must meet the specific eligibility requirements outlined in the sport’s technical package.

● Athletes must reside in the province for which they are competing for at least 90 days

prior to the opening of the Canada Games. Students attending school outside their home province will be eligible to compete for their home province if they can provide documentation showing school enrollment. As well. athletes attending school outside their home province must maintain permanent residency in their home province in order to be eligible to compete for their home province.

● Athletes who have been identified in Sport Canada’s Athlete Assistance Program or the

national team classification system or are national team members will be considered ineligible for Canada Games competition.

● The eligibility of any athlete not clearly stated by these rules will be determined by the

Canada Games Council, whose decision is final. 5.2 National Sport Organizations Eligibility for specific sports is governed by the national sport organizations (NSOs) and specific requirements can be found in the technical package for each sport. These technical packages follow the principles, guidelines and requirements of the Canada Games Council. As the overall governing body of the Games, the Council had the ultimate authority for technical packages, but this authority is exercised only with the knowledge and understanding of the NSO concerned. Every Games’ Coach, manager, and mission staff member has an obligation to read and understand ever aspect for the technical package for his/her sport, and to ensure that all athletes meet all requirements as outlined. Failure to do so could cost an athlete his/her eligibility for the Games, or could affect final standings or the conduct of the competition. If an aspect of a technical package is not understood, clarification should be sought from the Sport Committee of the Canada Games Council through the Provincial/territorial Chef de Mission or the national sport organization. 5.3 Newfoundland and Labrador The Government of Newfoundland and Labrador has established the following eligibility requirements:

● Athletes, coaches and managers must meet all eligibility requirements specified in their sport’s technical package and by the Canada Games Council.

● Athletes, coaches and manager must be members of their provincial or national sport

organizations and not be under any form of sanction or suspension by either of the organizations.

● Athletes, coaches, managers and chaperones must sign and adhere to the PSO’s

Athletes, Coach, Manager or Chaperon Contract, whichever applies.

● Athletes, coaches, managers, chaperones and mission staff must sign and adhere to the Team Newfoundland and Labrador Member Agreement (see Appendix A).

● No later than twelve (12) weeks prior to the opening of the Canada Games, each Team

Manager must register all sport team members with the Chef de Mission. This includes coaches, managers, chaperones, and all athletes who have not been cut from the team. No later than six (6) weeks prior to the opening of the Canada Games, the Team Manager must register the final team roster with the Chef de Mission.

5.4 Other Eligibility Issues The following eligibility issues should also be noted:

● Athletes named as alternate to sport teams do NOT travel to the Canada Games, unless they are named to the core team to replace an athlete who has dropped from the team.

● Personal coaches of athletes, or additional coaches of any type will not receive

accreditation and will not have access to competition or training areas at the Canada Games. The only coaching permitted is by those accredited coaches identified in the sport technical packages and named on the final team roster submitted to the Chef de Mission.

● Canada Games Council rules do not allow team staff to travel or practise as therapists,

physicians, or other medical or paramedical practitioners. Team staff will not be permitted to administer medical care to athletes.

● Team therapists are not permitted to accompany sport teams to the Canada Games as a

team member unless stated in the sport technical package.

6.0 Selection Processes

6.1 Chef de Mission The province of Newfoundland and Labrador, through an appointment by the Minister of Tourism, Culture and Recreation, is responsible for choosing the Chef de Mission for each Canada Games. 6.2 Assistant Chef de Mission In consultation with the Chef de Mission, the Department of Tourism, Culture and Recreation recommends an individual to the Minister for appointment as Assistant Chef de Mission. 6.3 Mission Staff In consultation with the Chef de mission, the Department of Tourism, Culture and Recreation recommends individuals to the Minister for an appointment as mission staff for each Canada Games. Application forms are distributed by the department and accepted for consideration 18 months prior to the Games. Appointees are named not later than 12 months prior to the Games. Appointees generally have a lengthy and respectable involvement in sport as an athlete, coach or volunteer administrator, but ideally, in several of these capacities. Individuals appointed to serve as mission staff must obtain both a “Police Records Check” and a “Vulnerable Sector Check” through the Royal Newfoundland Constabulary and/or Royal Canadian Mounted Police, and submit copies of same to the Games Coordinator. If these reports are not submitted, or are found to be unsatisfactory by the Chef de Mission, the applicant shall be deemed ineligible to attend the Canada Games as a member of Team Newfoundland and Labrador. 6.4 Head Coaches The selection of Canada Games Head Coaches is the responsibility of each provincial sport organization (PSO), and except in special circumstances approved by the Chef de Mission , is completed at least 24 months prior before the opening of the Canada Games to allow adequate time for development of a team selection criteria, athlete selection, and the implementation of a proper and complete training program. It is recommended that the process used by the PSOs be as follows:

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

Minimum qualifications should include:

● attainment of any minimum qualifications stated in the sport technical package;

● NCCP Level 3 or equivalent National Coaching Certification Program certified by at least 180 days (6 months) prior to the opening of the Canada Games. However, to allow the coach to fully apply the knowledge, it is preferable that the Level 3 designation be attained one year prior to the Games;

● active membership in either the provincial or national sport organization for

their sport, and not be under any form of suspension or sanction by either organization;

● an adequate amount of personal time to satisfactorily perform the obligations of

a Canada Games coach;

● a willingness to sign and adhere to the responsibilities set out in the PSO’s Canada Games Coach Contract and the Team Newfoundland and Labrador Member Agreement (see Appendix A);

● a willingness to submit to a screening by the Royal Newfoundland Constabulary

and/or the Royal Canadian Mounted Police;

● achievement of any other eligibility requirements which are not outlined above;

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

3. Applicants submit resumes outlining qualifications and coaching experience to the PSO

by the stated deadline. As part of the application, candidates submit a training plan which they have developed and would implement if chosen to coach the team.

4. The selection committee reviews the applications, conducts interviews, and chooses the

most highly qualified candidate for the position according to the process submitted and approved by Sport NL through the Games Coordinator.

5. Once the selected candidate accepts the position and signs the PSO’s Canada Games

Coach Contract, the PSO notifies the Games Coordinator and publicly announces the appointment.

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

6.6 Team Managers The selection of Canada Games Managers is the responsibility of each PSO, except in special circumstances approved by the Chef de Mission, is completed immediately following the appointment of the Head Coach, two years prior to the Canada Games. 6.7 Chaperones When chaperones are required to assist with the needs of athletes with a disability who are competing at the Canada Games, it is recommended that the PSO, in affiliation and consultation with the Head Coach, develop a process for the selection of Chaperones which is similar to that approved by the Chef de Mission for the hiring of the Head Coach. 6.8 Athletes The selection of athletes to Canada Games teams begins with the establishment of an objective and credible set of selection criteria. The development of the criteria should be done by a qualified source, circulated for feedback, and then given formal approval by the PSO. It is critical that all involved in the athlete selection process, particularly the team candidates and their parents/guardians, know and understand the criteria by which the Canada Games team will be chosen before the selection process begins. The selection criteria should be finalized at least six months prior to the start of the selection process and be widely publicized within the sport community. Athletes who are dropped from the team at any time during the selection process should be provided an opportunity to review the decision with the Head Coach, and if they feel they have grounds, to appeal the decision to an unbiased and qualified Appeals Committee at the PSO level. 6.9 Establishment of Selection Criteria It is strongly recommended that the Canada Games team selection criteria be formally developed and established by the following procedure:

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

2. The Criteria Development Committee, with input and assistance from coaching staff

and other qualified individuals if necessary, develops the criteria in accordance with the “Selection Criteria Guidelines” stated below.

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

4. The Committee considers any proposed changes and revises the selection criteria if it

deem the proposal valid.

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

6. The PSO publishes the final selection criteria at least six months in advance of the start

of the team selection process, and also presents the criteria to its membership at the next AGM. Prospective athletes would have 30 days from the date the selection criteria is circulated to submit feedback and proposed amendments.

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

● be objective and measurable, by using competitive trials or performance standards, or both;

● in the case of physical or physiological criteria, be demonstrably related to

performance;

● be stated in clear and simple language with is unlikely to be misinterperated;

● be listed in order of importance to the selection process when more than one criteria is being used;

● not include psychological tests;

● if the use of subjective criteria is necessary, it should be broken down into more

structured observable measures or indicators. For example, “positive attitude” or “commitment to the team” can be demonstrated by behaviours such as being on time for practice, staying late for extra work, assisting teammates, taking part in optional activities, meeting deadlines, undergoing rehabilitation for injuries, etc.

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

● the ability of the athlete to meet, by required deadlines, the basic eligibility requirements of the Canada Games Council, the national sport organization, the provincial sport organization and the Province of Newfoundland and Labrador, including but not limited to those outlined in “Section Three: Eligibility for the Canada Games” of this document;

● the minimum standard of the performance required for an athlete to be considered a

candidate for the team;

● the commitment required of each athlete during the selection process and training, including attendance at training camps, practices, doping seminars, rallies, etc. It should be specified (a) which of the events are compulsory, (b) which of the events are optional, and (c) which of the events will include a measurement of performance which will be count towards team selection;

● All remaining selection criteria which will be considered, should be stated in clear and

simple language, and specified in order of priority to the selection process as per the “Selection Criteria Guidelines” outlined earlier in this section.

6.12 The Selection Process The selection process should not begin until three months have passed since the publication of the finalized list of selection criteria. The Head Coach is responsible for guiding the athlete selection process using the published list of finalized selection criteria. It is strongly recommended that the following process be used to choose athletes for Canada Games teams:

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

● As many athletes as possible, including athletes form all regions of the province

are to be included in the identification phase of the training program, and training camps should be included as a selection tool.

● At the first get-together, candidates and parents/guardians should be provided with the following information:

○ two written copies of the team selection criteria and process. The

document should have a statement at the bottom indicating that the information has been read and is understood. Both the team candidate and a parent/guardian should sign and return and copy the Head Coach, and keep the other for personal reference. (Note: Once these criteria have been formally communicated, they cannot be changed without creating valid grounds for appeal for those who do not make the team.)

○ the policies on (a) athlete injury and personal crisis (eg. death in

athlete’s family), (b) how a tie between two candidates will be broken, and how alternates will be added to the final Canada Games teams should the need arise.

○ the number of athletes who will chosen (a) for the training squad, (b) for

the final Canada Games team, and ( c ) as alternates.

● Beginning with the first get-together, the Head Coach should consistently use written individual athlete evaluation records which clearly document each athlete’s performance in each of the selection criteria.

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

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

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

4. Remaining candidates are considered on his/her own merit on the remaining specified

selection criteria recorded in his/her athlete evaluation record.

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

6. The PSO appoints a Ratification Committee to review and approve the final team roster

based on published selection criteria. Prior to ratification, all information is to be kept confidential by all parties.

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

8. Although a preliminary list is submitted at 12 weeks prior to the Opening of the Canada

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

6.13 Injuries to Athletes Injured athletes are not permitted to accompany their sport team to the Canada Games. The Chef de Mission relies on the Head Coach to honor and uphold this policy, and to be forthright regarding such information. If an athlete has been injured prior to the departure for the Canada Games, s/he will be permitted to travel to the Canada Games only if a physician’s note is provided which indicates that the athlete will be able to compete once Canada Games competition begins. In all matters relating to injuries, the Chef de Mission will use a physician’s diagnosis to make the final decision. This decision is not subject to appeal. 6.14 Resignation from a Sport Team If an athlete is unable to continue as a member of the Canada Games team, or is unable to attend the Canada Games, s/he is expected to notify the Head Coach as soon as possible. It is then the responsibility of the Head Coach to immediately advise the PSO and the Chef de Mission ( if the athlete’s name had been submitted for the Canada Games registration), and to choose an alternate player through the process outlined in “Substitutions to a Sport Team”. 6.15 Dismissals from a Sport Team Athletes It is strongly recommended that, right from the start of a team selection process, all athletes and their parents/guardians be advised of the PSO and Head Coach’s behaviour and performance expectations, and of situations under which they could be suspended or dismissed from the team. This information should be relayed to the athletes verbally, ideally at the initial team meeting with parents/guardians present, and in writing, through the signing of the PSO’s Canada Games Athlete Contract which should be signed by a parent/guardian if the athlete is under 19 years of age.

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

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

2. With a representative of the PSO in attendance, the Head Coach meets - either in person

or by phone - with the player and his/her parents/guardians to advise that s/he is being dropped from the team and explain the reasons. At the meeting, a letter advising of the removal and outlining the appeal process is provided to the player.

3. Should public controversy arise regarding the situation, the PSO should determine and

direct response to the issue. Public comment, should any be deemed appropriate, should come form the PSO. Coaches, mangers and athletes should not enter into public debate on the issue unless directed to do by the PSO.

Coaches, Managers and Chaperones PSOs should have formal and legitimate procedures established which govern the dismissal of a Canada Games Coach, Manager or Chaperon. Should the need arise to take this action, the PSO should consult with the Chef de Mission prior to taking any action. 6.16 Suspension from a Sport Team Athletes If a Head Coach wishes to suspend an athlete from the Canada Games team roster for reasons other than injury, it is strongly recommended that the following process be used:

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

2. With a representation of the PSO in attendance, the Head Coach meets - either in

person or by phone - with the player and his/her parents/guardians to advise that s/he is being suspended from the team and to explain the reasons. At the meeting, a letter advising of the suspension and outlining the appeal process is provided to the player.

3. Should public controversy arise regarding the situation, the PSO should determine and

direct response to the issue. Public comment, should any be deemed appropriate, should

come from the PSO. Coaches, Managers and athletes should not enter into public debate on the issue unless directed to do so by the PSO.

Coaches, Managers and Chaperones PSOs should have formal and legitimate procedures established which govern the suspension of a Canada Games Coach, Manager or Chaperon. Should the need arise to take this action, the PSO should consult with the Chef de Mission prior to taking any action. 6.17 Substitutions to a Sport Team Athletes If the substitution of an athlete to the team is required to replace an athlete who had been injured, has resigned or has been dismissed, it is recommended that the following process be used to name a substitute player to the team:

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

2. The Head Coach selects the substitute athlete based on the established guidelines,

advises the PSO of his/her choice prior to the contacting the athlete, then formally offers the position to the athlete.

3. If the final sport team roster had already been submitted to the Chef de Mission, the

Head Coach advises the Chef of the change and immediately submits all required documentation for the newly appointed athlete.

Note: Substitutions may be approved by the Chef de Mission at any time prior to departure for the Canada Games, however the substitute athlete must complete all necessary information requested by the Chef de Mission before being allowed to travel to the Games. Coaches, Managers and Chaperones PSOs should have formal procedures established which govern the appointment of a substitute Canada Games Coach, Manager or Chaperon. 7.0 Appeals - PSO Process

Please Note …. The information and processes outlined in the remainder of this section have been presented to provide guidance to PSOs in their attempt to optimize team selection procedures and minimize any perception of unfair practises. While some PSOs may already have team selection appeal procedures in place, it is strongly recommended that they be compared with those presented below, and if necessary, revised at the earliest opportunity. Grounds for Appeal An athlete, coach, manager or chaperon who is dropped, suspended, or dismissed from a Canada Games sport team has the right to request that an appeal of the decision be heard. Appeals, however, are not automatic. An individual cannot appeal a decision simply because s/he doesn’t like the outcome. Some examples of “grounds for an appeal” are as follows:

● the decision maker did not have the authority to make the decision;

● the coach, manager or athlete did not have a reasonable opportunity to plead his/her case to the decision-maker;

● the stated procedures for selection, suspension or dismissal were not followed;

● the penalty far exceeds the infraction;

● the decision-maker was biased in his/her decision;

● the decision-maker failed to take into account relevant information, or considered

irrelevant or non-factual information; All appeals relating to team selection must be submitted to the PSO in writing within 72 hours of the decision communicated to the athlete. 7.1 PSO Appeals Committee (1st Level of Appeal) Refer to the applicable Provincial Sport Organization for their appeal procedure. 7.2 Sport NL Appeals Committee (2nd Level of Appeal) The Executive Director of Sport Newfoundland and Labrador (Sport NL) shall be appointed to Chair the Appeals Committee. If Sport NL, acting reasonably, decides there is perception that

the Executive Director may be biased, the responsibility will be assigned to the Chair of the Sport NL Dispute Resolution Committee or a member of the Sport NL Board of Directors. To assist in the effective performance of his/her duties, the Chair of Appeals Committee will be provided administrative assistance by the PSO. The Chair will appoint two other people to the Committee, neither of whom (a) have been involved in the decision being appealed, (b) have any personal connection with anyone involved in the matter, nor ( c ) are perceived by Sport NL, acting reasonably, as having any bias or conflict in the matters being considered. Ideally, individuals to be sought are those with an understanding of administrative structure; organizational policies and procedures; a background and involvement in another sport, particularly in a leadership capacity; and/or good communication and mediation skills. Individuals former Canada Games mission staff, former Newfoundland and Labrador Games or Canada Games Committee members, lawyers, or professional mediators, An Appeals Committee made up of members with a blend of skills and perspective is preferred. It is recommended that a peer of the appellant - that is, an individual who formerly held the same position as the appellant (eg. a former athlete in the case of the appellant being an athlete) - who meets the conditions above be appointed as one of the committee members. The Appeal Process The following appeal process will normally be used:

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

All requests for appeals must be accompanied by a $100 processing fee, payable to Sport NL. The fee is nonrefundable if it is determined by the Appeals Committee that there are insufficient grounds for the appeal. If the appeal is considered valid, the fee will be refunded. If an appeal proceeds, all legitimate cost of the appeal process, as determined by the Appeals Committee within three days of the conclusion of the hearing, will be the responsibility of the PSO.

