POLICY DOCUMENT - Goulbourn Girls Hockey ...
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POLICY DOCUMENT
Table of Contents
REGISTRATION ............................................................................................................................................................ 4
PROCESS ........................................................................................................................................................................... 5
REFUNDS .......................................................................................................................................................................... 5
MULTIPLAYER DISCOUNT ................................................................................................................................................. 6
AGE CATEGORIES .............................................................................................................................................................. 6
PERMISSION TO SKATE ..................................................................................................................................................... 6
TRYOUTS ........................................................................................................................................................................... 7
RELEASES .......................................................................................................................................................................... 7
FRIEND REQUESTS ............................................................................................................................................................ 7
OWHA CODE OF CONDUCT .......................................................................................................................................... 8
FINANCIAL ASSISTANCE POLICY ................................................................................................................................... 8
EQUIPMENT POLICY .................................................................................................................................................... 9
JERSEYS ............................................................................................................................................................................. 9
House Teams ................................................................................................................................................................ 9
Competitive Teams ...................................................................................................................................................... 9
JERSEY CARE ................................................................................................................................................................... 10
NAME BARS .................................................................................................................................................................... 10
SPONSOR BARS ............................................................................................................................................................... 10
GOALIES .................................................................................................................................................................... 11
GOALIE CLINICS ............................................................................................................................................................... 11
GOALIE EQUIPMENT ....................................................................................................................................................... 11
Borrowing Equipment ................................................................................................................................................ 11
TOURNAMENTS......................................................................................................................................................... 12
HOUSE ............................................................................................................................................................................ 12
COMPETITIVE .................................................................................................................................................................. 12
HEAD COACH............................................................................................................................................................. 13
APPLICATION .................................................................................................................................................................. 13
SELECTION AND PLACEMENT ......................................................................................................................................... 13
RESPONSIBILITIES ........................................................................................................................................................... 13
BENCH STAFF ............................................................................................................................................................ 14
BENCH STAFF SELECTION................................................................................................................................................ 14
CERTIFICATION ............................................................................................................................................................... 14
BENCH STAFF RESPONSIBILITIES ..................................................................................................................................... 15
REGISTERING BENCH STAFF ............................................................................................................................................ 15
TEAM TRAINER .......................................................................................................................................................... 16
CERTIFICATION REIMBURSEMENT ............................................................................................................................. 17
PROCESS ......................................................................................................................................................................... 17
YOUTH VOLUNTEERS ................................................................................................................................................. 18
GGHA PLAYERS ............................................................................................................................................................... 18
NON GGHA PLAYERS ....................................................................................................................................................... 18
TEAM FINANCES ........................................................................................................................................................ 19
PROCESS ......................................................................................................................................................................... 19
TEAM FEES ...................................................................................................................................................................... 19
PLAYERS WITHDRAWING OR JOINING MID-SEASON ...................................................................................................... 20
FUNDRAISING ........................................................................................................................................................... 21
Page 2 Updated April 2020TEAM BUDGETS .............................................................................................................................................................. 21
MEMBER RESPONSIBILITY .............................................................................................................................................. 21
APPROVALS AND REPORTING ......................................................................................................................................... 21
PERMITTED EXPENDITURES ............................................................................................................................................ 22
ASSOCIATION FUNDRAISING .......................................................................................................................................... 22
SPONSORSHIP ........................................................................................................................................................... 23
TYPES OF SPONSORS....................................................................................................................................................... 23
