The following terms have these meanings in this Code: a) “Individuals” - All individuals engaged in activities with the Hummingbird Volleyball Club including but not limited to athletes, coaches, volunteers, managers, administrators, directors and officers of HVC and parents of HVC members.
PurposeThe purpose of this Code of Conduct ("Code") is to ensure a safe and positive environment (within HVC programs, activities, and events) by making all Individuals aware that there is an expectation, at all times, of appropriate behaviour consistent with the Club’s values as set out in section 3 of this Code. The Club is committed to providing an environment in which all individuals are treated with respect. The Club supports equal opportunity and prohibits discriminatory practices. Individuals are expected to conduct themselves at all times in a manner consistent with the Club’s values. Conduct that violates this Code may be subject to sanctions pursuant to the Club’s Discipline and Complaints Policy.
Application of this CodeThis Code applies to conduct that may arise during the course of HVC business, activities, and events, including but not limited to: its office environment, competitions, practices, training camps, tryouts, travel, and any meetings. This Code also applies to the conduct of Individuals that may occur outside of the Club’s activities, events, and meetings when such conduct adversely affects relationships within the Club (and its work and sport environment) and is detrimental to the image and reputation of the Club. Such applicability will be made by the Club in its sole discretion.
ResponsibilitiesAll Individuals have a responsibility to: a) Maintain and promote an inclusive sport environment for all Club members and other individuals by: Demonstrating respect for individuals regardless of body type, physical characteristics, athletic ability, gender, ancestry, colour, ethnic or racial origin, nationality, national origin, sexual orientation, gender identity, gender expression, age, marital status, religion, religious belief, political belief, disability or economic status Focusing comments or criticism appropriately and avoiding public criticism of athletes, coaches, officials, organizers, volunteers, employees and members Consistently demonstrating the spirit of sportsmanship, sport leadership and ethical conduct Acting, when appropriate, to prevent or correct practices that are unjustly discriminatory; v. Consistently treating individuals fairly and reasonably Ensuring adherence to the rules of volleyball and the spirit of those rules b) Refrain from any behaviour that constitutes harassment, where harassment is defined as comment or conduct directed towards an individual or group, which is offensive, abusive, racist, sexist, homophobic, transphobic, degrading, or malicious. Types of behaviour that constitute harassment include, but are not limited to:
- Written or verbal abuse, threats or outbursts
- The display of visual material which is offensive or which one ought to know is offensive in the circumstances
- Unwelcome remarks, jokes, comments, innuendo or taunts
- Leering or other suggestive or obscene gestures
- Condescending or patronizing behaviour which is intended to undermine self- esteem, diminish performance or adversely affect working conditions
- Practical jokes which cause awkwardness or embarrassment, endanger a person’s safety, or negatively affect performance
- Any form of hazing where hazing is defined as “Any potentially humiliating, degrading, abusive, or dangerous activity expected of a junior-ranking athlete by a more senior team-mate, which does not contribute to either athlete’s positive development, but is required to be accepted as part of a team, regardless of the junior-ranking athlete’s willingness to participate. This includes, but is not limited to, any activity, no matter how traditional or seemingly benign, that sets apart or alienates any team-mate based on class, number of years on the team, or athletic ability.”
