Code of Conduct (En)

Code de Conduite (Fr)

Last updated August 14, 2016

Any personal information that you provide is used for administrative purposes only. Individual information is kept strictly confidential. Quidditch Canada does not trade, sell, or share information with any second or third party.

We may contact you about events or send information in which you’ve indicated an interest electronically or by mail. You always have the opportunity to decline receiving further communication from us.

Please contact us if you wish to: see what data we have about you, if any; change/correct any data we have about you; have us delete any data we have about you; or express any concern you have about our use of your data.

If you have any questions about our Privacy Policy, please contact info@quidditchcanada.com

(Policy last revised on 9/11/2014 by Quidditch Canada)

PURPOSE

This policy defines Quidditch Canada approved registration requirements for the 2015-2016 season.

This policy aims to support the development of quidditch in Canada, as well as align Quidditch Canada with the requirements for being a National Governing Body (NGB). Registration is an essential part of developing the sport of quidditch, and by limiting registration during the regular season to residents of Canada, Quidditch Canada will be able to focus on its goal to advance the sport in Canada and retain its status a National Governing Body.

DEFINITIONS

For the purpose of this policy, an eligible registrant is:

• A person residing within the geographic boundaries of Canada
• A team based within the geographic boundaries of Canada

For the purpose of this policy, the regular season is:

• the period between September 1, 2015 and April 30, 2016

REQUIREMENTS

To be a member of Quidditch Canada during the regular season, the following requirements must be met:

• Members must reside in Canada during some or all of the period between September 1, 2015 and April 30, 2016
• Teams must be based in Canada
• Members and teams may not be registered with another National Governing Body
  • If you are already a member of another NGB, or play with a team that is a member of another NGB for NGBs that do not have individual memberships, prior to residing in Canada, contact Quidditch Canada to determine your eligibility to transfer prior to attempting to register with Quidditch Canada
  • If you are a member of Quidditch Canada, move out of Canada and wish to register with another NGB, contact Quidditch Canada for transfer assistance
• Members may join up to two teams, one Development and one Competitive
  • If you reside in Quebec, you may also sign up for one CEGEP team
  • Transfer requests between teams are subject to Quidditch Canada’s Transfer Policy
• Membership dues must be paid and registration must be completed before membership takes effect

Quidditch Canada will work with other NGBs to facilitate this policy. As well, teams and individuals are responsible for ensuring they follow it. Any violations of this policy may lead to forfeiture of games, revocation of membership, or other consequences as deemed necessary.

EXCEPTIONS

• Canadian citizens who do not reside in Canada but who wish to try out for or join the National Team will be able to join as members but will not be eligible to join teams in Canada during the regular season.
• University of British Columbia and British Columbia Quidditch Club, due to registering with US Quidditch in the 2014-2015 season and the lateness of this announcement, have the choice to register with US Quidditch or with Quidditch Canada for the 2015-2016 season. They will be subject to this policy in 2016-2017.
• Exceptions may be made for individuals physically isolated from local teams, on a case-by-case basis and in consultation with the other relevant NGB.
• Between May 1 and August 31, 2016, Quidditch Canada individual membership is open to anyone.

NOTES
Quidditch Canada fees and memberships are non-refundable and non-transferable. No refunds will be issued for voluntary withdrawal, for games missed due to injuries, or for games not played due to cancellation. No refunds will be issued if a membership is revoked by Quidditch Canada due to violation of Quidditch Canada policies.

(Policy last revised on 9/2/2015 by Quidditch Canada)

This document sets out the policy and procedure for appeals by all categories of members of Quidditch Canada (the “Member”) against decisions that affect them. It provides for an internal process and, in most cases, a final external process.

PRINCIPLES

A member who is specifically affected by a decision taken by the Directors of Quidditch Canada, a Quidditch Canada committee, or by any body or individual within Quidditch Canada who has been delegated authority to make decisions on behalf of Quidditch Canada, shall have the right to appeal the Decision. This right of appeal does not extend to:

1. Matters of general application such as amendments to the Quidditch Canada by-laws, development of Quidditch Canada policies and guidelines and national team selection criteria
2. Budgets and budget implementation;
3. Employment matters or matters of operational structure or staffing;
4. Matters relating to games in Canada governed by other national and international organizations, including, but not limited to the International Quidditch Association;
5. Decisions taken by third parties, including, but not limited to, the IQA; and
6. Disputes between parties concerning written contractual relationships which the parties have entered into in writing with one another which have dispute resolution mechanism provided for in such written agreements.

A Decision cannot be appealed simply because the Member does not like or agree with the Decision; there must be sufficient grounds for the appeal. The possible grounds for appeal are that the party responsible for making the decision:

1. did not have authority or jurisdiction as set out in their governing documents to make the Decision
2. failed to follow the proper procedures and due process as laid out in the by-laws or approved policies and guidelines of Quidditch Canada
3. the Decision which was influenced by bias, bias being defined as a lack of neutrality to such an extent that the decision maker was unable to consider other views;
4. exercised its discretion for an improper purpose; or
5. the Decision made was patently unreasonable or unfair.

When the internal appeal process of Quidditch Canada has been exhausted and the Member wishes to pursue the appeal further, the Member must refer the matter to an outside body for arbitration. The Member may be required to cover any associated costs with using independent services.

This process may be bypassed with the consent of all parties and referred directly to an independent Sport Arbitration organization, such as the Sport Dispute Resolution Centre of Canada (SDRCC). The Member may be required to cover any associated costs with using independent services.