Association Sponsor ............................................................................................................................................... 23
Team Sponsor: ........................................................................................................................................................ 23
Individual Sponsor ................................................................................................................................................... 23
DRESSING ROOM SUPERVISION ................................................................................................................................ 24
DEN MOMS ..................................................................................................................................................................... 24
WHO CAN BE IN THE DRESSING ROOM? ........................................................................................................................ 24
BENCH STAFF IN THE DRESSING ROOM.......................................................................................................................... 25
PLAYER TIMING FOR DRESSING ROOM .......................................................................................................................... 25
CAMERAS, CELL PHONES AND OTHER ELECTRONIC DEVICES ......................................................................................... 25
SOCIAL NETWORKING POLICY ................................................................................................................................... 26
HARASSMENT, ABUSE, BULLYING, AND MISCONDUCT POLICY................................................................................... 26
YOUTH VOLUNTEERS ................................................................................................................................................. 27
GGHA PLAYERS AS VOLUNTEERS .................................................................................................................................... 27
NON GGHA PLAYERS AS VOLUNTEERS ........................................................................................................................... 27
ICE ALLOCATION AND SCHEDULING ........................................................................................................................... 28
PROCESS ......................................................................................................................................................................... 28
TEAM RESPONSIBILITIES ................................................................................................................................................. 28
GAME TIME ALLOCATIONS ............................................................................................................................................. 28
TIME RESTRICTIONS:....................................................................................................................................................... 29
PRACTICE TIME ALLOCATIONS ........................................................................................................................................ 29
WEEKLY PRACTICE HOURS .............................................................................................................................................. 29
FULL / SHARED ICE .......................................................................................................................................................... 30
ICE ALLOCATION PRIORITIES ........................................................................................................................................... 30
PLAYER ICE TIME POLICY ........................................................................................................................................... 31
EXHIBITION GAMES ................................................................................................................................................... 31
AFFILIATE PLAYERS .................................................................................................................................................... 32
GGHA COMPETITIVE POLICY ...................................................................................................................................... 33
PARTICIPATION ............................................................................................................................................................... 33
COMPETITIVE DRESS CODE ............................................................................................................................................. 33
COMPETITIVE KIT ............................................................................................................................................................ 33
ARRIVAL TIMES ............................................................................................................................................................... 34
TEAM WARM UP ............................................................................................................................................................ 34
EQUIPMENT DEPOSIT ..................................................................................................................................................... 34
TEAM FEES ...................................................................................................................................................................... 34
Page 3 Updated April 2020REGISTRATION
The Executive Committee will develop a draft chart of expected teams for next season by April 1st
each year.
That structure will assume a maximum team size of 15 skaters and two goalies and will guide the
expected number of registrations to be accepted and the establishment of waiting lists as required.
The maximum number of players that can be registered on a team will not exceed the maximums
allowed by OWHA regulations.
GGHA places no geographic restriction on who may register, provided that they are eligible to
participate under Hockey Canada, and OWHA rules.
Registration will be via online registration only and is a two-part process through RAMP (OWHA) as
well as Team Snap (GGHA).
Exceptional circumstances for payment will be considered and parents should contact the Vice-
President vp@ggha.ca to make other arrangements for payment. All deadlines and priority
assignments will still apply.
Registration is on a first-come first-served basis under the following priority (extenuating
circumstances may change the dates below):
● The Association will open online registration to current GGHA players each year on March
15th. Returning players will have until April 14th at midnight to register to ensure their
continued registration with the Association
● The Association will accept registration from girls who are not current GGHA players as of
April 15th
Registrations will only be accepted with full payment of fees and all required documentation.
Payment plans can be negotiated by emailing the Vice-President at vp@ggha.ca .
Registration will not be processed for players who have not fulfilled their previous financial
obligations to the Association or who have not returned all GGHA equipment and jerseys, as noted
by the Equipment Manager or their delegate.
Players who have been placed on a wait list will be notified by email when a space becomes
available in their division.
Registration will close at each level once each of the anticipated teams are full. At this point wait
lists will open.
Page 4 Updated April 2020PROCESS
All registration is completed online. Players are not considered fully registered until registration has
been fully completed in both RAMP and Team Snap and payment has been made.
All agreements such as the Fair Play Code and the Code of Conduct are completed through RAMP.
Players new to GGHA will be required to upload proof of date of birth for OWHA verification.
Online payments can be made at the time of registration through Team Snap by credit card or by e-
transfer to payment@ggha.ca .
A cash/cheque option is also available. Cash/cheque payments must be received by the GGHA
Registrar either by mail, or in person no later than 2 weeks after registering online to finalize the
registration.
The following were the registration fees for the GGHA 2019-20 season:
Level Registration Fee
U7 $500
U9 $500
U11 $750
U13 $750
U15 $750
U18 $600
Cheques that are returned for non-sufficient funds (NSF) or failure to make a payment may be
subject to a $50 penalty, and the re-dating of that player’s registration priority date to the date that
the full payment was made.
REFUNDS
Any player wishing to leave the association and receive a refund must submit a request in writing or
by e-mail to the Registrar registrar@ggha.ca and Treasurer treasurer@ggha.ca .
The refund will be based on the following chart, subject to the date when the request is received by
the Registrar.