- Unwanted physical contact including, but not limited to, touching, petting, pinching, or kissing
- Unwelcome sexual flirtations, advances, requests, or invitations
- Physical or sexual assault
- Sexist jokes
- Display of sexually offensive material
- Sexually degrading words used to describe a person
- Inquiries or comments about a person’s sex life
- Unwelcome sexual flirtations, advances or propositions
- Persistent unwanted contact
Board Members and StaffIn addition to paragraph 7 of the Hummingbird Volleyball Club Code of Conduct (above), Board Members and Staff of the Club will: a) Act with honesty and integrity and conduct himself or herself in a manner consistent with the nature and responsibilities of the Club’s business b) Ensure that the financial affairs of the Club are conducted in a responsible and transparent manner with due regard for his or her fiduciary responsibilities c) Conduct oneself openly, professionally, lawfully and in good faith in the best interests of the Club d) Be independent and impartial and not be influenced by self-interest, outside pressure, expectation of reward or fear of criticism e) Behave with decorum appropriate to both circumstance and position and be fair, equitable, considerate and honest in all dealings with others f) Respect the confidentiality appropriate to issues of a sensitive nature g) Ensure that all Hummingbird Volleyball Club members are given sufficient opportunity to express opinions, and that all opinions are given due consideration and weight
CoachesIn addition to paragraph 7 of the Hummingbird Volleyball Club Code of Conduct (above), coaches have additional responsibilities. The coach-athlete relationship is a privileged one and plays a critical role in the personal, sport, and athletic development of the athlete. Coaches must understand and respect the inherent power imbalance that exists in this relationship and must be extremely careful not to abuse it, consciously or unconsciously. Coaches will: a) Meet the highest standards of credentials, integrity and suitability, including but not limited to such considerations established by the Club’s Screening Policy, so that participants are satisfied it has minimized the risk of an unsafe environment b) Report any ongoing criminal investigation, conviction or existing bail conditions, including those for violence; child pornography; or possession, use or sale of any illegal substance c) Under no circumstances provide, promote or condone the use of drugs (other than properly prescribed medications) or performance-enhancing substances and, in the case of minors, alcoholic beverages and/or tobacco d) Respect all other teams and athletes from other teams and, in dealings with them, not encroach upon topics or actions which are deemed to be within the realm of 'coaching', unless first receiving approval from the coach who is responsible for the team or athlete(s) involved e) Not engage in a sexual relationship with an athlete of under the age of 18 years, or an intimate or sexual relation with an athlete over the age of 18 if the coach is in a position of power, trust or authority over such athlete f) Recognize the power inherent in the position of coach and respect and promote the rights of all participants in sport. This is accomplished by establishing and following procedures for confidentiality (right to privacy), informed participation, and fair and reasonable treatment. Coaches have a special responsibility to respect and promote the rights of participants who are in a vulnerable or dependent position and less able to protect their own rights g) Dress professionally, neatly and inoffensively h) Use inoffensive language, taking into account the audience being addressed
AthletesIn addition to paragraph 7 of the Hummingbird Volleyball Club Code of Conduct (above), athletes will have additional responsibilities to: a) Report any medical problems in a timely fashion, where such problems may limit the athlete’s ability to travel, train or compete b) Participate and appear on time, well-nourished and prepared to participate to one’s best abilities in all competitions, practices, training sessions, events, activities, or projects c) Properly represent oneself and not attempt to enter a competition for which one is not eligible, by reason of age, classification, or other reason d) Adhere to the Club’s rules and requirements regarding clothing and equipment e) Never ridicule a participant for a poor performance or practice f) Act in a sportsmanlike manner and not display appearances of violence, foul language, or gestures to other players, officials, coaches, or spectators g) Dress in a manner representative of the Club with focus being on neatness, cleanliness, and discretion. Designated official clothing, if applicable, must be worn when traveling and competing h) Act in accordance with the Club’s policies and procedures and, when applicable, additional rules as outlined by coaches or chaperones
Parents/Guardians and SpectatorsIn addition to paragraph 7 of the Hummingbird Volleyball Club Code of Conduct (above), parents/guardians of Individuals and Spectators at events will: a) Encourage athletes to play by the rules and resolve conflicts without resorting to hostility or violence b) Never ridicule a participant for a poor performance or practice c) Respect the decisions and judgments of officials and encourage athletes to do the same d) Not question the judgment or honesty of an official or a Club staff member e) Respect and show appreciation to all competitors and to the coaches, officials, and other volunteers who give their time to the sport f) Keep off of the competition area and not interfere with events or calls
The Fair Play rule applies to 13u, 14u and 15u age categories. The rule will be applied all season including Ontario Provincial Championships and National Championships. The rule is intended to provide young players with an opportunity to play and develop while also helping to keep them in the sport as a lack of playing time is consistently cited as a primary reason for children leaving a sport.