2. Within 24 hours of receiving the request for an appeal, the PSO notifies the Executive Director of Sport Newfoundland and Labrador (Sport NL) that an appeal request has been submitted, and asks that s/he form an Appeals Committee. The Chef de Mission is also notified that an appeal request has been received.

3. If the appellant does not have all documentation submitted within 3 business days of

officially requesting an appeal, the appeal will not be heard and all PSO appeal decisions will be final.

4. Within seven business days of the Appeals Committee Chair being notified that an

appeal request has been submitted, and provided the appellant has all documentation submitted in accordance with paragraph 3, s/he will establish an Appeals Committee, and it shall review the request and:

a. decide whether there are sufficient grounds for the appeal to proceed. This

decision is final and may not be appealed.

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

5. The Appeals Committee hearing will be conducted by procedures that the Committee

feels are appropriate, provided the following conditions are met:

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

b. the appellant and respondent are given seven (7) days written notice of the time,

date and location of the hearing;

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

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

e. decisions will be made by majority vote;

f. copies of any written documents which either the appellant or respondent wish

to have the Committee consider are provided to all parties involved at least two (2) days prior to the hearing;

g. both the appellant and the respondent may be accompanied by one

representative or advisor, including legal counsel;

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

i. in order to keep costs to a reasonable level, the hearing may be conducted by

means of a conference call or video conference.

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

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

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

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

d. determine the amount of any costs which have been incurred by the appeal

process which must be borne by the PSO;

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

7. If the circumstances of the dispute are such that an appeal cannot be concluded within

the timelines stipulated above, the Committee Chair may seek agreement from both the appellant and respondent to alter the timelines. If agreement cannot be reached, the Chair may stipulate an appropriate revised timeline.

8. The appellant shall have the right to request a documentary review as opposed to a full

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

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

further appeal.

8.0 Uniforms and Dress Code 8.1 Team Newfoundland and Labrador Official Uniform

Each member of Team Newfoundland and Labrador is provided with an official uniform for use at ceremonial and official functions at the Canada Games. This uniform consists of a team walk out suit and other items as determined by the Chef de Mission. Team Newfoundland and Labrador uniforms will be assigned to mission staff members, and to only those athletes, coaches, managers and chaperones comprising the final team roster for whom Canada Games registration forms have been submitted to the Chef de Mission by the PSOs as of 21 days prior to the Official Opening of the Canada Games. 8.2 Team Newfoundland and Labrador Dress Code The Team walk-out suit is to be worn by members of the provincial contingent when requested by the Chef de Mission. These occasions include, but are not limited to:

● Canada Games Opening and Closing Ceremonies;

● press conferences and media interviews;

● medal ceremonies;

● official Team Newfoundland and Labrador functions. It is also recommended that members of the provincial contingent wear the walk-out suits during:

● Opening and Closing Ceremonies for specific sports;

● travel to and from the Canada Games. 8.3 Team Newfoundland and Labrador Clothing Agreement Prior to receiving their official Team uniforms, all members of Team Newfoundland and Labrador are required to sign the Member Agreement (see Appendix A) which includes a Clothing Agreement clause. The official uniform remains the property of Team Newfoundland and Labrador for the full period of the Canada Games. If no disciplinary or other sanctions have been levied against the participant by the conclusion of the Games, the clothing becomes property of the participant. Athletes, coaches, managers, chaperons or mission staff who are removed from Team Newfoundland and Labrador for disciplinary reasons at any time after receiving the uniform are required to return the uniform as per the Clothing Agreement clause of the Team Newfoundland and Labrador Member Agreement. However, if an athlete is unable to travel to the Canada Games as the result of injury, or due to other legitimate and extenuating reasons as

determined by the Chef de Mission, s/he my be given permission by the Chef to keep the uniform. 8.4 Trading of Official Uniforms Participants at the first week of competition at the Canada Games cannot trade their Team Newfoundland and Labrador official uniform until all competition has been completed, and there is no longer any possibility that media interviews, medal presentations, or any other official functions or activities will take place. Participants at the second week of the Canada Games cannot trade their Team Newfoundland and Labrador uniform until the Canada Games Closing Ceremonies have concluded. 8.5 Competitive Uniforms The design and purchase of Canada Games competitive uniforms is the responsibility of each sport. Canada Games teams often choose to fundraise to purchase these uniforms, and although the team members themselves incur the financial costs of these purchases, the PSO has the responsibility of ensuring that the uniforms chosen and purchased by its teams are appropriate for Canada Games use. The type and size of all markings on all competitive attire (and other non-clothing items used by competitors) is strictly regulated by the Canada Games Council. The Commercialization/Sponsorship Policy section below should be carefully read and the Chef de Mission consulted before uniform design has been completed. When evaluating a competitive uniform for use at the Canada Games, the PSO considers, at minimum:

● that all sports must adhere to the colour scheme agreed upon by the Canada Games Council, as stipulated by the national sport organization in the sport technical package;

● that the Canada Games Council strictly regulates the use of advertising on competitive

attire, ceremonial uniforms, warm-up apparel and equipment, and imposes sanctions for all infractions that occur. The Chef de Mission should be consulted whenever the use of markings is being considered on any such items.

8.6 Canada Games Commercialization / Sponsorship Policy The Commercialization/sponsorship Policy of the Canada Games Council regulates the use of advertising on the competitive attire, ceremonial uniforms, warm-up apparel and equipment of athletes, coaches, and other team officials. Canada Games sanctions will be imposed for all infractions of this policy. Generally, the only markings permitted on any of these items listed above are:

● the name of the province. If a sport team chooses to include the name of the province on competitive uniforms, the full and official title - Newfoundland and Labrador - must be used;

● the Team Newfoundland and Labrador official Canada Games logo;

● the manufacturer’s name or trade mark logo. The size of manufacturer’s markings is

also regulated on many items. Individuals involved in the design or purchase of any of these items for use during the Canada Games should consult the Games Coordinator for further details of this policy. 8.7 Use of the Team Newfoundland and Labrador Logo Canada Games sport teams are permitted and encouraged to use the Team Newfoundland and Labrador logo on their competitive uniforms, provided that all Canada Games Council guidelines and the following conditions are met:

● the Chef de Mission is provided with an accurate description of how and where the logo will be used, and gives his/her permission for the specified use;

● the logo is reproduced in the exact fashion as provided by the Chef de Mission, with no

modifications to its design or format; Once permission has been provided to a sport team to use the Team Newfoundland and Labrador logo, the Chef de Mission will provide a digital copy of the logo to the team for use as approved.

9.0 Team NL Code of Conduct

Participation in the Canada Games is a privilege. Participants selected to represent the province of Newfoundland and Labrador at the Canada Games are expected to conduct themselves in a mature and sportsmanlike manner, from the beginning of training programs preceding the Games to their return from the Games. Team members should wear their provincial colours with pride, never participating in any activities which may impact the province in a negative manner. The Code of Conduct established by Team Newfoundland and Labrador outlines the standard of behaviour that is expected of its athletes, coaches, managers, chaperones and mission staff. Failure to adhere to the standard will result in disciplinary action to those involved. 9.1 Respect for Others

Team Newfoundland and Labrador supports equal opportunity for all, and forbids discriminatory practices. Team Newfoundland and Labrador members are expected to treat others with the utmost respect at all times. Comments or behaviours which are disrespectful, abusive, racist, sexist or offensive in any way not be tolerated. 9.2 Fair Play in Sport Team Newfoundland and Labrador strongly embraces the fair play philosophy, opposes any form of cheating, and encourages its coaches to promote fair play concepts to their athletes. All members of the provincial contingent are expected to compete to the best of their ability, and be gracious in victory and defeat. 9.3 Drug Free Sport Team Newfoundland and Labrador strongly opposes the use of substances and methods banned by the Canadian Centre for Ethics in Sport (CCES), and encourages coaches to promote the concept of drug-free sport to athletes. Team Newfoundland and Labrador conducts anti-doping education during the pre-Games period. Designed to discourage drug use through education, the campaign requires that each athlete complete an anti-doping course prior to departing for the Canada Games. Any person under suspension by their national sport governing body will not be eligible to participate in the Canada Games until the suspension has been lifted. If an athlete test positive for drugs at the Canada Games, or is found guilty of doping-related infraction (as determined by the CCES), or should any other person be found guilty of doping-related infraction, including the use of banned substances or methods as defined by the CCES, they will immediately be suspended from participating in the Canada Games, as per the Canada Games Council policy. An athlete’s competition results will be considered invalid from the time that a sample testing positive for a banned substance is collected. Competition results and provincial rankings will be adjusted, and medals and placings will be re-awarded as required. Results for team events will be adjusted accordingly if the individual has been involved in a team sport competition. These regulations apply regardless of when the positive test is confirmed, whether during or after the conclusion of the Canada Games. All participants are prohibited from the use of illicit or narcotic drugs, performance-enhancing drugs or doping-related methods. All participants must be prepared to submit to random drug testing during the pre-Games training period, and at any time during the Games. Any participant who refuses to submit to a random drug test will be considered to have tested positive and will be subject to the penalties that are associated with committing a major doping infraction.

An athlete receiving of a “positive” test will be immediately dropped from Team Newfoundland and Labrador and expelled form the Canada Games, and will be required to return home to Newfoundland and Labrador at his/her own expense. Information on drug-free sport is available through the Canadian Centre for Ethics in Sport at www.cces.ca. 9.4 Alcohol and Tobacco The consumption of alcohol and the use of tobacco products by minors is strictly prohibited at all times during the Canada Games, including during travel to/from the Games. A minor found in possession of alcohol or tobacco products will have the items immediately confiscated, and will be subject to further discipline as outlined in the disciplinary procedures of this manual. Adults are not to consume alcohol in the Athletes’ Village, nor be under the influence of alcohol at any time while performing official duties as a member of Team Newfoundland and Labrador. Intoxication at any time during the Canada Games, including travel to/from the Games is forbidden. Adults will refrain from smoking in the Athletes’ Village, at all official Team Newfoundland and Labrador activities and functions, and at practice and competition sites and venues. 9.5 Ceremonial / Official Functions and Dress Code All Team Newfoundland and Labrador participants are required to attend:

● the Canada Games Opening and/or Closing Ceremonies; ● the Opening and Closing Ceremonies for their sport; ● all official Team Newfoundland and Labrador functions.

Members must be attired in the full Team Newfoundland and Labrador uniform at these functions, and during any other functions when requested by the Chef de Mission, in accordance with the Dress Code. In the case of a conflict with scheduled competitive or training event, the Head Coach may request permission from the Chef de Mission for the team/athlete to miss the required function. 9.6 Residence All athletes, coaches, managers and chaperones will reside in the Athletes’ Village and will comply with all rules established by the Host Society. 9.7 Curfew Participants must adhere to the Host Society’s curfew of 12:00 midnight. However, all lights in sleeping areas will be extinguished at 11:00 p.m., following which quite time must be

observed. After 11:00 p.m., residents who are not ready to retire for the evening must leave sleeping area for a common room or television room to ensure that those who wish to sleep, or must sleep due to an early competition, will be able to do so. At 12:00 midnight, all athletes, coaches, managers and chaperones must be in bed and quiet. Individuals who break curfew will be disciplined as outlined in the Discipline section of this manual. It should be noted that individual coaches have the discretion of setting an earlier curfew for their team should they wish to do so.

10.0 Coaches and PSO’s Disciplinary Procedures

All managers of Team Newfoundland and Labrador, including its athletes, coaches, managers, chaperones and mission staff, are expected to meet the standard of behaviour outlined in the Code of Conduct detailed in this manual. Much effort is made to ensure that all members know and understand the expectations placed upon them as representative of Newfoundland and Labrador at the Canada Games through the use of member agreements. When breaches of the Code of Conduct occur, offenders are subject to the review process and disciplinary sanctions outlined below. 10.1 Disciplinary Roles at the Games The Head Coach of each sport team will be responsible for dealing with minor infractions committed by athletes, and is expected to administer disciplinary sanctions when necessary. The Head Coach is encouraged to complete and submit a copy of an Incident Report (see Appendix D) for all minor infractions in the event that incidents re-occur or escalate in severity. A Disciplinary Committee will be responsible for dealing with minor infractions committed by a coach, manager, chaperon or mission staff member and for dealing with all major infractions. The Committee will consist of three individuals appointed by the Chef de Mission as follows:

● In the case of an athlete being disciplined, the Committee consists of the Chef de Mission (Chair), the mission staff member assigned to the team in question, and coach of another sport team.

● In the case of a Coach, Manager of Chaperon being disciplined, the Committee consists

of the Chef de Mission (Chair), the mission staff member assigned to the team in question, and a peer of the individual being disciplined.

● In the case of a mission staff member being disciplined, the Committee consists of the Assistant Chef de Mission (Chair), a representative of the Canada Games Council, and a peer from another province.

An Appeals Committee appointed by the Canada Games Council will deal with appeals of disciplinary decisions regarding both major and minor infractions. The appeals process is not automatic. Appeals will only be heard if it is determined that there has been an error in process, an error in fairness, or if new facts or evidence are available. A Team member who is the subject of a Disciplinary and/or Appeal Committee hearing has the right to enlist the assistance of an Advocate. The Advocate may be any member of Team Newfoundland and Labrador and advises the member being disciplined of his/her rights, provide support, and speaks on behalf of the individual, if requested. If the member is unable to ensure Advocate, the Assistant Chef de Mission will appoint one. 10.2 Infractions and Sanctions Infractions have been divided into two levels, each of which as dealt with through a different process and set of disciplinary sanctions: Minor Infractions Minor infractions include, but are not limited to:

● possession or use of tobacco products my minors;

● use of tobacco products by adults in the Athletes’ Village, at official Team Newfoundland and Labrador activities or functions, or at competition or practice sites and venues;

● failure to adhere to the quiet time policy of the Athletes’ Village;

● lateness for or absence from Team Newfoundland and Labrador meetings or functions;

● failure to adhere to the Team Newfoundland and Labrador Dress Code;

● other similar infractions deemed to be of minor severity.

Once a Team Newfoundland and Labrador member commits three minor infractions, all subsequent infractions will be considered major infractions. This is referred to as the “three strike” rule - the fourth and all subsequent infractions are considered major infractions regardless of their nature. One or more of the following disciplinary sanctions will be applied as a result of the occurrence of a minor infractions:

● the imposition of an earlier curfew;

● the issuing of a verbal or written reprimand;

● the delivery of a formal verbal apology in the presence of witnesses;

● the delivery of a formal written and hand-delivered apology;

● suspension from specified Team Newfoundland and Labrador activities, which may

include suspension from the next scheduled competition;

● other similar disciplinary actions as may be decided by the Head Coach or Disciplinary Committee.

Major infractions Major infractions include, but are not limited to:

● the commitment of a fourth minor infraction of any nature, and all subsequent minor infractions during a Canada Games (ie. the “three strike” rule);

● disrespectful, offensive, abusive, racist or sexist comments or behavior;

● unsportsmanlike conduct, including disrespect for officials or opponents;

● curfew violations;

● any activity or behaviour which disrupts competition;

● possession or use of alcohol by a minor at any time;

● disruptive behavior that may lead to damage at a competitive venue, athletes village, or

any facility in the Host region;

● use of alcohol by an adult within the Athletes’ Village, or being under the influence of alcohol while performing official duties as a member of Team Newfoundland and Labrador;

● intoxication at any time;

● doping-related infractions (as defined by the Canadian Centre for Ethics in Sport);

● use of illegal drug substances;

● pranks, jokes, or other activities which endanger the safety of others;

● a coach, manager, chaperon or mission staff member ignoring, not reporting, or not administering sanctions for breach of the Team Newfoundland and Labrador Code of Conduct;

● other infractions deemed to be severe nature by the Disciplinary Committee.