Date Received Refund
Before July 31 Entire value of the registration fee minus $50 administration fee
August 1 to September 30 Entire value of the registration fee minus $100 administration fee.
October 1 to October 31 50% of the player registration fee
November 1 – November 30 25% of the player registration fee
December 1 and beyond No Refund
Try Out Fee No Refund
Refunds will be issued only after all outstanding team fees have been paid and the player has
returned all GGHA equipment and jerseys to the Association.
Refunds will be processed by the treasurer beginning October 1st each year.
Page 5 Updated April 2020MULTIPLAYER DISCOUNT
Multiplayer discounts will be offered for families with more than two children registered in the
Association. Once all players are registered, email registrar@ggha.ca , listing the player’s names
and levels. An adjustment providing a discount of 50% off the regular fee for the 3rd and additional
players will be made to the registration in Team Snap.
Please wait to make an online payment until you receive this discount code.
AGE CATEGORIES
Hockey Canada Age Categories will be used for all seasons.
Year of Birth Age Dec. 2020 Division
2014 and earlier 6 or under U7
2013 7 U9
2012 8
2011 9 U11
2010 10
2009 11 U13
2008 12
2007 13 U15
2006 14
2005 15 U18
2004 16
2003 17
PERMISSION TO SKATE
The Association will provide an OWHA Permission to Skate form if the following conditions are met:
● The player has fulfilled her financial obligations to GGHA or to her team
● Has returned all GGHA equipment and jerseys
● That the team they would like to tryout with is at a higher level than GGHA provides for that
same age division
An OWHA Permission to Skate (PTS) form will be provided electronically by the Registrar. The
request must be made in writing to registar@ggha.ca . Copies of these forms will be archived by the
GGHA Registrar.
Please note that the OWHA makes the final determination about the providing of a PTS.
Page 6 Updated April 2020TRYOUTS
Tryout fees will be determined by April 1st and will cover a minimum of two (2) hours of ice time and
other fees associated with tryouts.
Fees must be paid in full prior to the first ice session.
Players who change their minds regarding competitive tryouts may be eligible for a refund, provided
they have given at least 72 hours’ notice of their intent to withdraw.
Try out fees are non-refundable.
RELEASES
The Association will provide a Release if the following conditions are met:
● The participant has fulfilled financial obligations to GGHA or to her team
● Has returned all GGHA equipment and jerseys
● That team is at a higher level than GGHA provides for that same age category
To begin the official Release process the player must register with their association of choice
through the OWHA’s RAMP portal. This link can usually be found on an association’s website.
If the release has been granted an email from the Registrar will be sent to confirm the release once
processed. Once released the player belongs to OWHA Releases until picked up by another
association.
If a player wishes to return to the association during the same season, they may do so as long as
they still belong to OWHA Releases and have not been picked up by another association.
FRIEND REQUESTS
For friend requests to be considered:
● Both players must be at house level
● Both players must choose each other as a friend
● Only one friend can be listed on the form
A friend request form will be distributed electronically to all house players in early August with the
deadline to submit being August 31 of each year. Friend requests must be made by the deadline
given by the Registrar to be considered.
Changes to a friend request may be made in writing to registrar@ggha.ca prior to the first sort out
session.
During the sort out process we will do our best to meet friend requests, but we can make NO
guarantees. Where we believe that meeting friend requests may put teams at an unfair advantage
or unfair disadvantage then those friend requests may not be met. We must treat the enjoyment of
the entire league as a higher priority.
Page 7 Updated April 2020OWHA CODE OF CONDUCT
GGHA adheres to the OWHA Code of Conduct.
This Code of Conduct identifies the standard of behaviour which is expected of all Ontario Women's
Hockey Association (OWHA) Members, including athletes, coaches, parents, directors, volunteers,
staff, chaperones, and others. OWHA Teams, Associations, Programmes and Leagues are
committed to providing a sport environment in which all individuals are treated with respect.
Members of the OWHA shall conduct themselves at all times in a fair and responsible manner.
Members shall refrain from comments or behaviours which are disrespectful, offensive, abusive,
racist, or sexist. In particular, behaviour which constitutes harassment, abuse, bullying or cyber-
bullying will not be tolerated by the OWHA.
During the course of all OWHA activities and events, members shall avoid behaviour which brings
OWHA members or the sport of hockey into disrepute, including but not limited to abusive use of
alcohol and non-medical use of drugs.