Fair Play:All Players listed on the score sheet must start the first or second set. Substitutions are not permitted in the first or second set. In the case of injury, an exceptional substitution may be made. The injured/ill player may not return to the same set, but a return to play in subsequent sets. Any Line up can be used at the start of the third set. Teams are strongly encouraged to distribute playing time among all players on the team.
Discipline and Complaints Policy The following terms have these meanings in this Policy: a) “Complainant” – The party alleging an infraction b) “Respondent” – The alleged infracting party c) “Days” – Days irrespective of weekend and holidays d) “Member” - All categories of membership defined in the Hummingbird Volleyball Club (HVC) constitution and by-laws including but not limited to, athletes, coaches, volunteers, managers, administrators, and directors and officers of Hummingbird Volleyball Club
PurposeMembership of Hummingbird Volleyball Club (HVC), as well as participation in its activities, brings many benefits and privileges. Members are expected to fulfill certain responsibilities and obligations including, but not limited to, complying with Hummingbird Volleyball Club constitution, bylaws, policies, procedures, rules and regulations, and Code of Conduct. Irresponsible behaviour by members can result in severe damage to the integrity of Hummingbird Volleyball Club. Conduct that violates these values may be subject to sanctions pursuant to this Policy.
Application of this PolicyThis Policy applies to all Members as defined in the Definitions. This Policy applies to discipline matters that may arise during the course of Hummingbird Volleyball Club business, activities and events including, but not limited to, competitions, practices, training camps, travel associated with Hummingbird Volleyball Club activities, and any meetings. Discipline matters and complaints arising within the business, activities, or events organized by entities other than Hummingbird Volleyball Club will be dealt with pursuant to the policies of these other entities unless accepted by Hummingbird Volleyball Club at its sole discretion.
Reporting a ComplaintAny Member may report to Hummingbird Volleyball Club Head Coach regarding any complaint/s of an infraction by a Member. This complaint must be signed and in writing, and must be filed within seven (7) days of the alleged incident. Anonymous complaints may be accepted at the sole discretion of Hummingbird Volleyball Club’s President and/or Head Coach. A Complainant wishing to file a complaint beyond the seven (7) days must provide a written statement giving reasons for an exemption to this limitation. The decision to accept, or not accept, the notice of complaint outside the seven (7) day period will be at the sole discretion of Hummingbird Volleyball Club. This decision may not be appealed.
Head Coach – Case ManagerUpon receiving a complaint, Hummingbird Volleyball Club will assign the case to the Hummingbird Volleyball Club Head Coach within seven (7) days to oversee the management and administration of a complaint submitted in accordance with this Policy and such appointment is not appealable. The Head Coach has an overall responsibility to implement this Policy in a timely manner including: a) Determine whether the complaint is frivolous or outside the jurisdiction of this Policy. If the Head Coach determines the complaint is frivolous or outside the jurisdiction of this Policy, the complaint will be dismissed immediately. The Head Coach’s decision to accept or dismiss the complaint may not be appealed b) Determine if the complaint is a minor or major infraction c) Appoint a Mediator and/or Panel, if necessary, in accordance with this Policy d) Determine the format of the hearing e) Coordinate all administrative aspects of the complaint f) Provide administrative assistance and logistical support to the Panel as required g) Provide any other service or support that may be necessary to ensure a fair and timely proceeding The Head Coach will inform the Parties if the incident is to be dealt with as a minor or major infraction and the matter will be dealt with according to the applicable sections of this Policy relating to minor or major infractions. This Policy does not prevent an appropriate person having authority from taking immediate, informal, or corrective action in response to behaviour that constitutes either a minor or major infraction. Further sanctions may be applied in accordance with the procedures set out in this Policy.