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

● revoking of the Team Newfoundland and Labrador official uniform;

● removal of Athletes’ Village privileges;

● confinement of the athlete to his/her room at the Athletes’ Village for a prescribed period of time;

● suspension from Games competition or from Games ceremonies and functions;

● withdrawal of return travel privileges with Team Newfoundland and Labrador, thereby

thereby requiring that the individual finance an make his/her own travel arrangements;

● immediate expulsion from the Canada Games, which includes the revoking of free return travel from the Canada Games, thereby requiring that the individual finance and make his/her own travel arrangements;

● other disciplinary measures as considered appropriate by the Disciplinary Committee.

Individuals who are expelled from the Canada Games and are required to finance their return trip home will be barred from all future involvement and participation in the Canada Games as a representative of Newfoundland and Labrador, as an athlete, coach, manager and/or mission staff member. Incidents involving a number of team members may result in the full team receiving disciplinary action. Additional disciplinary action may be imposed on the offender by the appropriate provincial sport organization at any time following the conclusion of the Canada Games, and may include suspension from future Canada Games and other competition. In addition to the disciplinary sanctions outlined in this policy, the Chef de Mission, the Assistant Chef de Mission or an employee of of the Recreation and Sport Division serving as a

mission staff member may contact the police concerning the behaviour of any Team Newfoundland and Labrador member, should it be deemed appropriate. 10.3 Disciplinary Procedures Minor Infractions (Athletes) All minor infractions are to be reported to the Head Coach who will determine appropriate disciplinary action according to the guidelines provided in this manual. The athlete being disciplined must be provided the opportunity to respond to the allegations. The Head Coach must advise the mission staff member assigned to the team of the situation, and keep a record of all minor infractions by completing an Incident Report (see Appendix D), a copy of which is forwarded to the Assistant Chef de Mission through the mission staff member. Minor Infractions (Coaches, Managers, Chaperones, Mission Staff) Minor infractions committed by a coach, manager, chaperon or mission staff member are dealt with by the Disciplinary Committee according to the hearing process outlined in the “Major Infractions” section below. Major Infractions

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

2. The individual who has committed the major infraction will be advised by the Assistant

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

3. As soon as possible following the reporting of a major infraction, a Disciplinary

Committee hearing will be convened which observes the following conditions

● the individual being disciplined will be given prior notice of the meeting and will have the right to address the Committee;

● the individual being disciplined may be accompanied by an Advocate of his/her

choosing;

● the meeting will be held in a private and all proceedings will remain confidential;

● the Committee may request that witnesses to the incident be present at the

meeting to provide evidence.

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

5. A copy of the Committee’s decision will be forwarded to the Chef de Mission and the

games Coordinator for distribution to the respective PSO President and Executive Director.

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

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

2. If the form is received by the stipulated deadline, the Chef de Mission passes the

Request for Appeal on to the Canada Games Council for action.

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

4. If an appeal hearing is granted, the Canada Games Council conducts the hearing in

accordance with its established procedures. This process may result in the disciplinary decision being upheld, modified or reversed. This Canada Games Council process it the

highest authority available to the disciplined Team member, and as such, its decisions are final.

5. The Canada Games Council will notify the appellant of the outcome in writing and a

copy will be forwarded to the Chef de Mission. The Chef de Mission will forward a copy to the appellant’s parents/guardians if the member is under the age of 19 and to the applicable provincial sport organization.

11.0 Appendices

● Agreements

27.0    

October 18, 2011      

   Department of Tourism, Culture and Recreation          Policy  Handbook    

Newfoundland  and  Labrador  Games                                    

             

Table of Contents I INTRODUCTION: An Overview of the Newfoundland and Labrador Games Program II OBJECTIVES III HR POLICIES: Roles and Responsibilities

A. The Government of Newfoundland and Labrador

B. Sport Newfoundland and Labrador

C. Games Advisory Board

D. The Provincial Sport Organizations

E. The Sport Technical Chairpersons

F. The Sport Convener

G The Municipal Council

H The Host Committee

I Coaches

J Team Managers

K Athletes

L Officials

IV ADMINISTRATION POLICIES

A Program and Administration B Regional Boundaries C Games Financing D Visual identify and Graphic Standards E Government acknowledgement F Insurance G Host Committee H Games Venues I Transportation

V SPORT RELATED POLICIES

A Sport Selection

B Expressions of Interest C Evaluation Criteria D Eligibility E Athletes, Coaches, Managers and Officials F Regional Teams G Additions and Substitutions H Penalties for Ineligibility I Competition J Behaviour and Discipline

VI PROTOCOL POLICIES A Ceremonies, Medals and Awards

I. INTRODUCTION An Overview of the Newfoundland and Labrador Games The Newfoundland and Labrador Games is a program of the Government of Newfoundland and Labrador. Held every second year, alternating winter and summer, the Games is the largest multi-sport event staged for the youth of the province, bringing together young athletes from 11 to 18 years of age from all regions of the province to share in the spirit of athletic competition. Initiated in 1974 as a series of regional competitions held in different locations in the province, the first multi-sport event of the present format was hosted by the region of Corner Brook - Stephenville in the summer of 1976. In 2000, at the special invitation of the Government of Newfoundland and Labrador, St. Pierre and Miquelon participated in the Newfoundland and Labrador Games for the first time. This multi-cultural element will continue in future years as the province’s French neighbours continue to be invited to participate. Designed to generate participation in sport and to foster sportsmanship and the development of athletic skills, the Newfoundland and Labrador Games is considered by some participants to be the highlight of their sporting experiences. The NL Games are also a fantastic opportunity to reinforce messages and practice around healthy eating as the NL Games are required to follow the school food guidelines for healthy eating. The NL Games are also a smoke free event. Eight regions participate in the Newfoundland and Labrador Games and compete for three awards: The Premier’s Cup: Awarded to the region accumulating the highest number of points at the Games; The Sport Newfoundland and Labrador Trophy: Presented to the region showing the most improvement from one seasonal Games to the next; The Lieutenant Governor’s Award: Awarded to the region best demonstrating the overall spirit of friendly competition and sportsmanship - the essence of the Newfoundland and Labrador Games. Each Newfoundland and Labrador Games involves up to 1600 athletes, coaches and managers competing in a variety of sports and requires the efforts of hundreds of enthusiastic and hard-working volunteers, some for as long as several years. A successful event requires dedication and considerable planning by the Host Committee. It includes fundraising to meet the Committee’s financial requirements to stage the event. Although local Host Committees are provided much leeway to personalize and brand their event as their own, there are rules and regulations which govern the Games program. This booklet details these requirements and provides the parameters within which Host Committees must work in planning a Games.

II OBJECTIVES The Newfoundland and Labrador Games has an impact on the province at several levels and in several ways. It leaves its mark on the province’s youth, sport organizations, communities and regions, as well as providing a developmental opportunity for sport itself. The specific objectives of the Newfoundland and Labrador Games are: 1. Participation 1.1 to provide the opportunity for young Newfoundlanders and Labradorians to

participate in the NL Games either through the regional qualifiers or the actual NL Games;

1.2 to stimulate interest in amateur sport at the community level through local and

regional qualifiers/selection competitions and the NL Games; 2. Healthy Living

2.1 to support youth to understand the importance of healthy living choices. 2.2 to encourage participants to make healthy food choices, to participate in physical

and social activities and participate in the Games and demonstrate pride as they represent their community.

2.3 The NL Games promote a smoke free environment for all participants and

spectators. Participants will be encouraged to embrace the smoke free policy and make decisions to be smoke free

2.4 to support the engagement of volunteerism before, during and after the Games

3. Excellence 3.1 to foster the improvement of sport skills and personal achievement; 3.2 for some sports, to identify athletes with the potential to proceed to higher levels of

competition;

3.3 for some sports, to use the NL Games in their sport development model and recognize it as part of the sport development progress

3.4 to identify athletes for consideration for participation in the Canada Games

4. Sport Development

4.1 to give Provincial Sport Organizations increased public exposure through the publicity of the Newfoundland and Labrador Games;

4.2 to provide opportunities for Provincial Sport Organizations to attract new members;

4.3 to provide competition at a level which will best serve the development needs for each sport in each region of the province;

5. Fair Play

5.1 to encourage the development of team spirit and a sense of fairness and good

judgement in competition;

5.2 to provide competitive opportunities which utilize and demonstrate the concepts of fair play;

6. Culture and Unity

6.1 to strengthen friendships among youth from different areas of Newfoundland and Labrador and to encourage provincial unity;

6.2 to encourage interaction and friendships between aboriginal youth competing in the

NL Games and all other participants;

6.3 to encourage interaction and friendships between participants from St. Pierre and Miquelon and those from Newfoundland and Labrador;

6.4 to allow opportunity for the involvement of varied cultural activities;

7. Development

7.1 to be a catalyst for recreation and community development.

7.2 to be a catalyst to help communities increase capacity

III HR POLICIES Roles and Responsibilities A. The Government of Newfoundland and Labrador The Newfoundland and Labrador Games is a program sponsored and supported by the Government of Newfoundland and Labrador. The Government of Newfoundland and Labrador, through the Department of Tourism, Culture and Recreation, Recreation and Sport Division, maintains ownership of and responsibility for the philosophy, objectives, rules and regulations, policies and procedures, and overall direction of the Games. The Games program is administered by Recreation and Sport Division in partnership with Sport NL, the Games Advisory Board and the Host Community.

The Government of Newfoundland and Labrador: 1.0 sets policies and procedures for the planning and implementation of the Games; 1.1 ensures that each Newfoundland and Labrador Games uphold the spirit, philosophy,

objectives, rules, regulations, policies and procedures of the Games program; 1.2 issues requests for proposals to host the NL Games, reviews bids and selects the Host

Community; 1.3 works with the Games Advisory Board to solicit and evaluates expressions of interest

from Provincial Sport Organizations to participate in the Games; 1.4 provides an operating grant of $200,000 to the Host Municipality for use by its Games

Host Committee as well as financial support for all provincial travel for teams that qualify to attend the NL Games;

1.5 sits as an ex-officio on the Host Committee to provide guidance and assistance and to

ensure that the Games are organized and delivered as required; 1.6 sets the guidelines and parameters that the Host Committee operates within in

organizing and administering the Newfoundland and Labrador Games; B. The Games Advisory Board In 2010, the Government of Newfoundland and Labrador contracted Sport NL to manage the NL Games Program. While government will retain the role of policy and direction setting, Sport NL will be the program deliverers. Supporting them will be a hired staff person, the Games Coordinator and a NL Games Advisory Board. The Games Advisory Board (recommendations) Chair: Games Coordinator Past Games Chairperson Government Representative PSO Representatives (2) Chef de Mission: Canada Games Sport NL Rep

School Sports NL Rep Recreation NL Rep Some of the duties of the Games Advisory Board are to 1.1 make recommendations to the Government of NL regarding the NL Games objectives,

policies and procedures 1.2 oversee the implementation of key directives of the NL Games Review document;

specifically regional boundaries for the Games; CS4/LTAD conformity by PSOs involved in the NL Games, community capacity and sport involvement in the Games, issues of all-starism and sport selection, coaching certification requirements, and funding issues along with human resource issues

1.3 work with the Department of Tourism, Culture and Recreation to solicit and evaluate

expressions of interest from Provincial Sport Organizations to participate in the Games 1.4 confirm the sports to be included in the Games; 1.5 give final approval for all sport technical packages; 1.6 give final approval of all sport schedules for the Newfoundland and Labrador Games; 1.7 coordinate the appeal process (MORE TO BE ADDED) C. SPORT NEWFOUNDLAND AND LABRADOR (through the Games

Coordinator)

1.0 the Games Coordinator sits on the Host Committee as an ex-officio to provide guidance and assistance and guidance for all matters related to the NL Games;

1.1 is the official liason with the Provincial Sport Organizations and the Sport Technical

Chairpersons participating in the NL Games; 1.2 coordinates regular meetings of the Technical Chairpersons of the sports included in

the Games; 1.3 coordinates with the Host Committee, all requests by Provincial Sport Organizations for

equipment, officials, volunteers and volunteer job descriptions, requests for financing of their sport and other logistical concerns of the Provincial Sport Organization;

1.4 assists Provincial Sport Organizations with the promotion of the Regional Qualifiers; 1.5 prepares and distributes the Newfoundland and Labrador Games Technical Handbook

to the Provincial Sport Organizations, media, and other interested sport personnel, eight (8) months before the start of the Games;

1.6 supports and guides the Host Registration committee with the registration of Games participants, in cooperation with the Technical Chairperson and facilitates communication of the registration information amongst Games personnel;

1.7 supports and guides the Host Committee in producing the Newfoundland and Labrador

Games Participant Handbook and assists in the distribution of the Handbook to all athletes, coaches, managers, parents and Provincial Sport Organizations;

1.8 assists the Host committee with the finances and coordination of transportation to/from

the Games for athletes, coaches, managers and approved major officials from outside the Host Region;

1.9 assists the Host Committee in the development of a certificate of participation for

Games participants; 1.10 regularly update the NL Games documents and web site 1.11 responsible for ensuring the that all files are collected and retained (reports, minutes,

working documents, budgets, final results, to facilitate transfer of knowledge 1.12 works with the committees of the Host Committee to provide direction and guidance,

sometimes Chairing Committees with the Games Manager to ensure good communication and progress is being met

1.13 together with the Games Manager, monitors the progress of the Games Host

Committee 1.14 maintains the NL Games web site 1.15 helps to coordinate the Regional Qualifiers including the funding program, dates,

communications and follow up 1.16 conducts an economic impact analysis of each Games within one month of the

conclusion of the Games D. The Provincial Sport Organizations The sports included in the Newfoundland and Labrador Games vary from Games to Games. The Provincial Sport Organizations are relied upon to provide technical expertise and administrative assistance in preparation for their sport=s involvement in the Newfoundland and Labrador Games. The Provincial Sport Organization: 1.0 is required to ensure that their Provincial Sport Organization has received the “Sport

Inclusion” application and that it is completed and sent to the Provincial Games Coordinator by the deadline noted on the application;

1.1 within two weeks of the announcement that their sport will be included in the Newfoundland and Labrador Games, appoints a Technical Chairperson to liaise with the Provincial Games Coordinator and the Host Committee respectively, on all matters relating to its sport and to generally oversee the organization and operation of all Games-related sport competition previous to and during the Games;

1.2 notifies the Provincial Games Coordinator, by letter from its President, of the name of

the individuals appointed to serve as the sport’s Technical Chairperson and works with the Host Committee to identify and mutually acceptable Convener;

1.3 supports the Technical Chairperson in the performance of his/her duties (NOTE THAT

THE TECHNICAL CHAIRPERSON or his/her APPOINTEE IS EXPECTED TO RUN THE SPORT COMPETITION DURING THE NL GAMES);

1.4. encourages participation in the sport’s regional qualifiers or selection competitions and

ensures that as many regions as possible are represented; 1.5 sanctions all competitions used to select athletes and teams to compete at the Games

and submits written confirmations of all sanctioned competitions; 1.6 for each region of the province, appoints a coordinator to organize the regional

qualifiers or selection competitions taking place in their region; 1.7 supervises the regional coordinators, who work on behalf of the PSOs, to organize and

administer the regional qualifiers, promotes and provides facilities, equipment and qualified officials for all regional qualifiers or selection competitions for the sport;

1.8 provides qualified officials for its sport for the Newfoundland and Labrador Games and

where shortages exist in the Host Community, offers workshops to train officials in that region;

1.9 develops the policy for coach and manager selection for regional teams and gives

approval of the coaches and managers for the regional teams attending the Games; ensures that each coach has attained all required credentials and meets all of the eligibility requirement necessary to coach at the Games;

1.10 provides the following insurance coverage for its athletes, coaches and managers:

• medical insurance for Games regional qualifiers/selection competitions and the Newfoundland and Labrador Games; and

• liability insurance for regional qualifiers and selection competitions.

• is responsible for ensuring that Provincial Sport Organizations do not schedule

provincial sport competitions during the days that their sport will be participating in the Games;

This is normally done by ensuring that all athletes, coaches, managers and officials are members of their PSO.