APPEAL PANEL

An appeal will be heard by a panel of three individual members of Quidditch Canada who were not involved in the Decision (“the Appeal Panel”). The members of the Appeal Panel shall be selected by the Executive Director of Quidditch Canada, or their designate. In selecting the Appeal Panel, the Executive Director will take into consideration the professional qualifications and expertise of the members selected and their independence from the Member, the Decision, and the body which made the Decision.

An Appeal Panel will be used to hear any appeals to decisions made on process or policy. The role of the Appeal Panel is to correct errors of jurisdiction, law, and procedure. It is not to interfere in the merits of any selection dispute. An Appeal Panel may be formed when an appeal arrives. An Appeal Panel may also be called in anticipation of appeals, such as in the case of National Team selections.

CONFLICT OF INTEREST

Any individual who has any conflict of interest and is involved in the appeals process must disclose this information, recuse themselves, and not influence others regarding the discussions, meetings or decisions involving selection of the Team.

To determine if a conflict of interest exists, follow the guidelines published here.

Other controls to help minimize conflicts of interest include:

• Committee members may not be selected to hear appeals of members who are part of their regular season team.
• Members of Selection Committees cannot serve on an Appeal Panel dealing with appeals to that selection process.

GAMEPLAY APPEALS PROCEDURE

The Gameplay Appeals Procedure exists in order to fix correctable mistakes when the result of a game was impacted. Within one week after the game occurred, the appealing team must fill out the appeals form. Appeals are for unusual and extreme cases, and we encourage teams to only submit an appeal if there are clear grounds for appeal. The only practical effect an appeal can have is the removal of an official game from Quidditch Canada rankings. Appeals which do not qualify under the grounds for appeal will automatically be dismissed.

The grounds for a Gameplay Appeal are:

• A clearly incorrect implementation of the rules that played a direct role in determining the outcome of the game. Judgement calls and missed calls do not apply.

Team Appeal

A team need not take any action during or immediately following the game to launch an appeal. If a team intends to file an appeal, they should note the teams playing and the name of the head referee.

Within one week after the game occurs, the appealing team must fill out the appeal form. If the form is not filled out in time, the appeal cannot be considered.

Gameplay Appeal Process

The gameplay coordinators make an initial determination whether the situation described by a team is eligible for appeal. If it is not, the appeal is dismissed and that information is communicated to the appellant.

If the appeal is eligible for consideration, a gameplay coordinator will gather information on the situation from the head referee. Quidditch Canada may also seek information from assistant referees, team captains, and anyone else who has further information on the appealed game.

Once the final decision is made, the involved teams will receive an email with that decision, as well as the reason behind the decision. If an appeal succeeds, the appealed game is struck from the record and excluded from the rankings.

STANDARD APPEALS PROCEDURE

Unless otherwise specified in this Quidditch Canada Appeal Policy and Procedure or in the relevant Policy document, a Member wishing to appeal a Decision must do so within 14 days of being notified of the Decision. The appeal must be accompanied by the sum of $100 (cash, certified cheque, bank draft or credit card) payable to Quidditch Canada in trust (the “Appeal Bond”). The Appeal Bond shall be refunded to the Member if the appeal is upheld.

The Appeal Panel will first consider whether sufficient grounds for making an appeal have been demonstrated and will reject the appeal without further consideration if it determines that the required criteria for an appeal set out in the Principles section hereof have not been met.

The Appeal Panel has the authority to establish its own process for the hearing of the appeal, provided the following parameters are maintained:

a) The administrative law principles of procedural justice and fairness are maintained at all times;

b) All parties to the appeal are provided with all information available with respect to the Decision, including all material put before the appeal panel;

c) Each party to the appeal is given not less than 14 days written notice of the time, date and location of the appeal hearing together with confirmation of:

i) the names of all other parties to the appeal;

ii) whether or not verbal submissions will be permitted for the appeal;

iii) whether or not video evidence will be permitted for the appeal

iv) timelines for all parties to the appeal to provide the Appeal Panel and all other parties with the documentary and, if permitted, video evidence upon which they intend to rely upon in support of their position with respect to the Decision;

v) where verbal evidence will be permitted at the appeal, time lines for all parties to the appeal to provide the Appeal Panel and all other parties with the names and addresses of the parties providing verbal evidence and the nature of testimony that will be given by the named individuals;

d) Where verbal evidence is permitted at an appeal hearing, all parties to the appeal shall have the right to be present during the presentation of the verbal evidence and to ask question of and cross examine the individual giving such verbal evidence.

The Appeal Panel, in the absence of prior approval by the Directors of Quidditch Canada in advance of the appeal hearing, having regard to the unique circumstances and complexity of the matter under appeal, shall render its decision within 21 days of the hearing of the appeal.

NATIONAL TEAM APPEALS PROCEDURE

Selection to national teams may be made close to the time that the team is to depart for a competition, allowing little time for an appeal from a selection decision to be heard or to give effect to a successful appeal. For this reason, an Appeal Panel will be appointed in advance of any national team selection decisions. The members of the Appeal Panel will familiarize themselves with the published criteria by which national team selections are to be made so as to be able to respond quickly in the event of an appeal.

Appeals from team selection decisions must be sent in writing to the Quidditch Canada Executive Director as soon as possible, and in any event within 72 hours, after publication or official notification of the decision in respect of team selection. No payment of an Appeal Bond is required for national Team Selection Appeals.