Minor InfractionsMinor infractions are single incidents of failing to achieve expected standards of conduct that generally do not result in harm to others, Hummingbird Volleyball Club, or the sport of volleyball. All disciplinary situations involving minor infractions will be dealt with by the appropriate person who has authority over the situation and the individual involved. The person in authority can be, but is not restricted to being, staff, officials, coaches, organizers, or Hummingbird Volleyball Club decision makers. Provided that the Respondent being disciplined is told the nature of the infraction and has an opportunity to provide information concerning the incident, procedures for dealing with minor infractions will be informal (compared to the procedures for major infractions) and will be determined at the discretion of the person responsible for discipline of such infractions (as noted above in section 12). Penalties for minor infractions, which may be applied singularly or in combination, include the following: a) Verbal or written warning b) Verbal or written apology c) Service or other voluntary contributions to Hummingbird Volleyball Club d) Removal of certain privileges of membership for a designated period of time e) Suspension from the current competition, activity, or event f) Any other sanction considered appropriate for the offense Minor infractions that result in discipline will be recorded and records will be maintained by Hummingbird Volleyball Club. Repeat minor infractions may result in further such incidents being considered a major infraction.
Major InfractionsMajor infractions are instances of failing to achieve the expected standards of conduct that result, or have the potential to result, in harm to other persons, to Hummingbird Volleyball Club, or to the sport of volleyball. Examples of major infractions include, but are not limited to: a) Repeated Minor Infractions b) Intentionally damaging Hummingbird Volleyball Club property or improperly handling Hummingbird Volleyball Club monies c) Incidents of physical abuse d) Pranks, jokes, or other activities (including hazing) that endanger the safety of others e) Disregard for the bylaws, policies, rules, regulations, and directives of Hummingbird Volleyball Club f) Conduct that intentionally damages the image, credibility, or reputation of Hummingbird Volleyball Club g) Behaviour that constitutes harassment, sexual harassment, or sexual misconduct h) Abusive use of alcohol, any use or possession of alcohol by minors, or use or possession of illicit drugs and narcotics Major infractions will be decided using the disciplinary procedures set out in this Policy, except where a dispute resolution procedure contained within a contract or other formal written agreement takes precedence. Major infractions occurring within competition may be dealt with immediately, if necessary, by an appropriate person having authority. In such situations, disciplinary sanctions will be for the duration of the competition, training, activity, or event only. Further sanctions may be applied but only after review of the matter in accordance with the procedures set out in this Policy. This review does not replace the appeal provisions of this Policy.
Procedure for Major Infraction HearingIf the Head Coach is satisfied that the complaint is a major infraction, the Head Coach will, with the consent of the parties, seek to resolve the complaint through mediation using the services of an independent mediator or the Head Coach. If the complaint cannot be resolved through mediation, then a hearing before a Panel will take place. The Head Coach will appoint the Panel, which will consist of a single Adjudicator, to hear the appeal. In extraordinary circumstances, and at the discretion of the Head Coach, a Panel of three (3) persons may be appointed to hear and decide the complaint. In this event, the Head Coach will appoint one of the Panel’s members to serve as the Chair. If the Respondent acknowledges the facts of the incident, the Respondent may waive the hearing, in which case the Panel will determine the appropriate disciplinary sanction. The Panel may hold a hearing for the purpose of determining an appropriate sanction. If the Respondent chooses not to participate in the hearing, the hearing will proceed in any event. The Head Coach will determine the format of the hearing, which may involve an oral in- person hearing, an oral hearing by telephone, a hearing based on written submissions, or a combination of these methods. The hearing will be governed by the procedures that the Head Coach and the Panel deem appropriate in the circumstances, provided that: a) The Parties will be given appropriate notice of the day, time and place of the hearing b) Copies of any written documents which the parties wish to have the Panel consider will be provided to all Parties in advance of the hearing c) The Parties may be accompanied by a representative, advisor, or legal counsel at their own expense d) The Panel may request that any other individual participate and give evidence at the hearing e) Decisions will be by a majority vote of Panel members If a decision may affect another party to the extent that the other party would have recourse to a complaint or an appeal in their own right under this Policy, that party will become a party to the complaint in question and will be bound by the decision. In fulfilling its duties, the Panel may obtain independent advice.