1.11 is responsible for notifying communities (through Public Service announcements in the

media) about the regional qualifiers/selection camps; 1.12 forwards regional qualifier or selection competition records and statistics when

requested; 1.13 ensures that all regional teams representing its sport at the Games are aware of all

policies, procedures, rules, regulations and technical and eligibility requirements of the Games, and are properly registered to participate at the Games by the stated deadline;

1.14 continues to monitor the Sport’s development, ensuring that the sport will be

represented in the required number of regions (five). 1.15 ensures that the Sport Technical Chairperson meets the logistical and operational

requirements imposed by the Host Committee, and Games policies are met

E. The Sport Technical Chairpersons The Sport Technical Chairpersons are appointed by and report to their Provincial Sport Organization to provide technical expertise and are generally responsible for overseeing the coordination and operation of competition in their sport for the regional qualifiers/ selection competitions and the Games competition. The Sport Technical Chairpersons: 1.0 are the authority for all technical matters and logistics relating to Games competition

for their sport. The Director of Sports and Officials, Venues and Integration and the Games Sport Conveners shall take direction from and report to the Technical Chairpersons for each sport;

1.1 are aware of all Games policies, rules, deadlines and methods of operation; 1.2 develop the sport technical packages and competition schedules for their sport for the

regional qualifiers/selection competitions and Games competition; 1.3 submit the sport technical package to the NL Games Cooridnator for inclusion in the

Newfoundland and Labrador Games Technical Handbook; by the deadline set by the Recreation and Sport Division

1.4 work with the Provincial Sport Organization, the Newfoundland and Labrador Games

Coordinator and the Host Committee in identifying the facility specifications required, the equipment and administrative needs for the Games, the volunteers and their job descriptions, the officials needed to run the competition at the Games, the sport schedules for the Regional Qualifiers and the Games competitions and other concerns that arise from day to day pertaining to the sport’s involvement;

1.5 compile a complete mailing list of all major officials involved in the Games

1.6 communicate with and provide direction to the regional qualifier’s Coordinators for the

regional qualifiers or selection competitions, ensuring that the regional competition is of the same format as the Games competition and that all Games rules and policies for team selection are followed;

1.7 communicate on a regular basis with potential athletes, coaches and managers for the

sport; 1.8 ensure that all regional teams representing its sport at the Games are (a) aware of all

policies, procedures, rules, regulations and technical and eligibility requirements of the Games, and (b) are properly registered to participate at the Games by the stated deadline;

1.9 attend meetings called by the Games Coordinator; 1.10 work with the Sport Convener from the Host Committee’s Sport Sub-Committee to

ensure that the Competition runs smoothly; 1.11 oversee the Games competition and is the chief Technical contact on all matters

pertaining to the sport competition; 1.11 Chairs the Technical Protest committee. 1.12 insures that the logistical and operational requirements for participation in the NL are

met. This includes meeting all registration deadlines, ensuring that all regional teams meet the requirements of the Technical package, ensuring that there are sufficient “major” officials for all Games competitions and responds to all requests from the Host Committee for information necessary for them to fulfill their mandate.

F. The Sport Convener The Sport Conveners are appointed by the Host Committee (and are always from the host municipality. (Proposed candidates must first be approved by the respective PSO). The Sport Conveners report to the Technical Chairperson for their sport and also to the Director of Sports and Officials, Venues and Integration . He/she is generally responsible for overseeing the coordination and operation of the logistical requirements in the Host Municipality for the Games competition. The Sport Conveners 1.0 are the PSO’s representative on the Host’s Sport Committee and represent their PSO

at all Sport Committee meetings The Games Sport Convener shall take direction from the Technical Chairpersons for their sport;

1.1 are members of the Director of Sports and Officials, Venues and Integration’s Sub-

Committee; 1.2 are aware of all Games policies, rules, deadlines and methods of operation;

1.3 work with the Technical Chairperson to follow the sport technical package and

competition schedules for their sport for the Games Competition; 1.4 are responsible for documenting and relaying any concerns pertaining to facility,

equipment, officials, actual competition and any other logistics to the Director of Sports and Officials, Venues and Integration;

1.5 promoting the sport in the Host Region and assists the Host Committee in ensuring

that their sport has a Host team; 1.6 coordinating an Official’s clinic in the region for either Major officials or Minor officials, if

need be. G. The Municipal Council The Newfoundland and Labrador Games may be hosted by one municipality alone, or several municipal councils can cooperate to jointly host a NL Games.

The Municipal Council: 1.0 appoints a group of qualified and committed individuals to prepare a Proposal to

host the NL Games, the “Bid”

1.1 finances the preparation of the bid proposal;

1.3 formally endorses the proposal in the manner specified by the Newfoundland and Labrador Games Bid Requirements and Procedures Guide, thereby accepting responsibility for all program and financial aspects of the proposed Games as outlined, should the “Bid” be successful;

1.4 immediately upon being awarded the right to host a Newfoundland and Labrador

Games:

∀ appoints an individual to serve as the Chairperson of the Host Committee;

∀ co-signs, with the Chairperson of the Host Management Committee,

the Newfoundland and Labrador Games Host Memorandum of Understanding as required by the Government of Newfoundland and Labrador;

∀ ensures a smooth and orderly transition of function from the

Municipality to the Host Committee and ensures that the Host Committee understands its responsibilities and obligations, and delivers the Games as outlined in the Games Bid submission;

∀ appoints the Mayor, or his/her designate who shall be either an

elected councillor or a full-time permanent staff member of the municipality (eg. the Recreation Director), to serve as a voting

member on the Host Committee to oversee preparations for the Games, particularly the financial operations;

1.5 covers any financial deficit incurred by the Games.

H. The Host Committee The Host Committee takes full responsibility, on behalf of the municipality, for the planning and implementation of all aspects of the Games as outlined in the bid document (note that the Provincial Government is not bound to the content of the submitted bid document and may request modifications to what was proposed especially if the Bid does not meet the policy requirements). Decades of successfully hosted Games and numerous Games reports have confirmed that the most successful and efficient structure for the Host Committee is one that has a core committee that meets to discuss issues outside of the operational requirements of the main committee Directors and one that has all volunteers recognized as a Host Committee (not a two tier system). Total transparency and improved communications were issues raised through numerous conversations and reports from past games. Consequently in 2010 – 2011, revisions were made to the Host Committee Structure and detailed packages to support the work of those involved were developed. Host Committees who wish to deviate from the suggested model presented in the ensuing pages will be required to discuss these changes with the Recreation and Sport Division and obtain approval for such change. The Host Committee (22 individuals) shall be composed as follows: CORE COMMITTEE . The Core Committee is responsible for appointing remaining positions on the Host Committee, and for emergency meetings requiring quick decisions or confidential discussions; Meetings called at the discretion of the Chair

• Chairperson (one) • Secretary • Municipal Representative • Director of Finance

REMAINING MEMBERS OF THE HOST COMMITTEE

• Director of Sports and Officials, Venues and Integration • Director responsible for Athlete Accommodations • Director responsible for Food Services • Director responsible for Ceremonies and Protocol • Director responsible for Games Security • Director responsible for Communications • Director responsible for Transportation • Director responsible for Promotions and Public Relations, Entertainment and Culture • Director responsible for team Registration • Director responsible for Competition Results, Awards and Technology

• Director responsible for Volunteers • Director responsible for Medical Services • Director responsible for Volunteers • Director responsible for Friends of the Games

Ex-Officio

• Games Coordinator • Games Manager • Legal Advisor • Government Consultant

1.0 The Host Committee Chairperson shall be appointed by the Host Municipality’s

Council. The Chairperson together with a Municipal representative appointed by Council shall appoint the remaining positions on the Host “Core Committee;” The Core Committee shall appoint the remaining members of the Host Committee;

1.1 The Host Committee is accountable to the Municipal Council; 1.2 The Director of Finance shall be an individual who holds a professional accounting

designation; 1.3 The Host “Core” Committee shall hire the Games Manager (procedures for hiring shall

follow the same process as the Public Service Commission); The Host Committee:

1.4 incorporates as a not-for-profit organization; 1.5 ensures that the Games are delivered as detailed in the bid application/document

submitted to and approved/modified by the Recreation and Sport Division; 1.6 abides by the Government of Newfoundland and Labrador policies and procedures

governing purchasing and tendering, conflict of interest, and others when specified by the Recreation and Sport Division;

1.7 develops policies and procedures for risk management, human resources (eg. training,

volunteers), Athlete’s Village and others; 1.8 in consultation with the Recreation and Sport Division, develops job descriptions for

each Committee positions (The NL Games Operation’s Manual has existing job descriptions), paid staff and other key volunteers;

1.9 manages human resources matters relating to paid staff and Management Committee

members, such as accountability, job performance, conflict resolution, appointments, resignations, etc;

1.10 acquires adequate and appropriate insurance liability, vehicle and property coverage

as required;

1.11 oversees office and administration matters, such as the establishment and supervision of the Games Headquarters; the acquisition and maintenance of computer hardware and software; general office operations and procedures, storage areas, inventory etc.;

1.12 raises all additional funds (beyond the operating grant provided by the Government of

Newfoundland and Labrador) required to plan and implement the Newfoundland and Labrador Games;

1.13 inventories all Games assets and tables a post Games disposal plan including any

financial surplus J. COACHES

1.0 provide overall leadership to the team, and supervise other team staff;

1.1 instill the spirit of the Newfoundland and Labrador Games in each athlete; 1.2 prepare the athletes to achieve the best possible competitive results, in a fair and

sportsmanlike manner; 1.3 ensure that all sport team members know, understand and adhere to the Code of

Conduct; 1.4 abide by and enforce all rules established by the Provincial Sport Organization, the

Recreation and Sport Division, and the Host Committee; 1.5 supervise athletes and are responsible for their conduct before, during and

immediately after the Games, including during travel to and from the Games; 1.6 reside in the Athletes’ Village during the Games; 1.7 must be at least nineteen years of age as of the first day of the Games and follow all

PSO rules and requirements. K. TEAM MANAGERS

1.0 take charge of team administration, including uniform ordering and allocation, budget

and finances, athlete and team registration, writing and submission of administrative reports and forms, transportation, and other administrative items as required;

1.1 abide by and enforce all rules established by the Provincial Sport Organization, the

Recreation and Sport Division and the Host Committee; 1.2 supervise athletes and are responsible for their conduct before, during and after the

Games, including during travel to and from the Games; 1.3 reside in the Athletes’ Village during the Games;

1.4 must be at least nineteen years of age as of the first day of the Games and follow all PSO rules and requirements.

L. ATHLETES

1.0 compete to the best of their ability, in a fair and sportsmanlike manner; 1.1 abide by the Fair Play Codes for Athletes and Spectators (see Appendix B); 1.2 know, understand and abide by the Code of Conduct established for the Newfoundland

and Labrador Games; 1.3 abide by all rules established by the Provincial Sport Organization, the Recreation and

Sport Division and the Host Committee; 1.4 reside in the Athletes’ Village during the Games; 1.5 obey the laws of the Criminal Code of Canada;

M. OFFICIALS (major) 1.0 must be a minimum of 19 years of age as of the first day of the Games; exceptional

circumstances will be assessed on an individual basis; 1.1 abide by the Code of Conduct established for the Newfoundland and Labrador Games; 1.2 abide by all rules established by the Provincial Sport Organization, the Recreation and

Sport Division, and the Host Committee; 1.3 will not be financially compensated by the Host Committee, the Host Municipality or the

Recreation and Sport Division for their officiating duties while at the Games; 1.4 will be provided travel aboard the official travel service provided to the athletes,

coaches and managers. Travel/other personal arrangements without Government authorization will not be compensated;

1.5 must be recruited from the Host Community/Region wherever possible

IV: ADMINSTRATION POLICIES A. PROGRAM 1.1 The Newfoundland and Labrador Games is a program of the Government of

Newfoundland and Labrador, which maintains ownership of and responsibility for the philosophy, objectives, rules, policies and procedures and overall control of the Games through the Recreation and Sport Division.

1.2 The Newfoundland and Labrador Games shall be an independent event, not staged in

relationship to, as part of, or together with any fair, exhibition, or other similar event. 1.3 Eight provincial regions shall be eligible to compete in the Newfoundland and Labrador

Games as follows: 1. Host Region 2. St. John’s/North 3. Mount Pearl/South 4. Avalon 5. Eastern 6. Central 7. Western 8. Labrador (note that St. Pierre et Miquelon are invited to participate in every NL Games and comprise a 9th region if they accept the invitation). Geographical boundary descriptions for these regions follow this section. 1.4 The Newfoundland and Labrador Winter Games shall take place over no more than a

one week period between the beginning of the last week of February and the end of the first week of March in a designated Games year.

1.5 The Newfoundland and Labrador Summer Games shall take place over no more than

a one week period within the middle two weeks of August in a designated Games year;

1.6 The number of participants, athletes, managers and coaches combined, in the

Newfoundland and Labrador Games shall not exceed 1600 in any one Games (recognizing that the NL Games Advisory Board in consultation with the Government of NL accepts sports into the Games and projects the number of participants this will yield) . This number may rise over 1600 if the projection is inaccurate. The participants will still be allowed to compete if this is the case.

1.7 The Newfoundland and Labrador Games shall be staged in a dignified manner in

accordance with the principles, rules, policies and procedures appearing in the Newfoundland and Labrador Games Policy Handbook and the Newfoundland.

1.8 The Recreation and Sport Division shall review and provide final approval on all protocol matters relating to the Games Opening and Closing Ceremonies, sport-specific Opening and Closing Ceremonies and medal presentations of the Games;

1.9 The Host Committee shall present each athlete, coach and manager who participated

in the Games with a specially designed certificate of participation within six months of the Games Closing Ceremony.

1.10 PSO’s recognized by the Recreation and Sport Division will refrain from scheduling

any sport competitions or camps during the week of the Games, for athletes 11 - 18 years of age.

B: REGIONAL BOUNDARIES 1.1 The geographical boundaries of the regions competing in the Newfoundland and

Labrador Games shall be as follows: The Host Region - shall be defined on a Games-by-Games basis by the Games

Advisory Board in consultation with the Host Committee; final decision rests with the Games Advisory Board

St. John’s/North - St. John’s and north to Cape St. Francis, Bell Island, Torbay,

Portugal Cove-St. Philips and Petty Harbour-Maddox Cove. Mount Pearl/South - Mount Pearl, Paradise, and all communities on the Southern

Shore from Bay Bulls to Trepassey inclusive. Avalon - generally, all communities on the Avalon Peninsula and Isthmus of Avalon

which are not included in the St. John’s/North and Mount Pearl/South regions, up to and including Arnold’s Cove. This includes Conception Bay South to Holyrood; the Conception Bay north shore (Conception Harbour to Grates Cove); the Trinity shore (Old Perlican to Blaketown) and up to Arnold’s Cove; the areas surrounding Long Harbour, Whitbourne, and Placentia; the Cape Shore and St. Mary’s Bay up to but excluding Trepassey.

Eastern - northwest but excluding Arnold’s Cove, including the Bonavista Peninsula,

the Burin Peninsula west to Pool’s Cove inclusive; Clarenville and northeast to Gambo but not including Gambo.

Central - Gambo and west to Hampden, north to Notre Dame Bay and south to the

south coast. This includes Bonavista North (Hare Bay, Wesleyville, Musgrave Harbour, Gander Bay); Gander; Fogo Island; Twillingate, Lewisporte; Botwood; Bishop’s Falls; Grand Falls - Windsor south to Harbour Breton; west of Harbour Breton to include François; east of Harbour Breton to (but exclusive of) Pool’s Cove; Springdale and the Baie Verte Peninsula south to Hampden.

Western - west of Hampden, including the Northern Peninsula, and all communities

west of François. Labrador - all parts of Labrador

(Note that PSOs may make application to the Games Advisory Board for modifications to the preceding Games region if the PSO feels such a modification is in the best interest of the developmental needs of the sport) C: GAMES FINANCING 1.1 The municipal council of the Games host community is financially responsible for the

Newfoundland and Labrador Games and is liable for any deficits incurred by the Host Committee.

1.2 The Recreation and Sport Division shall provide an operating grant of $200,000 to the

host municipality for use by its Games Host Committee. This operating grant shall be available to the municipality in the fiscal year in which the Games are taking place.

1.3 No additional funding shall be provided by the Recreation and Sport Division for capital

costs; 1.4 All funds required to plan and implement the Newfoundland and Labrador Games

beyond the operating grant provided by the Recreation and Sport Division shall be fundraised by the Games Host Committee.

1.5 The Recreation and Sport Division shall incur the costs of transporting athletes,

coaches, managers and specified competition officials between their homes and the host community as per the Transportation policies and procedures established in this manual.

D: VISUAL IDENTIFY AND GRAPHIC STANDARDS 1.1 All graphic representations of the Newfoundland and Labrador Games, including items

such as the Games logo, Government Logo, Games competition medals, etc., shall be developed by the Host Committee in accordance with the graphic standards contained in this section.

1.2 The “tier one” title - ie. the most dominant title - appearing on all items shall be:

“(Year) Newfoundland and Labrador (Winter/Summer) Games”

Example: 2012 Newfoundland and Labrador Summer Games

No variation in wording is permitted in the tier one title. 1.3 The name of the host community or region shall appear as the “tier two” title (i.e., the

second in dominance).