Having regard to the short timelines in which appeals in respect of National Team Selection must be heard and decisions in respect thereof rendered, National Team Selection appeals will be based on documentary evidence alone and no video or verbal evidence shall be permitted unless the Member appealing the Decision waives the requirement set out herein of the Appeal Panel to render a decision within 72 hours of receipt of the written notice.

In hearing an appeal of a National Team Selection the Appeal Panel will consider the published criteria by which the selection was to be made and the extent to which those criteria were applied in practice, recognizing that a certain element of subjective judgment on the part of the decision maker may be inevitable. As well, the Appeal Panel will invite potentially impacted athletes to the arbitration as an “affected party” to ensure that their views are represented.

Having regard to the short timelines in which appeals in respect of National Team Selection must be heard and decisions in respect thereof rendered, the Appeal Panel will provide its decision on team selection appeals within a time frame that enables a successful appeal to be implemented, and in any case within 72 hours of receipt of the written appeal.

EXTERNAL APPEALS

This process may be bypassed with the consent of all parties and referred directly to an independent Sport Arbitration organization, such as the Sport Dispute Resolution Centre of Canada (SDRCC). Appellants will be required to cover any associated costs with using independent services.

As well, a party to an appeal may appeal the decision of the Appeal Panel to an outside body as follows:

a) To the Sport Dispute Resolution Centre/Centre de règlement des différends sportifs du Canada (SDRCC/CRDSC) if the matter meets the criteria of a dispute that body will hear (detailed information of that body’s Alternative Dispute Resolution process can be obtained here); or

b) If the dispute does not meet the criteria of the SDRCC/CRDSC, to an arbitration before a single arbitrator acceptable to the parties to the appeal, or in the absence of agreement between the parties, selected by the Executive Director of Quidditch Canada. The arbitrator shall carry out the arbitration in accordance with standard arbitration practice as it prevails in the province in which the arbitration is being held. The parties shall share the costs of the arbitrator and shall each bear their own costs to participate in the arbitration.

The decision arising from an External Appeal shall be final and binding upon all parties and no appeal shall be made therefrom.

DEFINITIONS

Member is a person who has a paid individual membership in Quidditch Canada at any level, or a person who had a paid membership prior to the decision that they are appealing.

(Policy last revised on 10/10/2014 by Quidditch Canada)

INTRODUCTION
Quidditch Canada is committed to delivering its programs within a safe space that is free of all forms of violence, harassment, and discrimination where the safety and security of athletes is paramount. Both on and off the pitch, we expect our members to follow the Member Code of Conduct (read above), use common courtesy at all times, and to be treated and to treat others with respect and dignity. As such, this Disciplinary Policy has been created to outline what measures may be taken in order to respond to occurrences of misconduct affecting members, staff, or activities hosted by Quidditch Canada and its member affiliates.

Please note that while Quidditch Canada has made an effort to clearly define what is unacceptable behaviour within our organization, we cannot offer legal counsel or impose conditions that fall outside our jurisdiction (i.e. impose any sanctions that have no connection to Quidditch Canada membership or activities). If you are in immediate danger or if you require legal recourse, please contact relevant law enforcement agencies.

AGREEMENT

Any individual wishing to be a member of Quidditch Canada must be willing to support and abide by the terms detailed in this Policy. As representatives of the sport and the organization, members of Quidditch Canada understand and accept the following terms and conditions:

• To respect and abide by all the policies put in place by Quidditch Canada, including this Disciplinary Policy, the Harassment and Misconduct Policy, and the Member Code of Conduct.
• To respect and abide by the rulebook adopted by Quidditch Canada, as well as the officials and organizers who enforce them.
• To accept responsibility for their actions, including breaches of policy.
• To be respectful and demonstrate sportsmanship at all times. Members must refrain from demonstrating rude or antagonistic behaviours towards players, spectators, officials, and event staff.

At all times, sportsmanship and fair play should guide the actions of all participants on and off the pitch, during and outside of gameplay.

APPLICATION

This Policy applies to all members (see Definitions) of Quidditch Canada. It shall be used to review and respond to incidents of member misconduct which may occur during the course of activities associated with or sanctioned by Quidditch Canada, including but not limited to: official events, tournaments, training camps, business activities, and meetings. This Policy is intended to address general occurrences of misconduct, whether or not they occur on the pitch. Allegations of harassment, bullying, and discrimination are not generally covered under this Policy, and should be reported under the Harassment and Discrimination Policy.

Moreover, any incidents of member misconduct which may occur during the course of activities associated with or sanctioned by specific teams, clubs, provincial/territorial quidditch associations, or affiliated organizations of Quidditch Canada shall be dealt with using the disciplinary policies and mechanisms of such organizations. If those organizations do not have relevant policies or mechanisms in place, they may adopt this policy for their use.

IMMEDIATE ACTION

Quidditch Canada recognizes there may be a need to respond to violations of this Policy swiftly in order to ensure activities and events may run smoothly to the enjoyment of all those attending and participating. Violent, abusive, or reckless behaviour which endangers the safety and security of others will not be tolerated at Quidditch Canada events. This may include, but is not limited to, automatic red cards or any actions identified as minor or major infractions in this policy.

At any event, any member exhibiting behaviours prohibited by this Disciplinary Policy, the Harassment and Misconduct Policy, or the Member Code of Conduct, may be removed from a game, suspended for the remainder of the event, and/or removed from the event by the organizing Tournament or Event Director(s). This authority also extends to the Directors of Quidditch Canada, if they are present at the event. Following the event’s conclusion, a formal report must be submitted by the person who issued the suspension using the guidelines outlined below.