DecisionAfter hearing the matter, the Panel will determine whether an infraction has occurred and, if so, the sanctions to be imposed. The Panel's written decision, with reasons, will be distributed to all parties, the Head Coach, and Hummingbird Volleyball Club. The decision will be considered a matter of public record unless decided otherwise by the Panel.
SanctionsThe Panel may apply the following disciplinary sanctions, singularly or in combination, for major infractions: a) Verbal or written reprimand b) Verbal or written apology c) Service or other voluntary contribution to Hummingbird Volleyball Club d) Removal of certain privileges of membership e) Suspension from certain Hummingbird Volleyball Club teams, events, and/or activities f) Suspension from all Hummingbird Volleyball Club activities for a designated period of time g) Payment of the cost of repairs for property damage h) Suspension of funding from Hummingbird Volleyball Club or from other sources i) Expulsion from Hummingbird Volleyball Club j) Any other sanction considered appropriate for the offense Unless the Panel decides otherwise, any disciplinary sanctions will commence immediately. Failure to comply with a sanction as determined by the Panel will result in automatic suspension until such time as compliance occurs. Major infractions that result in discipline will be recorded and records will be maintained by Hummingbird Volleyball Club.
Suspension Pending a HearingHummingbird Volleyball Club may determine that an alleged incident is of such seriousness as to warrant suspension of the Respondent pending a hearing and a decision of the Panel.
Criminal ConvictionsHummingbird Volleyball Club does not adjudicate matters of the court as these fall outside the jurisdiction of our operations, however will in all circumstances exercise it’s responsibility under the law, to report and be compliant in all police investigations in matters involving a member that forms an allegation of a breaking of any law covered in the jurisdictions under which operations of the club take place. An accusation of/or a Member’s conviction for any of the following Criminal Code offenses will be deemed a major infraction under this Policy and will result in an initial suspension during investigations and upon confirmation of conviction, immediate expulsion from Hummingbird Volleyball Club and removal from Hummingbird Volleyball Club competitions, programs, activities and events: a) Any child pornography offences b) Any sexual offences c) Any offence of physical or psychological violence d) Any offence of assault e) Any offence involving trafficking of illegal drugs
ConfidentialityThe discipline and complaints process is confidential and involves only the Parties, the Head Coach, the Panel, and any independent advisers to the Panel under section 26 of this policy. Once initiated and until a decision is released, none of the Parties will disclose confidential information relating to the discipline or complaint to any person not involved in the proceedings.
Appeals ProcedureThe decision of the Panel may be appealed in accordance with the Hummingbird Volleyball Club Appeal Policy.
PurposeThe purpose of this policy is to establish guidelines for staff, consultants, volunteers, members, stakeholders and affiliated groups. This policy covers the conduct and expectations, policies, audiences, definitions, standards, guidelines & examples for volunteers and the public when participating in Hummingbird Volleyball social media or social networking platforms. Hummingbird Volleyball must ensure the use social media communications maintains our brand, identity, integrity and reputation while minimizing legal risks, inside or outside of the workplace. Social Media can move quickly and be challenging and is to be used to convey information about club products and services, promote and raise awareness of Hummingbird Volleyball brand, search for potential new markets, communicate with volunteers and customers to brainstorm, issue or respond to breaking news or negative publicity, and discuss club-specific activities and events.
DefinitionsSocial Media: Social media or social networking includes all forms of online publishing and discussion, including but not limited to: blogs, wikis, file‐sharing, user‐generated video and audio, social networks and other social networking applications. At present, many organizations are fully engaged with social media websites such as Facebook, Twitter, YouTube and LinkedIn, and most intend to embrace all new social media environments that may appear in the future.
Club Policy & Guidelines
Authorized users:Social Media Managers must be authorized by Hummingbird Volleyball Directors based on responsibilities, to engage in work-time social media sites. All volunteers must identify themselves as volunteers of Hummingbird Volleyball or their affiliation and expertise when posting to Hummingbird Volleyball social media.