1.4 Other graphic representations of the host community/region may be included in the

design, provided that the conditions listed above are not compromised.

E: GOVERNMENT ACKNOWLEDGEMENT   1.1 The Host Committee shall acknowledge the provincial government ownership of the

Newfoundland and Labrador Games and the financial contribution of the Government of Newfoundland and Labrador as outlined in this section.

1.2 In all advertising and other material(1) in which Games financial or value-in-kind

contributors are acknowledged, the Official Logo of the Government of Newfoundland and Labrador shall appear as the “presenting sponsor” of the Games. This means that the provincial government logo shall receive the most prominent positioning and be, at minimum, equal in size to the logo and/or word mark of the largest corporate sponsor or contributor of the Games.

1.3 If corporate logos are not being used, the title “Government of Newfoundland and

Labrador” shall appear in the presenting sponsor position, receiving most prominent positioning and be of a size no less than that of the largest corporate sponsor or contributor to the Games.

1.4 In general, whenever the corporate sponsors or contributors to the Games are

acknowledged in any way, the Government of Newfoundland and Labrador shall be acknowledged as the presenting sponsor of the Newfoundland and Labrador Games.

1.5 The Official Logo of the Government of Newfoundland and Labrador shall be

reproduced accurately, at all times meeting the graphic standards prescribed by the Government of Newfoundland and Labrador.

1.6 The Host Committee shall provide the Government of Newfoundland and Labrador

with a rights and benefits package which is, at minimum, equal to that of the largest corporate sponsor or contributor to the Newfoundland and Labrador Games. This includes, but is not limited to, items such as the following, which shall be determined in consultation with the Recreation and Sport Division:

• The Provision of speaking opportunities for the Premier of Newfoundland and

Labrador (or his/her designate) and/or the Minister responsible for Recreation and Sport (or his/her designate) in all official events and functions such as announcements, press conferences, launch events, Opening and Closing Ceremonies, medal presentations, receptions and other such events;

• invitations to and preferred seating at both official ceremonies for the

1This includes print and electronic advertising, programs, invitations, brochures, booklets, flyers, signs, flags, banners, websites, and other such material.

Newfoundland and Labrador Games for members of the Provincial government;

• (for the Premier, Minister responsible for Recreation and Sport, leaders of the

Opposition and the area MHA), access to all VIP amenities and courtesies extended to Games major corporate sponsors, such as event tickets, accreditation, transportation, accommodations, hospitality suites, receptions, complimentary passes and other such opportunities.

F: INSURANCE

1.1 The Provincial Sport Organizations shall provide the following insurance coverage

for its athletes, coaches and managers:

� medical insurance for Games regional qualifiers/selection competitions and the Newfoundland and Labrador Games (for each athlete);

� liability insurance for regional qualifiers, selection competitions, and

Games competition for all participants. 1.2 The Host Committee shall acquire:

� liability insurance for all persons who will be on-site during the Newfoundland and Labrador Games.

� coverage for all Games venues, offices, buses and other vehicles, etc., OR

shall ensure that existing policies of the owners/operators provide adequate and appropriate coverage for the Games;

G. HOST COMMITTEE

General Information 1.1 The term “Host Committee” refers to a temporary organization incorporated

under either provincial or federal law as a not-for-profit organization; 1.2 The Host Committee incorporation name shall follow the format of “(Year)

Newfoundland and Labrador (Winter/Summer) Games Host Committee - (name of community or region)”. For example “2000 Newfoundland and Labrador Summer Games Host Committee - Labrador West;”

1.3 Only one (1) Host Committee shall be formed, regardless of the number of

communities cooperating to host the Games. If a region, or several communities, is/are hosting the Games, committee members shall be drawn from all communities and shall participate in only one committee structure;

1.4 Membership of the Host Committee shall be drawn from a diverse cross-section of the population of the community/communities hosting the Games, and shall be composed of individuals who are not necessarily associated with amateur sport (although this is considered an asset), but have exceptional abilities to organize, manage, and accomplish assigned tasks. Since much of the success of the Newfoundland and Labrador Games is dependant on the enthusiasm and tireless efforts of these volunteers, special emphasis shall be placed on volunteer management skills for those in senior leadership positions and community leaders;

1.5 There shall be only one Games Chairperson appointed to the Host Committee.

The Games Chairperson should be an individual with considerable community profile, experience in large scale event management, a background in Business Administration and the ability to arrange and meet with members of the corporate community in assisting the Host Committee in raising the funds necessary to operate the Games.

H. GAMES VENUES

1.1 The NL Games is a Smoke Free event. All venues inside and out, all events are to be promoted as smoke free with appropriate measure taken to ensure the policy is followed (signage, friendly reminders to a smoker etc)

1.2 All Games venues shall be located within a 60 kilometre radius of the Athlete’s

Village. 1.3 All Games venues shall be assessed in relation to parking, bus movement, snow

removal, security, control of access, accessibility for the disabled, public address systems, maintenance, clean up and waste management, utilities, equipment set-up, information dissemination, emergency procedures, signage, spectator/visitor services, privacy, meeting rooms, furniture, storage, etc.

1.4 Historically, all Games venues have been provided free of charge by the

owner/operator (it is a Games practice not to pay for the use of facilities for the NL Games);

1.5 Traditionally, venue proprietors do not charge entrance fees for any sport

competition of the Newfoundland and Labrador Games. Should a proprietor maintain that a fee is necessary, the Games Advisory Board reserves the right to make a decision pertaining to the use of that venue;

Sport Venues 1.6 All sport competition venues shall meet the criteria prescribed by, and receive

written approval for sanctioned competition use from the Provincial Sport Organization of the sport for which it is to be used.

1.7 Sport competition venues shall be capable of accommodating spectators.

Games Opening and Closing Ceremony Venues 1.8 Games Opening and Closing Ceremony venues shall be able to accommodate

the full contingent of Games athletes, coaches, and managers present at the half of the Games in which the event takes place, plus dignitaries, corporate sponsors, other invited guests and the general public (at a minimum, one family member per athlete).

The Athletes’ Village(s)

1.9 The Athletes’ Village(s) shall be capable of hosting the full contingent of athletes, coaches and managers present at each half of the Games, up to a maximum of 800 people; and sleeping arrangements will comply with regulations of the Provincial Fire Commission;

1.10 Male and female athletes shall be housed separately, ideally in separate buildings;

1.11 The Athletes’ Village(s) shall be available to residents until the morning following the conclusion of the half of the Games in which they are participating. That is, first half participants shall not be required to vacate the Village until the morning following the conclusion of all first half competition. Second half participants shall not be required to vacate the Village until the morning after the Closing Ceremony;

1.12 Each Games athlete, coach and manager residing in the Athletes’ Village(s) shall be

provided a minimum of 40 square feet of sleeping space (Host Organizers are encouraged to confirm requirement with the Fire Commissioners office);

1.13 The Athletes’ Village(s) shall be equipped with toilets, showers and sinks at a ratio of

1 per 35 persons (or as dictated by the Department of Health inspectors) 1.14 The Athlete Village site(final decision) will be confirmed by the Games Advisory

Board Officials’ Accommodations

 1.15 Technical Chairpersons and Major Officials from outside the Host Region shall be

accommodated in hotels, motels or bed and breakfast establishments at a ratio of no more than two officials per room.

Food Service Venues

1.15 Food service venues shall be operated by a professional catering company (after Public Tendering); ALL food served at a NL Games (including canteens and special events) will follow the School Food Guidelines as adopted by the school districts in the provinces) all food services for the NL Games must have final “sign off” by a Games appointed registered Dietician. The Games Advisory Board reserves the right to have food that does not comply with the School Food Guidelines removed from the NL Games)

1.16 The Food Services venue has specific hours of operation. Where teams are unable

to make a prescribed meal time because of competition, the Food Services committee will make an effort to provide a box lunch. Teams who are dissatisfied with this arrangement will be expected to make their own arrangements at their own expense for the team’s meals. These arrangements must not violate curfews;

1.17 If a coach expects that competition will prevent his team from eating a satisfactory

meal, that coach is expected to make arrangements before the competition for the provision of a meal for his/her team (through the Games Manager);

1.18 If a Coach/Manager of a team thinks that special meal arrangements are required

he/she must contact the Games Manager who will communicate the request to the Director of Food Services. The Games Manager and the Director of Food Services are not required to entertain requests made through third parties; nor can they guarantee that a request can be accommodated;

1.19 It is recognized that extenuating circumstances related to food allergies and special

dietary concerns may prevent an athlete from staying in the Athlete’s Village or the Host from accommodating that request. Sports who find that they have this situation may request permission to the Recreation and Sport Division to stay out of the Village recognizing that no funding will be available for personal arrangements and recognizing that depending on the allergy or concern, that athlete may not be allowed in the Athlete’s Village and/or the Cafeteria.

I. TRANSPORTATION  Transportation To/From the Games Athletes, Coaches and Managers 1.1 The Host Committee is responsible for coordinating and funding the

transportation of all Games athletes, coaches, officials and managers between designated airports and the Games (for example: when the NL Games were held in Corner Brook, the Host Committee was responsible for transporting the Labrador athletes from Deer Lake to the Athlete’s Village)

1.2 Athletes, coaches, and managers are responsible for providing their own

transportation between their homes and the airport or designated bus stop (if less than 50 kms away);

1.3 When the airport or designated bus stop is in excess of 50 kilometres (one way)

from a team member’s home community as defined by the current provincial road map, the PSO may apply for a travel subsidy on behalf of the team member to assist with his/her transportation between his/her home and the airport or bus stop.

� When practical, the Recreation and Sport Division may require that several Games participants share a subsidy and car pool to the designated airport or bus stop.

� Applications for travel subsidies must be submitted to the Recreation and

Sport Division a minimum of 48 hours before scheduled travel (to the Games) and within 7 working days after the Games for return travel from a designated bus stop. Applications and claims submitted after these times shall not be funded. Athletes who do not travel on scheduled transportation will not be eligible for a travel subsidy.

1.4 When air travel is involved, the Recreation and Sport Division shall transport

athletes, coaches and managers to/from the airport closest to the Games. When bus transportation is involved, athletes, coaches and managers shall be dropped off or picked up at the Games registration venue.

1.5 Most athletes, coaches and managers shall be transported by bus to/from the

Games, with the following exceptions:

� When the Games are held on the island portion of the province, athletes, coaches and managers from Labrador shall travel by air to/from the airport closest to the Games.

� When the Games are held in Labrador, most athletes, coaches

and managers shall travel by air to/from the airport closest to the Games. The Recreation and Sport Division is responsible for ensuring that athletes are transported from the airport to the Games Athlete Village.

Major Officials 1.6 When the airport or designated bus stop is in excess of 25 kilometres (one way)

from a major official’s home community as defined by the current provincial road map, the Provincial Sport Organization’s may apply for a travel subsidy on behalf of the Major Official to assist with his/her transportation between his/her home and the airport or bus stop;

� When practical, the Recreation and Sport Division may require

that several Major Officials share a subsidy and car pool to the designated airport or bus stop;

� Applications for travel subsidies shall be accepted up to 48

hours in advance of the Games Opening Ceremony. Applications and claims submitted after the start of the Games may not be funded.

1.7 Most Major Officials shall be transported by bus to/from the Games, with the

following exceptions:

� When the Games are held on the island portion of the province, Major Officials from Labrador shall travel by air to/from the airport closest to the Games.

� When the Games are held in Labrador, Major Officials shall

travel by air to/from the airport closest to the Games. 1.8 As it is required that all minor competition officials be recruited from within the Host

Region, the Host Committee or the Recreation and Sport Division will not provide transportation to/from the Games for any minor officials.

Transportation During the Games 1.9 The Host Committee is responsible for all local transportation of athletes, coaches,

managers and major officials: � beginning with their arrival at the Games registration venue (when arrival at the

Games is by bus) or the airport (when arrival at the Games is by air), and � ending with their departure from the Athletes’ Village (when departure from the

Games is by bus) or the airport (when departure from the Games is by air). 1.10 The Recreation and Sport Division or the Host Committee is not responsible for the

transportation of the Host Region’s athletes, coaches or managers. 1.11 All participants who have been approved to travel to and from the Games on the travel

arranged by the Recreation and Sport Division are expected to travel via that mode. Individuals who miss the scheduled arrivals or departures will be expected to arrange their own transportation at their own expense.

1.12 It is recognized that any number of circumstances may interfere with a

team/individual’s ability to make a scheduled competition for the NL Games. In the event that a situation occurs where an individual/team is unable to make a competitive event for the NL Games and where it is determined that this reason is due to an “act of nature” or a transportation problem caused by the tendered company the Host Sport Committee will make every effort to revise the schedule.

1.13 If a team (or individual in an individual sport) is unable to make a scheduled

competition and if the Host Committee is unable to accommodate a scheduling change, that team will forfeit the scheduled event.

1.14 If a team (or individual in an individual sport) is unable to make the second scheduled

competition for their sport, that team/individual will not be accredited to participate in the Newfoundland and Labrador Games. Athletes who are not able to attend their first competition may only be excused from the Athlete’s Village for one evening. All

participants must be registered (in person) and be with their team in the athlete’s village by 6:00 on the second evening regardless of when their competition is scheduled or they will not be allowed to register or participate in the NL Games.

1.15 Only athletes, coaches, managers and major officials will be permitted to travel aboard

the buses or flights chartered for the Newfoundland and Labrador Games by the Recreation and Sport Division.

V SPORT RELATED POLICIES

Every two years Provincial Sport Organizations who wish to be included in the NL Games must make formal application to the Recreation and Sport Division for inclusion. In making the choice of sports to include, the Recreation and Sport Division considers a variety of factors, including the capacity of the host community to provide adequate venues and accommodations, and the ability of the sport to provide adequate representation from around the province.

A. SPORT SELECTION

1.1 The Games Advisory Board in consultation with the Recreation and Sport Division shall select the sports to be included in each Newfoundland and Labrador Games.

1.2 The Games Coordinator shall forward a “Sport Inclusion Application” to selected

Provincial Sport Organizations at least one year in advance of the Games to solicit expressions of interest for sport participation in the Games.

1.3 The deadline for receipt of the application from the Provincial Sport Organizations

shall be noted on the Sport Inclusion Application. 1.4 The Sport Inclusion Application shall include a list of all information which is required

to be included in Expressions of Interest. 1.5 The decision regarding sport selection shall be announced no later than 10 months

prior to the Games. 1.6 Sports participating in the NL Games have been chosen over other sports based on a

number of criteria. Thus it is incumbent upon accepted sports (through their PSO) to do their best to encourage regional participation and work with the Host Committee to meet all of the administrative and logistical requirements necessary to stage a successful Games competition. The Host Committee will work with PSOs who are struggling to meet the minimal requirements to participate in the NL Games (page 9). However, if the Host Committee finds that the Games competition may be compromised by a PSOs inability to meet minimal requirements and deadlines, the Host Committee may make application to the Games Advisory Board to have the sport removed from the NL Games.

B. EXPRESSIONS OF INTEREST

1.1 Provincial Sport Organizations shall be responsible for submitting Expressions of Interest upon the invitation of the Games Advisory Board.

1.2 Proposals that contravene the policies and procedures of the Newfoundland and

Labrador Games will not be considered. 1.3 An Expression of Interest shall include, at minimum, the following information for each

competition proposed (ie. male competition and/or female competition),

• the name of the proposed Technical Chairperson/Liason on behalf of the PSO • the proposed age category; • the stage of the LTAD model and participant requirements to meet eligibility • the proposed size of regional teams (if a new sport application); • the current number of eligible athletes in each region, registered with the PSO After initial requests for core information, PSOs will be requested to supply the following:

• any current rules/by-laws that might restrict certain athletes from trying out for the

Games

• whether or not competition for athletes with disabilities will be included in the sport

• the proposed format of competition

• a description of the required competition site (eg. number of playing surfaces) and any upgrades requested of the Host Community

• the number of major and minor competition officials required

• the number of major and minor competition officials that reside in the Host

Community and also within a 45 km radius of the Host Community

• the number of volunteers required/job descriptions and the number that are active in that sport in the Host Community

• a list of equipment required and if it is available from the Host Community

• proposed Convener in the Host region

• any other details relating to hosting the competition as described

C. EVALUATION CRITERIA

1.1 Expressions of Interest shall be assessed by the Games Advisory Board. 1.2 An objective, criterion-based evaluation system shall be used as the primary

method of determining which sports shall be included in the Newfoundland and Labrador Games, however subjective factors may also be considered;

1.3 The information written in the Expression of Interest shall be considered in the

review process; 1.4 Sports that are unable to demonstrate an adequate level of sport activity in at

least five of the eight regions of the province at the time of submission of the Expression of Interest may not be eligible for consideration for Games competition;

1.5 The number of regions in which a sport had representation in the previous

Games shall be considered in the evaluation process. Sports which had representation from a larger number of regions in the previous Games shall receive higher rankings in this category of the evaluation process.