REPORTING PROCEDURE

Reports of misconduct shall be classified into one of three categories, in order to determine an appropriate response:

1. Automatic Red Cards
2. Minor Infractions
3. Major Infractions

Filing a Conduct Review Form

Conduct Review Forms must be submitted to the Executive Director of Quidditch Canada in writing (see Definitions) within 7 days of the incident. For your convenience, this form may be used to ensure that all necessary information is provided.

The report must:

1. identify the individual(s) involved in the alleged incident (including names, team affiliations, jersey numbers if possible, as well as any other relevant information)
2. explain why the report is being made (describe any actions or behaviours that are in breach of this policy or the Code of Conduct)
3. disclose details relevant to the incident (such as time, location, jersey numbers, teams involved) and/or evidence (photos, videos, quotations, etc.) of the actions or behaviours in question
4. explain any actions already taken (by any party) in attempt to resolve the situation,
5. identify the names of any additional witnesses (if possible)
6. record the name and contact details (at minimum, an email address) of the reporting party
7. be dated and signed by the reporting party (signing an email counts as a signature)

Conduct cannot be reviewed under this policy if the report is submitted more than 7 days after the incident. However, if applicable, an incident may be still reviewed under the Harassment and Misconduct Policy.

Report Review

The Executive Director may choose to review a report themselves or direct any Conduct Review Forms to be reviewed by another relevant Director. Upon receipt of a Conduct Review Form, the responsible Director shall:

1. Ensure that the report is made in the proper form, as described above (see “Filing a Conduct Review Form”),
   • If it is determined that the report does not comply with the provisions of Reporting Procedure, the reporting party may resubmit a corrected complaint. All official responses will be made in writing.
2. Determine if the incident falls under this Policy, falls under the Harassment and Misconduct Policy, or does not fall under any Policy of Quidditch Canada.
   • If the incident falls under this Policy, proceed to the next step, procedures under this Policy shall be followed (see “C”).
   • If the incident falls under the Harassment and Misconduct Policy, procedures under that Policy shall be followed.
   • If the incident does not fall under any policy of Quidditch Canada, the Director shall inform the reporting party and advise them of other options, file all written records, and take no further action.
3. Determine if the incident is to be dealt with as a minor or major infraction.
   • If the incident is to be dealt with as a minor infraction, the Director will inform the appropriate Person of Authority (see Definitions) and alleged offender, and the matter shall be dealt with according to the Minor Infractions section of this Policy.
   • If the incident is to be dealt with as a major infraction and if the Director determines that a hearing is required, the alleged offender(s) shall be notified as soon as possible (no later than 7 days of the date of receipt of the Conduct Review Form), and the matter shall be dealt with according to the Major Infractions section of this Policy.

MINOR INFRACTIONS

Examples of minor infractions may include but are not limited to:

• a single incident of disrespectful, offensive, abusive, racist, or sexist comments or behaviour directed towards others, including but not limited to peers, opponents, athletes, coaches, officials, administrators, spectators and sponsors
• unsportsmanlike conduct such as spitting, arguing, and angry outbursts
• being late for or absent from a Quidditch Canada event or activity once and without a valid reason, for which attendance is mandatory
• non-compliance with the rules and regulations under which Quidditch Canada events are conducted, whether at the local, provincial, national or international level
• misuse of power as a designated Person of Authority (see Definitions);
• knowingly participating in an official event in an official capacity as an ineligible member;
• failing to notify relevant officials within a reasonable time frame when withholding participation at an event where participation is expected;
• a minor breach of confidentiality;
• providing alcohol to minors

All disciplinary situations involving minor infractions occurring within the jurisdiction of Quidditch Canada will be dealt with by the appropriate person having authority over the situation and the individual involved.

Procedures for dealing with minor infractions shall be swift and informal as compared to those for major infractions. The individual in question shall be informed of the nature of the infraction, and will be given an opportunity to provide information concerning the incident. Discipline shall then be determined at the discretion of the Person of Authority. In such situations, disciplinary sanctions shall be for the duration of the competition only. Further sanctions may be applied but only after reviewing matter in accordance with the procedures set out in this Policy. This review does not replace the appeal provisions of this Policy.

Director Review

If necessary, the relevant Director of Quidditch Canada shall gather information on any reported Minor Infractions. If an incident in question occurred during a game, the Gameplay Director may seek information from the head referee, assistant referees, team captains, tournament directors, snitches, witnesses, and anyone else who may have further information about the incident.

After the Director determines enough information has been gathered, the Director shall decide whether or not to administer disciplinary action. If so, the director must also determine the duration of the suspension, and whether or not any part of the suspension may be appealed, based on the suspension guidelines specified below.

Sanctions for Minor Infractions

For minor infractions, the relevant Director shall have the power to impose upon the accused any of the following disciplinary sanctions, singly or in combination:

• a verbal reprimand
• a written reprimand to be placed in the individual’s file at the Director’s discretion,
• the preparation and delivery of a written apology to specified parties,
• team service or other voluntary contribution to Quidditch Canada,
• a suspension for a specific number of official or unofficial games,
• other sanctions that may be considered appropriate for the offense.

If applicable, the relevant Director will indicate timelines and provide further terms of punishment for non-compliance. Repeat minor offences may result in an incident being considered as a major infraction.