Content guidelines:For social media including Hummingbird Volleyball, content must be relevant, meet specified goals or purposes and add value to Hummingbird Volleyball brand. Any copyrighted or confidential information requires written or verbal authorization Hummingbird Volleyball before it can be published and should be properly attributed. All content must conform to all appropriate laws and regulations, as well as guidelines adopted by and governing the industry, such as privacy laws. Content must be polite and respectful. All messaging should maintain the same tone as if interacting with someone in person on behalf of the organization.
Editorial control:Hummingbird Volleyball is authorized to remove any content that does not meet the rules and guidelines of the policy or may be illegal or offensive. Removal of such information will be done without permission of the author or advance warning. Hummingbird Volleyball expects all public users (non-volunteers, non-members, non-stakeholders) to abide by all guidelines of the club policy mentioned above and Hummingbird Volleyball reserves the right to take the same action as mentioned above in removing offensive or illegal content. Social media comments from public users that require response will be addressed in a timely but thoughtful, and respectful manner.
Personal Rules & GuidelinesVolunteers are expected to follow the guidelines and policies set forth below to provide a clear line between you as the individual and you as the volunteer of “Hummingbird Volleyball.” Hummingbird Volleyball respects the right of volunteers to use social media forums for self-publishing and self expression on personal time but unless specifically authorized by department head or manager, volunteers are not permitted to use forms of social media during working hours or at anytime on club computers or any other club-supplied devices unless the volunteer is authorized to speak on the organization's behalf. Social networking sites have blurred the line between private and public activity. In many ways, today’s social media pages have replaced the written letters of the past but are more visible. Your social media posts—even if you intend them to be solely personal messages to your friends or family—can be easily circulated beyond your intended audience. This content, therefore, represents you and the organization to the outside world. Volunteers will be held personally liable for any commentary that is considered defamatory, obscene, proprietary or libelous by any offended party up to and including, Hummingbird Volleyball when on club’s time or using club computers or club-supplied devices. Volunteers are prohibited from harassing, discriminating or disparaging against any volunteer or anyone affiliated with or doing business with “Hummingbird Volleyball.” Volunteers are prohibited from posting club’s name, trademark or logo or any club-privileged information, including but not limited to: copyrighted information or club-issued documents unless authorized by Hummingbird Volleyball. Volunteers are prohibited from promoting personal projects or endorsing other brands, causes or opinions without the use of a disclaimer to separate volunteer’s personal uses with those of “Hummingbird Volleyball’s.” Volunteers shall use discretion in responding to public users through social media and use a respectful and courteous tone.
EnforcementViolations of the above policy will be enforced under current volunteer policies regarding personal conduct, supervisory discipline, reprimand, or termination of membership.
PurposeThe purpose of this policy is to protect the Hummingbird Volleyball Club, a non-profit organization from financial hardship, ensure programming costs remain low and avoid incurring additional costs.
DefinitionsBoard: The duly appointed board members of HVC. Committee: Any authorized and recognized committee of the HVC. Participants: Any person directly or indirectly involved in an approved activity in the capacity of competitor, observer, athlete, coach, assistant coach, practice volunteer, trainer, manager, parent, official, spectator, employee, Committee Member or any other person present or involved in the activity.
CoreEach refund will be handled on a case-by-case basis by the Board of Directors who will make a decision in a timely manner. A full refund can be considered if an athlete withdraws before Signing Night. After Signing Night, direct costs are paid up front and are not eligible for refund under any circumstances. These include but are not limited to:
- OVA Fees
- Uniform/Warm-Up/Apparel Costs
- The remainder of fees may be eligible for a refund and will be taken into consideration by the Board of Directors for the following reasons:
- Injury/Medical condition (with Doctor’s note)
- Moving out of province/country
- Withdrawing from the team for the following reasons will not be eligible for a refund:
- Removal due to breach of HVC Code of Conduct
- Leaving due to lack of playing time / lack of understanding of HVC Pathway