At minimum, the following criteria shall be considered in the evaluation of Expressions of Interest:

� whether the sport has a recognized National Sport Organization; � whether the sport is included in future Canada Games; � whether the sport is a member of Sport Newfoundland and Labrador;

� the number of regions in which the sport currently has active, thriving clubs, leagues, teams, competitors, etc.

� the ability of the sport to ensure gender equity within the sport, which is

defined as the ability of the sport to equally offer both male and female competition;

� the number of regions in which the sport had representation in the

previous Newfoundland and Labrador Games;

� the number of coaches which have attained the level of certification required by the PSO for the Newfoundland and Labrador Games;

� the number of qualified major and minor competition officials within the

geographic boundaries of the Host Region.

� the total number of athletes, coaches, managers and officials which can be accommodated by the Host Committee;

� the availability of appropriate sport facilities within a 75 kilometer radius of the Host community and the amount of competition that can be accommodated by the facilities;

D. ELIGIBILITY General Eligibility 1.1 Athletes, coaches, managers and teams shall meet all criteria established by the sport

governing body and prescribed in the Newfoundland and Labrador Games Technical Handbook for the sport in which they are competing;

1.2 Athletes shall participate in only one sport in the Newfoundland and Labrador Games; 1.3 Athletes, coaches and managers shall be “registered” members in good standing of

the Provincial Sport Organization of the sport in which they are competing at the Newfoundland and Labrador Games,

Athletes/teams in a sport that is in the NL Games must have the ability to practice that

sport in a sanctioned facility in their region on a regular basis up to and including three months in advance of the Games eg., if the Central region has no sanctioned swimming pool three months in advance of the Games, that region may not be represented in that sport. Athletes must also be registered members of the PSO three months in advance of the Games to be eligible to attend the selection competition;

1.4 Athletes, coaches or managers who are under suspension by their Provincial Sport

Organization shall be ineligible to participate for that sport at the Newfoundland and Labrador Games;

1.5 Provincial Sport Organizations reserve the right to rule an athlete, coach or manager

under suspension from another sport ineligible for participation in their sport; 1.6 Athletes, coaches and managers shall be registered with the Host Committee no later

than 21 days prior to the Games Opening Ceremonies in order to compete at the Games. The only two exceptions to this are stated in sections V Sub-section 5 (5.1 and 5.3) substitution for injury, resignation or dismissal. The Host Committee reserves the right to modify the registration deadline on a sport to sport basis;

1.7 All Newfoundland and Labrador Games coaches shall have attained the National

Coaching Certification status required in their sport and noted in the Games Technical Handbook or in lieu of this, be recommended in writing by the Technical Chairperson for that sport to the Recreation and Sport Division;

1.8 All athletes shall be insured by their respective Provincial Sport Organization.

Athlete Eligibility 1.9 The Newfoundland and Labrador Games shall be open only to amateur athletes

recognized as such by the Provincial Sport Organizations. 1.10 Athletes shall be at least 11 years of age on the day of the Games Opening

Ceremonies, and no older than 18 years of age on the day of the Games Closing Ceremonies. Sports are permitted to modify the age within the 11 - 18 age restriction.

1.11 Athletes who are injured or unable to play due to sickness/injury are not permitted to

accompany their teams to the Newfoundland and Labrador Games (except in 2.4)

1.12 If an athlete has been injured prior to departure for the Games, s/he shall be permitted to travel to the Games only if a physician’s note is provided which indicates that the athlete will be well enough to compete once competition begins.

1.13 Individuals who are required to stay in the Athlete’s Village and who do not adhere to

the rule, will not be allowed to participate in subsequent Games events, unless medical documentation recommending alternative accommodations has been approved by the PSO and approved by the Host Committee.

1.14 Once an athlete has been named to a regional team, s/he is not eligible to try out for

another team. Teams who compete in a regional qualifier with an ineligible player will be disciplined (V 6: 6.1) For example: Joey participates in the regional qualifier with his high school Volleyball team and wins. He cannot quit and try out for another team. However, if Joey’s team did not win the qualifier, he can still try and make another team. Joey cannot try out for two teams on the same week-end; he must choose one or the other.

1.15 Once a team has been named as the regional winner for a particular sport, that team

cannot decline the nomination and then endeavour (full team or part of the team) to qualify for another sport.

E. REGIONAL TEAMS Regional Teams Rules and Regulations 1.1 Male and female teams who do not compete together in the same event will be treated

as individual regional teams. Male and female teams will compete separately for Premier’s Cup points and for medals. Each regional team (individual sports) must have at least 50% of the number identified in the Technical Handbook in order to count as a regional team. For example: if the technical manual states that there are to be 8 female athletes and 8 male athletes on the Alpine Ski Team, both genders must have at least 4 athletes to be considered as regional teams. If the team only has three of one particular gender, athletes can still come to the Games if there are five other full regions registered*.

Sports competing in the Games must carry the minimum number of athletes set by the PSO for the Games to be eligible to compete in both the regional qualifiers and the Games.

*Please note: It is a Government policy that “sports which are unable to

demonstrate an adequate level of sport activity in at least five of the eight regions of the province prior to the Registration deadline may be removed from the NL Games.

1.2 Each regional team shall be comprised of eligible athletes whose primary residence is

located in Newfoundland and Labrador, and within the boundaries of the region they are representing, for at least three months prior to the Games Opening Ceremonies.

1.3 “Primary residence” is defined as the location, community, town or city in which the

athlete’s guardian resides and/or the athlete attends school. 1.4 Athletes attending school on a full-time basis outside of the region in which their

primary residence is located in the three months prior to the Games shall choose to compete for their home region or the region where they attend school.

1.5 Athletes who have parents/guardians residing in different regions of the Province (and

thus two residences) must compete for the region where they attend school. 1.6 Exceptional circumstances regarding athlete eligibility, may be appealed to their

Provincial Sport Organization who will determine whether or not there is extenuating circumstances to warrant an appeal to the policy. The PSO must provide the exemption in writing to the Games Advisory Board and the Host Commitee in the event an appeal to the eligibility clause is made against the athlete.

In deciding the appeal, the PSO will assess the following:

• Does the eligibility rule prevent a child from participating in the NL Games because his/her region does not have a team? Does that child currently participate in another region? In this case, the PSO will look at whether or not that child has historical attachment (of two or more competitive years) to a team in that other region

• In team sports that must play off with another team to be the regional rep,

insurance issues may prevent a child from playing in his or her own region if that child has historical attachment to a team in a region in which he/she does not live or go to school.

• In some cases, an exemption for medical reason, for personal family situation

circumstances (work, travel challenges…) or for other personal circumstances similar but not restricted to those mentioned.

• If neither of these factors apply, an athlete’s request for an exemption will be

deemed “not appealable.”

1.7 For field of play issues or any other eligibility issues related to the sport, the PSO will decide eligibility through the PSO’s appeal’s committee. That ruling is final.

F. ADDITIONS AND SUBSTITUTIONS 1.1 Once a team has won a regional qualifier or selection competition and therefore the

right to represent its region at the Games, team member substitutions shall not be made, except to replace a team member who has resigned, been injured, or been dismissed for documented disciplinary reasons.

1.2 Eligible teams who have met the minimum number of eligible athletes noted in the

Technical package but do not have the full complement of team members allotted, are not permitted to add team members (strengthening) to their roster after regional qualifiers have been completed. If a potential team member, for some reason, is unable to make the team selection event, that team member must be named to the official registration form prior to the regional competition, in order to be eligible as a member of that team. This ruling does not apply to the coach and/or manager positions.

For example: The Hare Bay boy’s softball team competes against Lumsden in the

Central qualifier. Hare Bay only has 13 players (the minimum number allowed under SNL’s rules and regulations). Another player is away on vacation. The team wins. They cannot pick-up an additional player from another team and must come to the Games with the 13 players that won the regional qualifier, plus the vacationing player providing his name was on the team registration sheet prior to the qualifier. Softball players who compete in another regional qualifier are not eligible to be added to a registration sheet.

1.3 If a team member resigns, is injured, or has been dismissed from a team for

disciplinary reasons, a substitute may be appointed no later than one day prior to the team’s departure for the Games, provided the PSO approves the substitution in advance of the athlete’s travel to the Games. The substitute competitor must be selected from within the team’s own Association/school/club (as per the PSO’s Rules and Regulations).

1.4 Host teams are not permitted to add athletes to their rosters who do not live in the

Host region or go to school there.

G. PENALTIES FOR INELGIBILITY 1.1 If, at any time, an athlete, coach, manager or team is found to be ineligible to compete

in the Newfoundland and Labrador Games, all participation by the ineligible individual or team in the regional qualifiers shall be voided. If the PSO is willing (and assumes all expenses and management of that event), another regional competition shall be held (the rationale being that a team shall not be penalized for the error of possibly one person). If the PSO is not willing or able to have another qualifier, the second place team (by tie breaking procedures) shall be named instead.

H. COMPETITION Regional Qualifiers and Selection Competitions 1.1 All regional qualifiers and selection competitions for the Newfoundland and Labrador

Games shall use the same rules, regulations, policies, procedures and guidelines as established for that sport for the Games;

1.2 The Provincial Sport Organizations shall advertise, schedule and coordinate all

regional qualifiers and selection competitions for their sport; 1.3 For team sports, regional qualifiers shall be held to determine which team will

represent that region at the Games when more than one eligible team exists within that region. When only one eligible team exists within a region, a qualifier is not necessary, and the one team may be chosen to represent that region at the Games, providing they meet the eligibility standards set by the PSO or in lieu of standards, the PSO is satisfied that this team’s participation is safe, that they will be at a competitive standard satisfactory to the PSO and that they have qualified coaching;

1.4 For individual sports, a selection competition shall be held to determine the athlete(s)

which will represent a region at the Games when more than one eligible competitor exists within that region. When only one eligible athlete exists within a region, a selection process is not necessary, and the one athlete may be chosen to represent that region at the Games, pending approval from the PSO who might have qualification standards;

1.5 The Provincial Sport Organization must advertise regional qualifiers and selection

competitions to all communities within each region of the province. The Provincial Games Coordinator shall assist in this promotion;

Competition Schedule 1.6 Provincial Sport Organizations, through its Technical Chairperson, shall devise the

competition schedule to be submitted to the Games Advisory Board (via the Games Coordinator) for approval;

1.7 In all team sports with six or more regional teams, there shall be a two-division round

robin with cross-overs, to determine final placings. (Sports wishing to be exempt from this format must write the Games Advisory Board to explain why they are requesting an exemption). In all team sports with five regional teams, there shall be a single round robin with the top two teams playing off for the gold and the 3rd and 4th place team playing off for bronze. If extenuating circumstances make it difficult to comply with this policy, a letter outlining the concerns and issues shall be submitted to the Games Advisory Board no later than 30 days prior to the Games Opening Ceremonies.

1.8 All competition schedules (templates) shall be submitted to the Games Advisory Board

for final approval, four months in advance of the Opening Ceremonies. Once published in the Technical Manual, schedules shall not be changed without written permission of the Games Advisory Board. Regional teams shall be assigned to the schedules within one week of the conclusion of Regional qualifiers and submitted to the Games Coordinator for publication.

1.9 Notwithstanding the general age stipulations of the Newfoundland and Labrador

Games, the Provincial Sport Organizations shall propose the age range of competition within their sports to the Recreation and Sport Division, which shall make the final decision.

1.10 The age range of athletes competing in sports which are considered to be “contact

sports” shall be no greater than three years. For example, wrestling may propose its age range to be either 11 to 13, 12 to 14, 13 to 15, 14 to 16, 15 to 17, or 16 to 18. Athletes who are more than three years apart in age shall not compete against each other;

1.11 The term “contact sport” shall be defined as those sports in which, by nature of their

competition, the possibility exists, that physical contact, whether purposeful or accidental, which may cause injury may take place. Interpretation of this definition, if necessary, shall be determined by the Recreation and Sport Division;

1.12 All competition at the Newfoundland and Labrador Games shall be officially sanctioned

by the Provincial Sport Organization governing the sport; 1.13 Rules governing Newfoundland and Labrador Games sport competition shall be those

defined by the Provincial Sport Organizations; 1.14 The organizational hierarchy governing the operation of sport competition shall be as

follows: ∀ Within two weeks of the announcement of the sports which will be included in the

Newfoundland and Labrador Games, the Provincial Sport Organization for each sport shall appoint a Technical Chairperson who shall, in affiliation with the Games Coordinator and the Provincial Sport Organization, determine policies, procedures, rules and regulations governing competition in that sport.

∀ The Host Committee in cooperation with the PSO for each sport shall appoint a

Convenor from the Host Community who shall, in affiliation with the Technical Chairperson and the Host Committee’s Director of Sports assist in the preparations for that sport’s involvement in the Games.

1.15 The Director of Sports, Officials Venues and Integration of the Games Host Committee

shall work with the Conveners appointed by the applicable Provincial Sport Organization for each sport competing at the Games. Each of these Conveners are required to establish a sub-committee to assist with competition and officials in the sport for which s/he is responsible;

1.16 The Technical Chairperson shall be the authority for all technical matters and logistics relating to his/her sport’s Games competition;

1.17 At the competition site for each sport, the Host Committee shall install a board for the

posting and publication of official results, schedules, protests or other official documents;

1.18 The final rankings of each team and competitor shall be determined by a committee

consisting of the Provincial Sport Organization’s Technical Chairperson, the Games Sports and Officials Chairperson, and the Games Convenor for the sport. If an enumerator has been appointed for the sport, s/he shall also be a member of this committee.

General 1.16 If a team (or individual in an individual sport) is unable to make a scheduled

competition, that team will forfeit the scheduled event. 1.17 If a team (or individual in an individual sport) is unable to make the first full day of

competition that team/individual will not be accredited to the Newfoundland and Labrador Games. For first half sports, this means that the team/individual must be available to play on Sunday morning at 8:30 am regardless of a scheduled competition or not and for second half sports, teams/individuals must be ready to compete at 8:30am on Thursday regardless of a scheduled competition or not;

Protests and Appeals 1.18 Protests regarding “field-of-play” issues during the regional qualifiers or selection

competitions or the Newfoundland and Labrador Games shall be resolved using the established protocols of the Provincial Sport Organizations.

1.19 Protests regarding technical issues relating to the regional qualifiers or selection

competitions or the Newfoundland and Labrador Games shall be resolved using the established protocols of the Provincial Sport Organizations.

1.20 Protests regarding eligibility requirements of the Provincial Sport Organizations for

athletes, coaches, managers, teams and competition officials and contained in the Newfoundland and Labrador Games Technical Handbook shall be resolved using the established protocols of the Provincial Sport Organizations.

1.21 Protests regarding eligibility requirements which do not fall under the jurisdiction of the

Provincial Sport Organizations may be sent to the Games Advisory Board. Appeals to eligibility noted in the Information and Policy Handbook will not be heard.

Appeals of Decisions 1.22 Appeals of decisions shall only be granted if the appellant can demonstrate that one of

the following valid grounds for appeal exist:

o the decision maker did not have the authority to make the decision;

o the coach, manager or athlete did not have a reasonable opportunity to present his/her

case to the decision-maker before the decision was made;

o the penalty far exceeds the infraction;

o a conflict of interest existed with the decision maker;

o the decision-maker failed to take into account relevant information, or considered irrelevant information;

o new information has become available since the original decision which has significance for the decision;

o the original decision was based on irrelevant facts or information that may not be factual.

1.23 Requests that an appeal be heard shall be submitted, in writing, to the Games

Advisory Board, within 24 hours of the decision being handed down, if during the Games, or within one week of receipt of notice if before the Games (The Games Advisory Board will coordinate the appeal’s process).

Upon receipt of the request, the Games Advisory Board shall convene the Appeal

Committee* to:

1. determine if valid grounds for appeal exist and if it is determined that valid grounds for appeal do exist,

2. resolve the issue

1.24 If an appeal is heard, the decision by the Appeal’s Committee is final. I: BEHAVIOUR AND DISCIPLINE Supervision of Athletes 1.1 Teams travelling to/from the Newfoundland and Labrador Games by bus are required

to have at least one team coach or team manager accompany the athletes on the bus. Athletes shall not be permitted to travel to/from the Games if this condition is not met;

1.2 Teams shall maintain a ratio of 1 adult to 9 athletes. This means that a team of 10 to

17 athletes will require two adults, and a team of 19 to 26 athletes will require three adults;

1.3 Teams carrying athletes of both genders shall include adults of both genders as

coaches/managers;

1.4 If a team has less than nine athletes of the same gender, the team shall include one adult of that gender.

1.5 If a team has between 9 and 17 athletes of the same gender, the team shall include

two adults, matching the same gender; 1.6 Teams with both male and female athletes, but numbering less than nine athletes in

total, shall include one female adult and one male adult ; 1.7 All athletes, coaches and managers are required to reside in the Athletes’ Village in the

rooms assigned to them by the Host Committee. The only exception to this is found in section V(2.5): (Individuals who do not stay in the Athlete’s Village will not be allowed to participate in subsequent Games events, unless medical documentation recommending alternative accommodations has been approved by the Recreation and Sport Division’s Games Coordinator).