Members shall not use unlawful or unauthorized drugs/narcotics or performance enhancing drugs or
methods. Members of the OWHA shall not engage in activity or behaviour which endangers the
safety of others. OWHA members shall at all times adhere to the OWHA Team, Association,
Programme and League operational policies and procedures, to rules governing the OWHA events
and activities and to rules governing any competition in which the member participates on behalf of
the OWHA.
Failure to comply with this Code of Conduct may result in disciplinary action, suspension, or release
from membership. Such action may result in the member losing the privileges that come with
membership in the OWHA, including the opportunity to participate in OWHA activities.
FINANCIAL ASSISTANCE POLICY
At the Association’s discretion and subject to available funds, the Executive Committee may
establish a financial assistance program to provide subsidies to players for costs associated with
participation in the Association.
Families are encouraged to seek support under external programs that are available such as
Canadian Tire’s Jump Start, Hyundai Hockey helpers, OWHA initiatives etc. The executive
Committee may be able to assist in facilitating the applications to these agencies.
Page 8 Updated April 2020EQUIPMENT POLICY
The Association will provide the following equipment for teams to use during the hockey season.
JERSEYS
House Teams
Each house team will receive:
● Jerseys
o Sponsored jerseys for players at U7 through U11
o Reversible GGHA game jerseys to all players U13 and older
● Game socks for each player which they keep.
● Goalie Equipment
o Goalie jerseys
▪ U7 through U11 will receive one team game goalie jersey to be shared with
the equipment. Goalie position to be shared
▪ Full time Goalies will receive a goalie cut jersey where possible
o Goalie Gear
▪ Each team from U7 to U11 will receive two sets of Goalie Equipment for the
team’s use.
▪ Team’s at U13 to U18 will receive goalie equipment upon request.
● Teams will be provided with pucks, pylons, and first aid kits
All items must be collected by the bench staff and then returned to the GGHA equipment manager
at the end of the season.
The Association reserves the right to hold players, their parents, or guardians financially responsible
for the replacement cost associated with any damage caused to any GGHA equipment provided to
them, beyond that associated with normal wear.
Competitive Teams
● Blue and white game jerseys
● Numbered garment bag
● Blue and white game socks – kept by player
● Pucks, pylons, and first aid kits
The Association reserves the right to hold players, their parents, or guardians financially responsible
for the replacement cost associated with any damage caused to any GGHA equipment provided to
them, beyond that associated with normal wear. To this end, each competitive player is required to
submit a $200 deposit in the form of a cheque dated April 15 of the following year to cover the cost
of lost or damaged competitive gear.
Page 9 Updated April 2020JERSEY CARE
Game jerseys are to be worn only for GAMES. They may not be worn for practices under any
circumstances.
Any non-game jersey may be worn for house level teams for practices.
Players may not alter GGHA game jerseys in any manner that might cause damage.
Jersey and game socks should be kept in a garment bag, not placed inside the hockey bag as
hockey bags are full of Velcro and other items that love to destroy jerseys!
When washing, wash in cold water and hang them to dry on a plastic hanger.
● When sewing on name bars, captain (C), and or assistant captain (A) letters, hand sew only,
do not use any type of adhesive.
● Please do not add any other patches or any kind of iron-on to the jerseys
● Game jerseys MUST NOT be worn to practices. If a player does not have a practice jersey
to wear, she should borrow one from a teammate
Players are to return the jerseys at the end of the season, clean, and with all name bars, and “C”
and “A” symbols removed.
NAME BARS
Name bars must be sewn by hand or in a fashion that is easily removed and that leaves no marks
on the jersey. This includes “C” and “A” symbols. No form of glue, including iron-on tape may be
used as these items permanently damage the jerseys.
Due to the design of the house jerseys name bars are sewn at the top. For competitive jerseys
name bars are sewn at the bottom.
Please do not add any other patches or any kind of iron-on to the jerseys
SPONSOR BARS
Some teams may organize sponsors as part of their fundraising initiatives for the season (please
see the fundraising section).
For house teams sponsors can be recognized on your team’s web page, on a sponsor banner, or
on the GGHA website but SPONSOR BARS are NOT to be sewn on the reversible jerseys as they
cause damage to the fabric. Should a house sponsor require the use of name bars or patches on
jerseys it is recommended that these be placed on hockey bags instead
Goalie jerseys which will have the “Thorneycroft Family” added by the Association.