MAJOR INFRACTIONS

Examples of major infractions may include but are not limited to:

• blatant disrespect of officials or volunteers, including failure to respect decisions made by relevant Persons of Authority regarding discipline;
• repeated incidents of disrespectful, offensive, abusive, racist or sexist comments or behaviours directed towards others, including but not limited to peers, opponents, athletes, coaches, officials, administrators, spectators and sponsors;
• repeated unsportsmanlike conduct such as spitting, arguing, and angry outbursts
• a single physically abusive action, not made in spirit of the game and representing an egregious breach of the rules;
• violent conduct outside of gameplay;
• inciting or participating in a brawl (except in an attempt to intervene);
• repeated incidents of being late for or absent from Quidditch Canada events and activities at which attendance is expected or required;
• activities or behaviours which interfere with a competition or with any athlete or team’s preparation for a competition;
• pranks, jokes or other activities which seriously endanger the safety of others;
• use of techniques or programs that may endanger the safety of others;
• deliberate disregard for the rules and regulations under which Quidditch Canada events are conducted, whether at the local, provincial, national or international level;
• fraud relating to Quidditch Canada;
• abusive use of alcohol or drugs where abuse means a level of consumption which impairs the individual’s ability to speak, walk or drive; causes the individual to behave in a disruptive manner; or interferes with the individual’s ability to perform effectively and safely;
• any use of alcohol by minors; and
• unlawful or criminal activity

Note: The definition of “repeated” will depend on the severity of the infraction and frequency of offences within a given time.

Major infractions occurring within competition may be dealt with immediately, if necessary, by a Person of Authority, provided the individual being disciplined is told the nature of the infraction and has an opportunity to provide information concerning the incident. In such situations, disciplinary sanctions shall be in effect for the duration of the competition only. Further sanctions may be applied but only after review of the matter in accordance with the procedures set out in this Policy for major infractions. This review does not replace the appeal provisions of this Policy.

Decisions regarding major infractions shall be determined by a Hearing.

HEARING

Within 10 days of receiving the Conduct Review Form, the Executive Director shall appoint three individuals to serve on a Disciplinary Panel. Where possible, one of the three Panel members shall be from the peer group of the alleged offender (e.g., an athlete for an athlete, a coach for a coach). Past or current regular season teammates, coaches, or administrators of involved parties (e.g. the complainant(s) and defendant(s)) may not be appointed to the Panel.

The Disciplinary Panel shall hold the hearing as soon as possible, but not more than 14 days after the Conduct Review Form is first received by the Executive Director.

The Disciplinary Panel shall govern the Hearing as it sees fit, provided that:

1. The complainant and respondent shall be given 7 days written notice of the day, time and place of the Hearing;
   • If the complainant and/or respondent are unable to attend, they should inform the Conduct Panel immediately so an alternate date and time can be determined. If the complainant and/or respondent do not request a different date or time due to a scheduling conflict, the hearing may proceed without them in attendance. Active participation by either party is not mandatory.
   • The Hearing may be conducted in person or by telephone or video conference (including Skype).
2. The Hearing shall be held in private (unauthorized individuals may not be within earshot of the hearing, in view of any cameras, or be otherwise listening to or watching the Hearing by any means);
3. Quorum shall be all three Panel members;
4. Members of the Panel shall select from among themselves a Chairperson;
5. Decisions shall be determined by majority vote, where the Chair carries a vote;
6. The respondent shall receive a copy of the Conduct Review Form at the Hearing;
7. The respondent may be accompanied by a representative at their own personal expense;
8. The respondent or accompanying representative shall have the right to present evidence and arguments in response to the Conduct Review Form;
9. The complainant or respondent may request to have the Hearing in (or translated in) either official language; and
10. The Panel may request that witnesses to the incident submit written testimony or are in attendance.

The Disciplinary Panel shall inform involved parties of its decision in writing within 5 days of the conclusion of the Hearing. The notice shall explain the rationale behind the decision, and any disciplinary sanctions to be imposed. A copy of this notice shall be provided to the Executive Director, and placed in the shared files of Quidditch Canada.

The Disciplinary Panel shall have the authority to abridge or extend timelines associated with all aspects of the Hearing. Should this occur, all parties will be notified of these changes in a timely manner.

If an individual acknowledges and accepts the reported details of an incident, they may notify the Panel which may then determine appropriate disciplinary sanctions without holding a Hearing. However, the Panel may hold a Hearing for the purposes of determining appropriate sanctions, if they so choose.

Sanctions for Major Infractions

For major infractions, the Disciplinary Panel shall have the power to impose upon the accused any of the following disciplinary sanctions, individually or in combination:

• a written reprimand to be placed in the individual’s file,
• the preparation and delivery of a written apology to specified parties,
• team service or other voluntary contribution to Quidditch Canada,
• payment of financial compensation (exact amount to be determined by the Disciplinary Panel),
• a ban from participating in any Quidditch Canada related activities (i.e. competing, coaching, officiating or organizing) for a designated period of time,
• immediate expulsion from the venue of a Quidditch Canada event following suspension at an ongoing current competition,
• a suspension from a specific Quidditch Canada event, including suspension from an ongoing or future competition,
• suspension from all Quidditch Canada activities for a designated period of time;
• expulsion from Quidditch Canada;
• other sanctions that may be considered appropriate for the offense.