1.8 Coaches and managers who assert that they are unable to stay in the Village due to

medical reasons will not be accredited as the official coach/manager. They can coach on the field of play if insured by the PSO but will not be accredited. The Host Committee may accredit another staff person of the same gender. It is paramount that parents understand that the coach/manager is residing away from the athletes and that they agree to this arrangement.

1.9 Athletes, coaches or managers who do not adhere to the residence requirements

(without permission) shall lose their Games accreditation and shall not be permitted to participate in any further Games competition or other activities.

Code of Conduct This Code of Conduct outlines the standard of behaviour that is expected of Newfoundland and Labrador Games participants. Failure to adhere to this standard shall result in disciplinary action. 1.10 Respect for Others

Participants shall treat others with the utmost respect at all times. Comments or behaviours which are disrespectful, abusive, racist, sexist or offensive in any way shall not be tolerated.

1.11 Alcohol and Tobacco

∀ The consumption of alcohol and the use of tobacco products by minors is strictly prohibited at all times during the Newfoundland and Labrador Games, including during travel to/from the Games. A minor found in possession of tobacco products shall have the items immediately confiscated.

∀ Coaches, managers, officials and volunteers shall not consume alcohol

in the Athletes’ Village, nor be under the influence of alcohol at any time

while performing official duties2 related to the Newfoundland and Labrador Games.

∀ Coaches, managers, officials and volunteers shall refrain from smoking in

and around the Athletes’ Village, at all official Games activities and functions, and at practice and competition sites and venues.

1.12 Ceremonial Functions

All Newfoundland and Labrador Games athletes, coaches and managers are required to attend the Newfoundland and Labrador Games Opening and/or Closing Ceremonies.

1.13 Dress Code

Newfoundland and Labrador Games athletes, coaches, managers and major officials may be provided with Games clothing which they shall wear during the Opening and Closing Ceremonies.

1.14 Residence

All athletes, coaches, and managers shall reside in the Athletes’ Village and shall comply with all rules established by the Host Committee. Certain exceptions may apply where accommodations are insufficient in the Athlete’s Village.

1.15 Curfew

Athletes, coaches and managers shall adhere to the curfew established by the Host Committee.

1.16 Criminal Code of Canada

Athletes, coaches and managers shall comply with the Criminal Code of Canada. Discipline 1.17 All Newfoundland and Labrador Games athletes, coaches and managers shall

meet the standard of behaviour outlined in the Games Code of Conduct. When breaches of the Code of Conduct occur, offenders are subject to the review processes and disciplinary sanctions outlined below.

1.18 Minor infractions 3 shall include:

� possession or use of tobacco products by minors; � use of tobacco products by adults in the Athlete’s Village at official team

activities, functions, or at competition sites;

2Official duties include, but are not limited to coaching games, conducting practices, attending official events, traveling to/from the Games or Games events, or when in the presence of, or responsible for the care and supervision of, minor athletes.

3Once a Games participant commits two minor infractions, the third and all subsequent infractions shall be considered major infractions.

� failure to adhere to the quiet time policy in the Athlete’s Village; � disrespectful, offensive, abusive, racist or sexist comments or

behaviour; � unsportsmanlike conduct including but not limited to disrespect for the

officials or opponents; � other similar infractions of minor severity.

1.19 Minor infractions committed by athletes, coaches, managers or officials shall be

recorded by a member of the Security team and a written conduct advisory from the Director of Security (after consultation with the Coach) will be given to the individual/team who allegedly committed the infraction. The conduct advisory may also include any/all sanctions noted below.

� the imposition of an earlier curfew;

� the issuing of a verbal or written reprimand;

� the delivery of a formal verbal apology in the presence of witnesses;

� the delivery of a formal written and hand-delivered apology;

� suspension from specified Games activities, which may include

suspension from the next scheduled competition;

� other similar disciplinary action as may be decided by the Head Coach or the Host Executive Committee

A copy of the conduct letter/sanctions recommended will be circulated to the coach and parent(s)/guardian(s) of the athlete if applicable. The affected party has the option of appeal to the Director or Security who will then refer the matter to the Host’s Discipline Committee consisting of a representative of the Games Coordinator or Games Consultant, the Host Management Committee’s Legal representative and the Director of Security.

1.20 Major infractions shall include:

� the commitment of a third minor infraction of any nature, and all subsequent minor infractions during a Newfoundland and Labrador Games;

� possession or use of alcohol or tobacco products by minors;

� use of alcohol in areas or during times prohibited by the Code of

Conduct, or intoxication at any time;

� curfew violations;

� any activity or behaviour which disrupts competition;

� damage to Games property;

� pranks, jokes, or other activities which endanger the safety of others;

� the failure of a coach or manager to report, in the manner required, the

commission of a major infraction by an athlete;

� any activity which contravenes the Criminal Code of Canada;

� other similar infractions deemed to be of major severity. 1.21 The following procedures and sanctions will be invoked for major infractions:

The incident will be recorded by a member of Security and a written conduct advisory from the Chairperson of the Security committee (after consultation with the Coach) will be given to the team member who allegedly committed the infraction. The conduct advisory may also include any/all sanctions noted below. One or more of the following disciplinary sanctions shall be imposed for major infractions:

� removal of certain Athlete’s Village privileges;

� suspension from upcoming competition at the Games;

� expulsion from Games at parents/guardian expense;

� other disciplinary measures as considered appropriate by the

Disciplinary Committee.

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

In addition to the disciplinary sanctions outlined in this policy, the Host Committee may contact the police concerning the behaviour of any participant, should it be deemed inappropriate.

A copy of the conduct letter/sanctions recommended will be circulated to the coach and parent(s)/guardian(s) of the affected party if applicable. The athlete/staff person has the option of appeal (within two hours of the alleged breach) to the Host’s Discipline Committee consisting of a representative of the Games Coordinator or Games Consultant, the Host Management Committee’s Legal representative and the Director of Security.

VI PROTOCOL POLICIES A: CEREMONIES, MEDALS AND AWARDS The Games Opening Ceremony 1.1 The Opening Ceremonies shall be scheduled such that there is no conflicting Games

activity of any sort (such as competitions, meals, team arrivals, etc.) which could interfere with the participation of any Games participant in the Opening Ceremonies. Ceremonies will not be re-scheduled to accommodate late arrivals.

1.2 The Premier of Newfoundland and Labrador shall be invited by the Host Committee to

participate in the Opening Ceremonies and shall: ∀ be provided a speaking opportunity of a duration no less than that of other

speakers; ∀ perform the function of officially opening the Games. 1.3 If the Premier of Newfoundland and Labrador is unable to attend, s/he shall name a

designate to represent the Government of Newfoundland and Labrador, who shall fulfill the role of Premier as specified above.

1.4 In addition to the Premier, the Minister responsible for Recreation and Sport shall be

invited to join the Premier on stage, but shall not be offered a speaking opportunity, unless:

∀ designated by the Premier as his/her official representative, or ∀ more than one municipal or federal representative is given the opportunity to

speak, in which case the Minister responsible for Recreation and Sport (or his/her designate) shall also be offered a speaking role.

1.5 The Opening Ceremonies shall begin with the Parade of Athletes. 1.6 The Parade of Athletes shall include all athletes, coaches, managers and major sport

officials. The regional teams shall enter in alphabetical order, with the Host Team last. 1.7 The Athlete’s Oath, which shall be recited in French and English at the Opening

Ceremonies by two athletes chosen by the Host Committee from the Host Team shall be as follows:

Athlete’s Oath: In the name of all competitors, I pledge that we will take part in these

Newfoundland and Labrador Games in the true spirit of sportsmanship,

respecting and abiding by the rules which govern them, for the glory of sport and the honour of our province.

Serment des athlètes: Au nom de tous les compétiteurs, je m’engage à participer aux Jeux

de Terre-Neuve-et-Labrador dans un esprit sportif véritable, de même qu’à respecter les règles qui régissent ces Jeux, pour la gloire du sport et l’honneur de la Province.

1.8 The Coach’s and Manager’s Oath, which shall be recited in French and English at the

Opening Ceremonies simultaneously by one coach and one manager chosen by the Host Committee from the Host Team, shall be as follows:

Coach’s and Manager’s Oath: In the name of all coaches and managers taking part in the

Newfoundland and Labrador Games, I pledge that we will coach and manage in a manner respectful of the dignity of all athletes and carry out our tasks responsibly and with integrity.

Serment des entraîneurs/directeurs:

Au nom de tous les entraîneurs et directeurs qui prennent part aux Jeux de Terre-Neuve-et-Labrador, je m’engage à entraîner et à gérer les athlètes en respectant la dignité de tous les athlètes, de même qu’à remplir mes tâches d’une manière responsable et intègre.

1.9 The detailed Order of Proceedings as developed by the Host Committee shall be

submitted to the Recreation and Sport Division for approval no later than 21 days prior to the Opening of the Games.

The Games Closing Ceremony 1.9 The Closing Ceremonies shall be scheduled such that there is no conflicting Games

activity of any sort (such as competitions, meals, team departures, etc.) which could interfere with the participation of any Games participant in the Closing Ceremonies. Ceremonies will not be re-scheduled to accommodate late competition or other team challenges. Back-up “inside” venue should be available in the event of a weather challenge.

1.10 The Lieutenant Governor of Newfoundland and Labrador shall be invited by the Host

Committee to participate in the Closing Ceremonies and shall: ∀ be provided a speaking opportunity of a duration no less than that of the other

speakers; ∀ present the Lieutenant Governor’s Award;

∀ perform the function of officially closing the Games. 1.11 If the Lieutenant Governor of Newfoundland and Labrador is unable to attend, the

Minister Responsible for Recreation and Recreation shall be invited to fulfill the role of Lieutenant Governor as specified above.

1.12 The Premier of Newfoundland and Labrador shall be invited by the Host Committee to

participate in the Closing Ceremonies and shall: ∀ be provided a speaking opportunity of a duration no less than that of the other

speakers; ∀ present the Premier’s Cup. 1.13 If the Premier is unable to attend, s/he shall name a designate to represent the

Government of Newfoundland and Labrador, who shall fulfill the role of Premier as specified above.

1.14 If the Minister responsible for Recreation and Sport has not been named as the official

designate to either the Premier or Lieutenant Governor for the Closing Ceremonies, s/he shall also be invited to join the Premier and Lieutenant Governor on stage, but shall not be offered a speaking opportunity, unless:

∀ more than one municipal or federal representative is given the opportunity to

speak, in which case s/he shall also be offered a speaking role. 1.15 The President of Sport Newfoundland and Labrador shall be invited by the Host

Committee to participate in the Closing Ceremonies to present the Sport Newfoundland and Labrador Trophy, and if unable to attend, shall be permitted to name a designate to represent the organization to fulfill the role as specified above.

1.16 The Closing Ceremonies shall begin with the Parade of Athletes. 1.17 The Parade of Athletes shall include all athletes, coaches, managers and major sport

officials. The regional teams shall enter in alphabetical order, with the Host Team last. 1.18 The detailed Order of Proceedings as developed by the Host Committee shall be

submitted to the Recreation and Sport Division for approval no later than 21 days prior to the Opening of the Games.

Medal Presentation Ceremonies 1.19 Sport medal presentation ceremonies should endeavour to provide equal

presentation opportunities to members of the Host Committee, “major” sponsors, the Government of Newfoundland and Labrador, Municipal and Federal Government and representatives of the Provincial Sport Organizations.

Games Medals

1.20 The Newfoundland and Labrador Games Host Committee shall design and fabricate gold, silver, and bronze competition medals unique to its Games which adhere to the Newfoundland and Labrador Games visual identity and graphic standards.

1.21 Newfoundland and Labrador Games medals shall be awarded as follows: ∀ a gold medal for first place; ∀ a silver medal for second place; ∀ a bronze medal for third place. 1.22 Medals shall be awarded to the regional team accumulating the most points at the end

of a sport competition or to individuals finishing first, second and third of a particular “category.”

1.23 Regional teams who have separate male and female competitions will calculate and

award points for each gender. For example, the male gymnastics team for Central may win the gold but the girls team finished third and earned a bronze.

The Premier’s Cup (Scoring) 1.24 The Premier’s Cup shall be awarded at each Newfoundland and Labrador Games by

the Premier of Newfoundland and Labrador, or his/her appointed designate, to the region accumulating the highest number of points from sport competition at the Games.

1.25 The Recreation and Sport Division shall deliver the Premier’s Cup to the Host

Committee prior to the start of each Newfoundland and Labrador Games. For the duration of the Games, it shall be the responsibility of the Host Committee to display it at a secure and appropriate location.

1.26 Scoring for the Premier’s Cup shall be as follows: ∀ For each sport at the Newfoundland and Labrador Games, a specified number of

points shall be awarded to each regional team according to placement within the overall sport competition:

1st place finish - 8 points 2nd place finish - 7 points 3rd place finish - 6 points 4th place finish - 5 points 5th place finish - 4 points 6th place finish - 3 points 7th place finish - 2 points 8th place finish - 1 point 9th place finish - .5 point

(Sports where medals are awarded on an individual basis (eg., skating, cross country skiing) are requested to devise a formula that results in a regional ranking at the end of the competition (as if it were a team sport)

Example: Western had 3 gold, 2 silver and 1 bronze and 5 other members on the

boys team and Central had 1 gold, two silver and 3 bronze and 7 other members on their team (assume the other regions did not score as high as these two).

The PSO’s pre-Games decision to calculate the Premier’s Cup was to award 5

points for a gold medal, 4 for silver, and 3 for bronze and as well, 2 points for each person who finished in 4th place and one point for every participant who finished the event.

Based on this: Western had 26 points for their medal finishes and 10 points for the

other finishers (total of 36). Central had 22 points for medals and 15 (total of 37)for the other finishers partly

because they had a larger team. Central ended up with 8 points towards the Premier’s Cup and Western came second with 7 points.

∀ This scoring system shall be used regardless of the number of regional teams

competing in a particular sport. For example, if six teams are competing in a particular sport, the sixth place finisher shall receive 3 points.

1.27 PSO’s presenting individual medals for NL Games Competition will be required to

submit their formula for calculating the Premier’s Cup points in advance of the Games Results Committee and also be required to calculate their own Premier’s Cup points at the end of their competition (policy stems from past Games where TDs and Conveners did not know how this was to be to be done)

1.28 In the case of a first place tie, the region which has accumulated the greatest number

of first place wins shall be declared the winner. If the tie persists, the region accumulating the greatest number of second place wins shall be declared the winner, and if necessary, a determination of the number of third place wins shall determine the winner, continuing until a winner has been declared.

1.29 Following the presentation of the Premier’s Cup at the Closing Ceremonies, and after

the conclusion of the Closing Ceremonies, the Recreation and Sport Division shall arrange for its return to the Recreation and Sport Division in St. John’s, where it shall remain on until the following Newfoundland and Labrador Games.

The Sport Newfoundland and Labrador Trophy (Most Improved) A trophy to indicate the most improved region was first presented in 1982 by the Host

Committee of the 1982 NL Winter Games in Labrador City/Wabush. Since then, Sport Newfoundland and Labrador has donated a perpetual trophy to be used winter and summer called the “Sport Newfoundland and Labrador Trophy.” It is to be awarded to the region showing the most improvement over its final standing at the previous NL Games with comparison being made on a winter to winter and as summer to summer basis.

1.30 The Sport Newfoundland and Labrador Trophy shall be awarded at each

Newfoundland and Labrador Games to the region showing the most improvement over its final standing at the previous Games taking place in the same season. That is, summer-to-summer or winter-to-winter comparisons are to be made.

1.31 Scoring for the Sport Newfoundland and Labrador Trophy shall be as follows: A – B X 100 B A = the total points received in the present Games B = the total points received in the previous Games

Example: Labrador Region scored 150 points in 2006 and 225 points in 2010. Their percentage improvement is: 225-150 X 100 = 50% 150

∀ If a region was the Host Region in the previous Games (ie. the Games for which the

scores are being compared), value B is assigned the higher score of the following: (a) the score obtained by the Host Region Team, or

(b) the score obtained by the team representing the region in which the Host team is geographically located and with whom they would normally compete had they not been the Host.