For competitive teams sponsor bars can be hand sewn on the bottom of the jersey. The design of
the sponsor bar must be approved by the Convenor.
Page 10 Updated April 2020GOALIES Development of Goalies in the house program is a priority for the Association. At this level, each team from U9 to U11, inclusive, is expected to allow every girl on the team the opportunity to dress as/wear goalie gear for a practice and then the following game. In situations where girls are unwilling to do this, they should be encouraged to try the equipment for one practice. GOALIE CLINICS Goalie clinics will be arranged by the Association. This significant expense is being covered by the Association as goalie development is a priority at all levels. Teams will be provided with a schedule for the clinics and must make every effort to have a player attend in goalie gear. At least 48 hours’ notice should be given to our Convenor if a player is unable to attend the session. Team coaches are not expected to attend but are encouraged to watch to learn additional drills to do with goalies during team practices. Teams will be charged $40 for each session that their team’s goalie misses. GOALIE EQUIPMENT U7-U11 house teams will be provided sets of equipment to allow all players on the team the opportunity to try the position at a practice and then in a game situation. U13-U18 players as well as competitive goalies will be provided gear upon request. Borrowing Equipment Players who have registered and submitted all fees for the following season may request a loan of GGHA owned goalie equipment for their use in Spring/Summer Ice Hockey programs and or camps. There will be a $75.00 fee per season (spring season May - June, summer season July - August) to rent the equipment. This fee must be paid before the goalie equipment is provided. These rentals are subject to the damage conditions set out above in this policy and all requests must be sent to equipment@ggha.ca for review and approval. Page 11 Updated April 2020
TOURNAMENTS HOUSE Each year the Association will register all house teams U9 and older in the Cornwall tournament normally held the first weekend in November. The Association will also endeavour to pre-book lodging in Cornwall until teams are sorted. House teams can register in two additional tournaments. If a coach wishes to enter more than three tournaments, they must receive approval from the GGHA Executive Committee. Before considering extra tournaments, approval must be sought by the team’s parents and voted on with a 75% approval rate. COMPETITIVE GGHA Competitive teams are permitted to enter a total of five tournaments. One of which will be an Association wide away tournament that will be pre-booked for all teams in the summer months. Every effort will be made to pre-book lodging for all teams. If a coach wishes to enter more than five tournaments must receive approval from the GGHA Executive Committee. Before considering extra tournaments, approval must be sought by the team and voted on with a 75% approval rate. Page 12 Updated April 2020
HEAD COACH
Each Head Coach is accountable to the Vice-President.
APPLICATION
Applications for Head Coaching positions are accepted by written application beginning in the spring
when the call-out is made by the Association.
All applications will be verified with the Coach Selection Committee and interviews arranged
following the application deadline.
Bench staff including assistant coaches, managers and trainers are initially selected by the Head
Coach and approved by the Executive before their appointment.
SELECTION AND PLACEMENT
The Coach Selection Committee will consider Head Coaches on the following basis:
● Coach’s current certification(s)
● Coach’s past performance in programs offered by GGHA as determined by results of
previous coach evaluations.
● Coach’s number of years coaching the same group (recommended that a coach only remain
with a group or majority of a group for no more than two consecutive seasons)
● Previous coaching experience (within GGHA or with other organizations)
● One team per head coach, however a head coach may make application to assist on
another team
RESPONSIBILITIES
Head Coaches are responsible for ensuring all those participating on the team or with the team
follow the rules and regulations as required by the Association, the OWHA, the ODWHA and those
of any sanctioned tournament.
Head Coaches are responsible for ensuring that sufficient control/discipline is maintained over the
players so as not to allow unsportsmanlike conduct and disrespectful behavior to interfere with the
welfare of the team, team concepts and instruction.
Head Coaches are permitted to bench a player for misconduct, unsportsmanlike behavior, abuse to
any official, unexplained absences or any other conduct that is deemed to be detrimental to the
wellbeing of the team and/or organization. Benching may be done for any portion of a game, to a
maximum of one period.
As a form of discipline, full game suspensions may ONLY be issued as authorized after consultation
with the Vice President and the Convenor.
Head Coaches must ensure that each player on their team is treated fairly, consistently, and
objectively.
Head Coaches are required to keep the Convenor informed of all team’s progress, problems,
concerns, etc.
Page 13 Updated April 2020BENCH STAFF
Bench staff include the head coach, assistant coaches, trainers, and on-ice helpers – all the insured
adults on the team. These people must all be insured to be on the ice at any given time. The team
manager is normally uninsured.