If applicable, the Disciplinary Panel will indicate timelines and provide further terms of punishment for non-compliance. Unless otherwise specified by the Disciplinary Panel, disciplinary sanctions are in effect immediately from the moment a player is given written notice.

When determining sanctions, the Disciplinary Panel may give consideration to the following aggravating or mitigating circumstances:

1. Circumstances of the infraction (whether or not the infraction happened during a game, is in violation of the rulebook adopted by Quidditch Canada, or involves the use of excessive and unnecessary force). Players are responsible for the consequences of their actions.
2. Injury to the opposing player(s) involved in the incident;
3. The status of the offender and, specifically, whether the Player has a history of being subject to Supplementary Discipline for On-Field Conduct. Players who repeatedly violate the rulebook adopted by Quidditch Canada will be more severely punished for each new violation.
4. The situation of the game in which the incident occurred, for example: late in the game, whether the score was lopsided, prior events which occurred in the game.
5. Whether the incident is a first offense or has occurred repeatedly.
6. The individual’s acknowledgement of responsibility;
7. The individual’s extent of remorse, both immediately and after the incident;
8. The age, maturity, or experience of the individual;
9. The individual’s prospects for rehabilitation, and
10. Other factors that may be appropriate in the circumstances.

Notwithstanding the procedures set out in this Policy, any member of Quidditch Canada who is found guilty of a criminal offense under the Criminal Code of Canada, as amended from time to time, involving sexual exploitation, invitation to sexual touching, sexual interference, sexual assault, shall be automatically expelled from Quidditch Canada. Such expulsion may be subject to further disciplinary action pursuant to this Policy.

FALSIFIED CONDUCT REVIEW FORMS

If a Director, Investigation Committee, or Disciplinary Panel determines that allegations of harassment are vindictive, retaliatory, intentionally falsified, or punitive, their report may recommend disciplinary action against the complainant.

CONFIDENTIALITY

Quidditch Canada understands that it can be extremely difficult to report an allegation of misconduct and that it can be devastating to be wrongly accused or found guilty of misconduct. Quidditch Canada recognizes the interests of both complainants and respondents in keeping matters confidential.

Quidditch Canada and its representatives shall not disclose to outside parties the names of complainants, circumstances giving rise to complaints, or the names of respondents unless such disclosure is required by a disciplinary or other remedial process.

All records to do with a case, including contents of meetings, interviews, results of investigations and other relevant material will be kept confidential by Quidditch Canada except where disclosure is required by a disciplinary or remedial process, or by statute. The regular procedures associated with privacy and confidentiality will be observed at all times, including the sealing of all documents upon the conclusion of the investigation.

DURING A SUSPENSION

If a player is suspended, that player may not play in any of their team’s games until the suspension is complete. Once the player has sat out the number of required games, that player will be allowed to rejoin the team for any later games or tournaments. A suspended player may rejoin a team mid-tournament, if the team chooses to use up a roster spot for that player through the entire tournament, including the games in which the player may not participate.

A player is still suspended for the duration of any appeal, unless the suspension is complete prior to the end of the appeal process.

AMENDMENTS

The preceding sanctions may be modified, or added to, as required by the provisions of any other pertinent Quidditch Canada policy, such as those dealing with harassment, doping, personnel or event-specific matters.

APPEALS

Unless otherwise stated, decisions made under this policy may be appealed by a complainant or respondent according to the Appeals Policy of Quidditch Canada.

DEFINITIONS

In this Policy, member refers to all categories of members of Quidditch Canada, as well as to all individuals employed by or engaged in activities with Quidditch Canada, including, but not limited to, athletes, coaches, officials, volunteers, directors, officers, team managers, medical and paramedical personnel.

In writing refers to text presented in written form, such as an e-mail or letter that is posted.

The Person of Authority under this policy may include, but is not restricted to:

• the Executive Director of Quidditch Canada,
• an appropriate Director from Quidditch Canada, the Tournament or Event Director, or
• the head referee of a game.

Infractions which occur during gameplay will generally fall under the immediate authority of the Tournament Director, in consultation with the Head Referee of the game in which the infraction occurred. For some formally reported minor incidents, any of the above Persons of Authority may request that a head coach, team manager or team captain of a member in question assumes the role of a Person of Authority. If the role is accepted, this person must take measures to discipline the player informally, and relay these measures back to an appropriate Director of Quidditch Canada. For some major incidents, the Person of Authority may include the Disciplinary Panel.

Team coaches, captains and executive members should make an effort to ensure that the provisions of this Disciplinary Policy are respected. If they require assistance with the implementation of discipline or determine that an appropriate response warrants disciplinary action by Quidditch Canada, they should consult an appropriate Person of Authority or report the incident to Quidditch Canada.

Repeated means the same or similar actions done more than once, generally over a short period of time. Repeat offenders are members found guilty of demonstrating misconduct in the 18 months following their most recent incident that resulted in a suspension. Their status as a repeat offender is used to determine the disciplinary response should they receive another suspension. It is important to note that even if a player is not defined as a repeat offender, their past history may come into consideration when determining supplemental discipline.

(Policy last revised on 10/10/2015 by Quidditch Canada)

(Typos corrected on 13/11/2015 by Quidditch Canada)

Quidditch Canada’s goal for National Team competitions is to highlight the top athletes in Canada, to develop high performance athletes and coaches for future competitions, and to advance the sport of quidditch across Canada.