Fabricated Example: In 2008, Host Region of Corner Brook received 150 points while the Western Region (without Corner Brook) received 100 points. In 2012, Western region received 105 points. In trying to calculate Western’s Points in 2012, we use the following formula:

105-150 X 100 = - 30% 150

∀ To calculate the Host Region in a current Games value B is assigned the score received by the Region in which the Host Community was in for the previous Games for which the scores are being compared.

Fabricated Example: In 2010, Grand Falls-Windsor Hosted the NL Winter Games and scored 125 points. In 2006, their region (Central) scored 100 points (obviously they improved!). To

x 100A B

B

−

calculate the Host’s points in 2010 we use the following formula: 125-100 X 100 = 5% 100

The Lieutenant Governor’s Award

1.32 The Lieutenant Governor’s Award shall be awarded at the Closing Ceremonies of each Newfoundland and Labrador Games to the region best demonstrating the overall spirit of friendly competition and sportsmanship, which is the essence of the Games;

1.33 All major officials registered for the NL Games will vote on this award; one vote

per official;

1.34 The Information Technology and the Results Committee shall tally the votes submitted, and the winner shall be declared during the Games Closing Ceremonies.

28.0 CCNL Hall of Fame History and Application Form

CCNL Hall of Fame Inductees History

2014: Previously inducted into Sport NL Hall of Fame or Athlete of the Year Keith Taylor, Builder 1992

Alf Parsons, Athlete 2005 Judy May, Builder 2011 George Lefebvre, Builder 2012

Gerry Rideout, Builder 2014 Lee Churchill, Athlete 2014 (Athlete of year NL 1999} 2014: CCNL Hall of Fame: Gordon Brewer, Builder Francine LeMire, Athlete (Athlete of the year NL 1988)

Percy Pieroway, Builder Bruce LeGrow, Builder

2015: CCNL Hall of Fame(All Builders) Barry May Colin Jardine Corwin Mills Dudley Wheeler Graham Oliver Jamie Graham Muggs Tibbo 2016: CCNL Hall of Fame Kirk Howell, Athlete Anne Chambers, Builder Ron Chambers, Builder Doug Fowlow, Builder 2017: CCNL Hall of Fame Sonya Skinner, Athlete Barbara Taylor, Builder Frank O’Connor, Builder 2018: CCNL Hall of Fame William Fitzgerald, Athlete

Jacqueline LeGrow, Athlete George Pink, Builder

CROSS COUNTRY NEWFOUNDLAND AND LABRADOR HALL OF FAME

The CCNL Hall of Fame Committee would like the following format to be used when submitting nominations to the Cross Country Newfoundland and Labrador Hall of Fame. The purpose of the format is to help insure that the nominee’s involvement and contribution is clearly outlined and detailed. This procedure will also assist the selection committee make a fair and informed decision on entry into the CCNL Hall of Fame. By following this format, the committee feels that the high standard for entry into the Hall of Fame will be protected. When submitting a nomination in either the athlete or builder category, please list the events in chronological order, giving the most recent years first, and the involvement of the candidate under the applicable headings: International Competition (Olympics, World Championships, etc.); National Competition; Provincial Competition. (See sample guide) If the nomination is for an athlete/builder, the athlete and builder sections must be done separately. IMPORTANT: ALL SUBMISSIONS MUST BE SIGNED BY THE NOMINATOR

IN PART A AND THE NOMINEE OR THE NOMINEE’S REPRESENTIVE IN PART B. THE DEADLINE FOR THE SUBMISSION OF NOMINATIONS IS MARCH 31 OF A HALL OF FAME YEAR.

PART A

Please indicate the Category of Membership and Enrollment in the CCNL Hall of Fame. Athlete____ Builder____ Athlete/Builder____ More than one of the above may be checked. Date of Nomination: ______________________________ Nominee’s Name: _________________________________________ Name Commonly Called: ________________________ Nominee’s Mailing Address: ____________________________________________ _____________________________________Postal Code _____________

Telephone Numbers: Residence ______________ Business ____________ E-Mail Address: __________________________________________ Date of Birth: ____________________________________________ If Deceased, Date of Death: _________________________________ Next of Kin: ______________________________________________ Telephone number of Next of Kin: _______________________ Address of Next of Kin: _________________________________________

Period of Time of Residence in Newfoundland and Labrador: _____________ Name of Nominator: _____________________________________________ Address of Nominator: ___________________________________________ Telephone Number: Residence: ______________Business: _______________ E-Mail Address: __________________________________________________ Date of Nomination: _______________________________________ Signature of Nominator: _____________________________________ I, ___________________________________ (nominee) certify/declare that, to the best of my knowledge, the total contents of this nomination form is ACCURATE/TRUTHFUL/FACTUAL. Date: ________________________

IMPORTANT SELECTION CRITERIA

There are a number of key criteria used in the selection of an Athlete or Builder for the CCNL Hall of Fame. Although there is a significant judgment factor, the committee attempts to, where possible, assess nominations on the basis of fact submitted by the nominator. A brief outline of each major criterion follows. Criterion for Athlete

ABILITY LEVEL

• Was the Athlete superior in terms of ability? (explain) • Did the Athlete win/earn significant awards/honors? (Medals, National Team or

Training Centre Team, etc.) Please indicate type and year. • Was the individual recognized by peers, public etc. as being “one of the best” in the

sport?

COMPETITIVE LEVEL

• At what level of competition did the Athlete participate? (International, National, Provincial)

• Give details as to the level, duration and frequency of the Athletes involvement. (for example: 15 years Provincial, 5 years National and one year International)

• List and give the year of significant Provincial, National etc. competitions.

CHARACTER AND LEADERSHIP

• Did the Athlete display leadership qualities? (Intelligence, tenacity, sportsmanship etc.)

Explain. • Was the Athlete recognized for their leadership? (Awards, etc) • Give details of these distinctions. (Type of award/distinction and year)

Criterion for Builder

INITIATING, FOUNDING, REVIVING, OR DEVELOPING

• Was the Builder responsible for the initiating or founding cross country skiing from the very beginning? If so, to what degree (what role did the Builder play)?

• Was the Builder responsible for reviving cross country skiing that was dormant for a period of time? (what role did the builder play)

• Did the individual play a significant role in developing cross country skiing in the beginning, through difficult years or in the years of significant growth of the sport? (what role did the builder play)

• Attempt to outline the personal contribution of the individual in the early years of keeping cross country skiing alive in terms of significant events.

• This selection is important – please try to list these early contributions.

DEVELOPMENT • Would cross country skiing have progressed as well as it has without the Builder’s

contribution? (Explain) • Was the individual responsible for initiating programs such as player development,

officials’ development and coaching development? (give examples) • Was the individual responsible for introducing, reorganizing or modifying such areas as

administrative or finance procedures? (give examples) • Did the Builder earn the respect and acquire a reputation amongst his or her peers as

being a “prime mover” for the sport of cross country skiing?

LEVEL OF INVOLVEMENT

• Did the individual participate in a leadership role? (Executive level, committee chair, etc.) How significant were these roles?

• How many years in the various roles was the individual involved? • What level was this leadership? (International, national, provincial or local) • How many years was the individual involved in cross country?

PART B

SAMPLE/GUIDE Athlete

(The following information is fictional)

PARTICIPATION AS AN “ATHLETE” INTERNATIONAL COMPETITION (Olympics, World Championships, Etc.)

• 1996 Competed for Canada at World Cross Country Ski Championships • 1992 Competed in the U-23 World Cross Country Ski Championships for Canada.

Finished third winning a bronze medal. • 1989 Competed at the World Junior Cross Country Ski Championships for Canada

NATIONAL COMPETITION

• 1995 Represented the Province in the Canadian Cross Country Ski Championships winning the Gold Medal in the 50 km free technique

• 1995 Won a gold medal at the Eastern Canadian Championships in the 10 km classic • 1990-97 Competed in the Canadian Cross Country Ski Championships • 1994 Won a bronze medal at the Eastern Canadian Championships in the 15 km classic • 1991 Competed for Newfoundland and Labrador in the Canada Winter Games and won

Gold and Bronze Medals • 1986-1989 Competed at the Canadian Junior Cross Country Ski Championships • 1989 Gold Medal in 15 km free at Canadian Juniors • 1988 Silver Medal in 10 km classic at Canadian Juniors • 1987 Competed at the Atlantic Cross Country Ski Championships; won Gold Medals in

classic and free technique PROVINCIAL COMPETITION

• 1984-1989 Won medals at all Provincial Championships as a junior skier

ACHIEVEMENTS AND AWARDS

• Won a Gold Medal at the National Championships • Won Gold and Bronze Medals at the Eastern Championships • Won Gold and Bronze Medals at the Canada Winter Games • National Training Centre Team Member 1989-1994

SUMMARY John Smith over a fifteen year career in cross country skiing has exemplified the qualities of an outstanding athlete. Not only has he demonstrated exemplary technical abilities in his chosen sport, he has demonstrated those intangible characteristics which made him a great competitor and team leader. His selection to the National Training Centre Team, to National Teams at international championships and his success at various competitions at the international and national level supports this claim. In addition to John’s strong competitive instincts and technical ability, he has also demonstrated outstanding sportsmanship and sense of fair play. I, ___________________________________ (nominee) certify/declare that, to the best of my knowledge, the total contents of this nomination form is ACCURATE/TRUTHFUL/FACTUAL. Date: ________________________

29.0 Appendices

Appendix 1

XCNL Expense Claims

Name:_________________________ Address:__________________________________________________________ Phone Number:__________________ Name of Event:____________________________________ Date of Event:_____________________________________

**ALL RECEIPTS MUST BE INCLUDED WITH THIS CLAIM**

Travel

Automobile: $0.25 per kilometre x __________ kms = $ ________ Flights (if paid by yourself): $ ________ Accommodations: $ _______ /night x ______ nights = $ _______ Miscellaneous (Ex. Supplies, phone bills, taxi, registration, rental car) 1._______________________________ 2.______________________________ 3._______________________________ 4.______________________________ 5._______________________________ 6.______________________________ 7._______________________________ 8.______________________________ Coach honorariums Meals $ 25.00/day x _______ days = $ ________ Coaching fees $150.00/day x ________ days = $ ________ $75.00 / ½ day x _____ ½ days = $ _______ Total coaching fees = $ _______ Total Coach honorariums: $ _______________ Total All other (NOT including honorariums): $__________________ Signature________________________ Date__________________________ Date paid______________________________

Cross Country Newfoundland & Labrador (CCNL) EVENT BID FORM

1. BIDDING FOR PROVINCIALS __________ MIDGETS / SKI FESTIVAL______________

(Rank Priority) MARATHON ____________ ATLANTICS _________________________

2. GENERAL

C) NAME OF CLUB _______________________________________________________________

ADDRESS ______________________________________________________________________

PHONE _______________ FAX _________________ EMAIL _______________________

D) CONTACT PERSON _____________________________________

ADDRESS ____________________________________

PHONE #________________FAX _________________ EMAIL _________________________

6. TECHNICAL

a. Attach a map and profile of the course/courses and include:

- start / finish area

- location of checkpoints and first aid points (if appropriate)

- location of chalet / waxing huts / parking

- any other pertinent information

7. ACCOMMODATIONS

a. Can billets be provided? ____________________________________________________________

b. List hotels in area _________________________________________________________________

____________________________________________________________________________________

8. ORGANIZATION

Chairman of Organizing Committee ______________________________________________________

Address ____________________________________________________________________________

PHONE#________________ FAX_________________ EMAIL________________________________

Have you run this type of event before? _____________________________________________________

How many trained officials do you have? ____________________________________________________

Are you prepared to train more officials before this event? ______________________________________

NOTES:

YOU MUST HAVE A TD/TA APPOINTED IN CONSULTATION WITH THE DIRECTOR of OFFICIALS.

YOU MUST HAVE TRAINED OFFICIALS IN ORDER TO BID FOR AND HOST THIS EVENT.

Please present bid to the Secretary and Event Committee Chair two weeks prior to the AGM, in the year prior to the date the

event is planned to take place.

Reconciliation Form

Date: ______________

To: Treasurer CCNL Ski Div JENNIFER JENNINGS 715 Macdonald Crescent Labrador City , NL A2V 2G9 Enclosed is a reconciliation and cheque from ________________________ For the Junior Development Ticket Draw to be held on (ddmmyy)________ Outfitters Marathon, Club ____________________Location____________ _____________________ Number of Tickets Received: ____________ Number of Tickets Sold: ____________ Name: ______________________________________ Club:________________________________________ Total Amount: ___________ Less Postage: ___________ Sub-total: ___________ ____________ 40% Club (Keep) ___________ ____________ 60% to CCNL. ___________ ____________

Enclosed is a cheque in the amount of _________________________

JUNIOR DEVELOPMENT CLAIM FORM FOR CLUB SUBSIDY Please Select ONE of the following events. Please submit one application per event.

o Provincial Championships o Midget Championships o Other CCNL approved event.(Please Specify_________________)

Name of Club: ___________________________ Total number of eligible members’ traveling_________ Club Mailing Address: ____________________________ ____________________________ Postal Code: ______________ Fax #: _______________ Phone #: _______________ Email: ____________________ Return Road Map Kilometers for Event: _________________ NAMES OF SKIERS CATEGORY 1. _____________________ _______________ 2. _____________________ _______________ 3. _____________________ _______________ 4. _____________________ _______________ 5. _____________________ _______________ 6. _____________________ _______________ 7. _____________________ _______________ 8. _____________________ _______________ (If additional space is required please attach) NAME OF CLUB OFFICIAL: (PRINT) ____________________________________ (to verify CLUB membership) SIGNATURE: ____________________________________DATE: _______________ Amount of Subsidy: ___________ Approved by: ______________ Date:_____________ MAIL TO: Will Fitzgerald, CCNL JUNIOR DEVELOPMENT COORDINATOR 13 Prince Charles Place, St. John’s, NL, A1A2P1 Email: fitzw@hotmail.com

DEADLINE: April 6, 2012

CLAIM FORM FOR HIGH SCHOOL SUBSIDY

NAME OF SCHOOL:__________________ NAME OF CLUB:_________________ Mailing address of Club:______________________________ postal code: __________ Fax #: ________________Phone: _______________ email: ______________________ Return Road Map Kilometres: __________________ NAMES OF STUDENT ATHLETES:

JUNIOR HIGH (FEMALE) 1. _______________________________ 2. ________________________________ 3. _______________________________ 4. ________________________________

JUNIOR HIGH (MALE) 1. _______________________________ 2. ________________________________ 3. _______________________________ 4. ________________________________

SENIOR HIGH (FEMALE) 1. _______________________________ 2. ________________________________ 3. _______________________________ 4. ________________________________

SENIOR HIGH (MALE) 1. _______________________________ 2. ________________________________ 3. _______________________________ 4. ________________________________ Name of Club Official: (print) __________________________________ Signature: ________________________________ (to verify CLUB membership) Signature of Teacher/Coach: _______________________ date: ____________________ Amount of subsidy: _______ Approved by: ______________ Date: ______________ Mail to: Will Fitzgerald CCNL JUNIOR DEVELOPMENT COORDINATOR 13 Prince Charles Place St. John’s, NL, A1A 2P1, fitzw@hotmail.com

Deadline: April 6th, 2012

3 LABRADOR SPORT TRAVEL SUBSIDY PROGRAM APPLICATION (As of July 1, 2011) Name of Organization / Applicant: ________________________________________ Contact Person: __________________________ Position: ____________________ Address: ____________________________________________________________ Phone #: (B) ________________ (H) _______________ (C) ________________ Email: ______________________________________________________________ Indicate reason for travel: • Travel to attend Sport try-out (Attach letter of invitation) • Travel to Provincial Team / Canada Games Training / Camps

• Indicate number of trips athlete has completed to date in this fiscal year • Travel to Provincial Tournament • Hosting a Provincial Tournament � Travel to attend Coaching / Official Clinic Name of Event: ______________________________ Location: _________________ Dates of event: ______________________________ Departure Date: __________________ Return Date: ___________________ Method Of Travel: ______________________________________________________ Name of Person (s) Traveling: ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ Subsidy Made Payable to: _______________________________________________ Application approved by: ________________________________________________

Trevor Paine or Bev Elliott Dept. Tourism, Culture and Recreation Department of Tourism, Culture and Recreation Recreation and Sport Division P.O. Box 3014, Station B, HV/GB, Labrador. NL. AOP 1EO Trevor Paine Tel #: 709-896-7251 Fax #: 709-896-0291

Bev Elliott Tel #: 709-944-6251 Fax #: 709-944-6377