PURPOSE

The Quidditch Canada National Team Program will compete in the 2016 International Quidditch Association World Cup. This policy applies to all members of Quidditch Canada wishing to be considered for selection as a National Team coach. The purpose of this document is to set out the process that will be used by Quidditch Canada to select coaches to the 2016 IQA World Cup team.

This selection process has two objectives:

1. Identify eligible and interested coaches to create a Coaches Pool. At any given time, the Coaches Pool represents a “snapshot” of Canadian talent in quidditch coaching.
2. From the Pool, select the best possible Coaches for specific events. While some objective criteria will be used to select Coaches, it is also recognized that there is a significant subjective element. Subjective elements include such factors as previous and current performance, experience, leadership qualities, and coaching certification and training.

ELIGIBILITY REQUIREMENTS

To be eligible for consideration for selection as a coach for the National Team, each person seeking selection must:

• Be a Canadian citizen OR permanent resident OR born in Canada OR have parents or grandparents born in Canada OR have lived in Canada for previous 24 months after the age of eighteen by December 1 of the year prior to the competition
• Registered member of Quidditch Canada in good standing by December 1 of the year prior to competition
• 18 years of age as of June 1, 2016
• Meet all participation requirements and deadlines as outlined in this policy
• Not be under suspension or any other sanction by any recognized sport body
• Have a passport by May 1 valid for at least 6 months after the date of the competition

Selected coaches will be required to participate in fundraising initiatives but should expect to pay up to 100% of all costs associated with this selection process and with being a coach for the National Team.

AUTHORITY FOR SELECTION

Quidditch Canada, as the National Governing Body for Canada, has the authority to enter teams in IQA official national teams competitions for which we are eligible. Quidditch Canada has delegated authority for all decision making under this policy to the Coach Selection Committee. Quidditch Canada has delegated authority to hear appeals under this policy to the Appeals Committee.

Quidditch Canada may decide at any time in its discretion not to select or enter a Team, or to vary the Team size in any one or more of the Events specified. This decision may be made for any reason including, but not limited to, the decision by the Event organizer not to invite Quidditch Canada to enter a team in an Event or financial constraints of Quidditch Canada. Athletes seeking selection to the Team for these Events will be notified as soon as practicable if Quidditch Canada decides not to select a Team under this clause.

Selection Committee

The Selection Committee will have sole authority to select coaches for Canadian Teams. The Selection Committee will be used to ensure fair treatment of all applicants throughout the process. Decisions by this Committee will be communicated in a timely fashion. Decisions of the Committee may be appealed following the Quidditch Canada Appeals Policy.

The Selection Committee will be made up of at least three people, including:

• at least one Director from Quidditch Canada who has not applied to be an athlete or a coach, and who is not a regular season coach or teammate of the applicants.
• at least one volunteer from Quidditch Canada who has not applied to be an athlete or a coach, and who is not a regular season coach or teammate of the applicants.
• at least one member from Quidditch Canada who signs a Volunteer Service Agreement, and who has not applied to be an athlete or a coach, and who is not a regular season coach or teammate of the applicants.
• A minimum of 1 representative from each region and representatives from at least two genders

Conflict of Interest

Any individual who has any conflict of interest and is involved in the selection process must disclose this information, recuse themselves, and not influence others regarding the discussions, meetings or decisions involving selection of the Team. To determine if a conflict of interest exists, follow the guidelines published here.

Other controls to help minimize conflicts of interest include:

• Committee members may not vote on or hear appeals of applicants who are part of their regular season team.
• Committee members may not be applying themselves.

COACH SELECTION PROCESS
Coaching Pool Selection
This Selection Policy will form the basis of the hiring process for all National Team coaches. In order to be considered for selection as a National Team coach, interested members of Quidditch Canada must

• apply for the position prior to the deadline, including cover letter and resume highlighting relevant experience
• participate in an interview with at least one member of the Selection Committee
• provide references
• be agreed to be ranked in relation to all other coaching candidates

All coaches who apply and meet the eligibility requirements will be added to the Coaching Pool.

National Team Coach Selection
Coaches from the Coaches Pool will be selected for the National Team, with the goal being to put together the best possible team for any particular event. Up to 3 coaches may be selected for the National Team.

The Head and Assistant coaches may be athletes, if they pass the selection process. Due to the requirements of the role, preference will be given to a non-playing Head Coach if there are two or more similarly qualified applicants.

Factors that will be considered in this selection include physical and technical aspects of the game, as well as coach/player and coach/coach dynamics. These factors, which will be assigned weight by the Selection Committee, as they deem appropriate for the decision making process, include:

• Previous and current performance as a coach
• Experience, particularly with high performance athletes and coaching
• Positional requirements (Head Coach, Assistant Coaches)
• Present and projected development and/or improvement
• Leadership
• Communication skills
• Availability for competition and training
• Certification
• References

It is understood that in making selections to create the best possible Coaching Team, it is possible that the best individual coaches may not be selected.

Tie-Breaking Process

Should a tie occur in the ranking of any individual applicants, ties will ties may be broken based on a number of factors, including but not limited to international coaching experience, international playing experience, and coaching certification.

Exceptional Circumstances

Coaches may be replaced for any reason, including injury, illness, drop-out, infractions, etc. Assistant Coaches may be asked to become Head Coach. If the Head Coach and all Assistant Coaches need to be replaced, coaches may be called up from the Coaches Pool.

If there is insufficient time to call up other coaches but enough time to modify the official roster, then a player from the roster may fulfil the role of National Team Coach for that Event.

TIMELINES

The timelines that will be followed in selecting the Coaches Pool and selecting coaches for the 2016 IQA World Cup Team are as follows. Note that specific events, dates and times may be subject to change.

The National Team Coaches will be selected a minimum of 7 months before the IQA World Cup event to enable sufficient time to conduct team selection, make travel arrangements, conduct practices, promotions, and fundraisers, and generally organize the team.

Deadlines for Quidditch Canada

To achieve this timeline, the organization will:

• September 15, 2015 – open registration forms for Coaches Pool
  • Receipt of coaches’ applications to the Coaches Pool will be confirmed within a week of their registration
• On or before October 16, 2015 – arrange and conduct interviews
• On or before November 1 – contact Head Coach selected for the Team
• On or before November 5 – contact coaches selected as Assistant Coaches
• On or before November 10 – contact applicants not selected
• On or before November 23 – announce National Team Coaches

The Selection Committee must have confirmation of receipt from all coaches selected before publicly releasing the names of coaches.

Deadlines for Applicants

To achieve this timeline, interested applicants will:

• On or before 10pm ET October 9, 2015 – submit application to be added to the Coaches Pool
  • This may include agreeing to a waiver outlining basic criteria for selection and agreeing to understanding the fact that some of the selection process will be subjective
• Within 3 days of being offered a position as a National Team coach, accept or decline the offer in writing.
• By November 23 or within 10 days after the announcement of the National Team Coaches, whichever is later, agree to launch any appeals to the decision of the Selection Committee.

Applicants who are not selected must be offered feedback if they request it.

REMOVAL FROM THE POOL OF COACHES OR FROM THE TEAM

Upon selection as a Coach, a successful candidate must:

1. Sign a Volunteer Service Agreement and become an official volunteer with Quidditch Canada
2. Provide Quidditch Canada with all required documents (passport information, etc.)
3. Participate in Team events, activities and meetings, as directed by Quidditch Canada
4. Ensure they wear proper equipment and clothing
5. Obey all rules established by Quidditch Canada and/or the IQA
6. Assist Quidditch Canada in public relations and fund raising projects where required

A coach may be removed from the Coaches Pool or from a Team where the coach:

1. Is unable to maintain, or be working towards, the standards which will be set out by the Quidditch Canada;
2. Is unable to meet performance expectations;
3. Is unable to perform due to injury, illness or for other medical reason
4. Is unable to commit to National Team Program activities and events (note that a coach may obtain an exemption from the Head Coach and Quidditch Canada)
5. Violates team rules and/or Quidditch Canada’s policies and procedures
6. Exhibits conduct that is detrimental to the image of the National Team program of Quidditch Canada
7. Breaches the Coach Agreement
8. Voluntarily withdraws
9. Is removed by a Quidditch Canada Discipline and/or Appeal panel; or
10. Fraudulently misrepresents themselves

SUBSTITUTION OF ALTERNATES

Where necessary and appropriate, a coach removed from a National Team may be replaced by an alternate from the Coaches Pool.  Following roster deadlines set by the IQA, the replacement of a coach may also fall under the jurisdiction of the IQA Tournament Director.

APPEALS

Quidditch Canada 2016 IQA World Cup coach selections may be appealed in accordance with the procedures set out in the Quidditch Canada Appeals policy. The appeals process is outlined in the Quidditch Canada Appeals Policy.

An Appeals Committee will be used to hear any appeals to this process. The Appeals Committee will be made up of at least three people including:

• at least one Director from Quidditch Canada who is not on the Coach Selection Committee, who has not applied to be an athlete or a coach, and who is not a regular season coach or teammate of the appellant.
• at least one volunteer from Quidditch Canada who is not on the Coach Selection Committee and who has not applied to be an athlete or a coach, and who is not a regular season coach or teammate of the appellant.

This process may be bypassed with the consent of all parties and referred directly to an independent Sport Arbitration organization, such as the Sport Dispute Resolution Centre of Canada (SDRCC). Applicants may be required to cover any associated costs with using independent services.

AMENDMENTS TO THIS POLICY

If unforeseen circumstances arise which do not allow for this selection process or the above timelines to be implemented as outlined in this document, Quidditch Canada reserves the right to identify an alternate process or alternate timelines. The Executive Director must approve all amendments.

Should this occur, all coaches in the Coaches Pool will be notified of these changes in a timely manner. Quidditch Canada will endeavor to give as much notice as possible to all persons affected by any such amendment or supplement. Any amendment will be submitted to all Quidditch Canada Directors for ratification.

No amendments will be made after June 15, 2016 unless there are not enough sufficiently qualified individuals to send a coach to the event due to unforeseen circumstances.

DEFINITIONS

Selection Committee means the committee appointed by Quidditch Canada to be part of the process of selecting athletes for the National Team. The Selection Committees will include the National Team Coach, Assistant Coach(es), and one Director of Quidditch Canada.

Due Date means the date by which applications or paperwork must be received as specified in the selection criteria.

Event means the different events held at competitions for quidditch involving National Teams.

In Writing means a written letter that is posted or an electronic letter (email)

National Team Coach means the person appointed as coach for the National Team. Also referred to as the Head Coach.

Canadian Team means the team of athletes selected to represent Canada in Events as defined in this Policy. Also referred to as “the Team” and “National Team”

IQA means the International Quidditch Association, which is the international association of national quidditch federations of which Quidditch Canada is the national federation of Canada

(Policy last revised on 10/10/2014 by Quidditch Canada)