OWHA registered participants are only covered by Hockey Canada insurance while participating in
OWHA sanctioned activities. All on-ice and/or on-bench participants MUST registered on an official
OWHA roster before participation.
If a name does not appear on the TEAM’s OWHA approved roster, then that person is not permitted
on the ice.
BENCH STAFF SELECTION
As per OWHA policy at least one of the insured members of the bench staff MUST be a female
(OWHA handbook regulation 5 A).
When choosing team staff, the following considerations must be met:
● The Association will cover the cost of five (5) bench staff. The cost of registering additional
team staff must be covered by the team and the majority of the parents on the team must
agree to cover this additional cost. In 2019-20 this cost is approximately $57.50 for U11-U18
aged teams and $37.50 for U7 and U9. Fees are set by the OWHA.
● Head Coaches must not choose their spouse as the team manager or treasurer
● Members of the Association Executive should not be chosen as a team manager
● A spouse of an assistant coach should not hold a position on the bench staff
● A spouse of a team manager may not hold the treasurer position
● OWHA will not approve rosters unless there is at least one insured female bench staff
member. This does not include the manager.
● A female trainer is required at U11 divisions and older.
A list of team staff members must be provided to the Vice-President for approval before that
information is distributed to parents and players.
CERTIFICATION
All bench staff must meet the minimum certification requirements set by the OWHA. The
Association will set deadlines for bench staff to acquire the required certification in accordance with
OWHA guidelines.
The OWHA determines the minimum qualification requirements for all bench staff and this
information can factor into the level at which the team is rostered.
Bench Staff who have not completed the required certification by November 15 will be removed
from their Official Roster until such a time that the course(s) have been completed. The coach will
not be allowed on the ice for any practices or sanctioned events such as but not limited to games
and tournaments until the certifications are met.
Page 14 Updated April 2020All bench staff must have a clear Police Record Check with Vulnerable Sector Screening (PRC VSS) to remain as coaches. Should a PRC not be completed as required, or come back as unsuccessful, the coach in question shall be advised that they are no longer a member of the coaching staff and shall be suspended from coaching duties until the matter can be resolved. In the case of an unsuccessful police check, the coach in question will be contacted by the Vice- President for a disclosure meeting. Coaching staff that are successfully cleared by the Police Information Check shall not normally need to reapply for the PIC for a period of three (3) years. Rostered coaches who are required, in the current season, to apply for or reapply for a PRC, must begin the application process by November 1st. Proof that the application has been submitted must be provided to the Risk and Safety Coordinator by November 15th. If such proof is not provided by this date, the coach will be removed from roster and will not be permitted to coach until the issue is resolved. BENCH STAFF RESPONSIBILITIES Bench Staff are responsible for ensuring that all participants in the program will follow the Hockey Canada rules and regulations on wearing of the properly sized required hockey equipment. This information is also included in the team trainer’s certification course. Bench staff must always conduct themselves in a sportsmanlike manner setting a positive example for their players. All bench staff must abide by the OWHA Code of Conduct. Any member of the Bench Staff who does not make a conscious effort to abide by the GGHA Policies or displays behavior that is deemed to be inappropriate or unsportsmanlike will be removed from the bench. Coaching Staff must be “in control” of their players at all times and are responsible for discipline to maintain sportsmanlike, acceptable behavior and respect of the sport, the program, the facility, and the volunteers who make this program possible. REGISTERING BENCH STAFF Head coaches must submit a roster of their proposed staff to the Vice-President for approval before the team can be registered and rostered with OWHA. All members of bench staff, once approved, must register themselves in RAMP and ensure that their certification information is uploaded in RAMP and is current with Hockey Canada. A team cannot be rostered without: ● A head coach without required certification ● A female member of the bench staff ● A current certified trainer Page 15 Updated April 2020
TEAM TRAINER The HTCP program is the introductory level of the Trainer program and is the minimum training required by all OWHA teams. The Association will cover half the cost of HTCP Trainer Certification for one pre-approved trainer per team, per year. All trainer certification is valid for 3 years and expires on August 31. Trainers, through the certification process, will be responsible for: ● Code of Ethics/Fair Play Codes ● Risk Management - Safety Requires Teamwork ● Medical Information Files and Injury Reporting ● First Aid Kit restocking ● Bullying, Harassment and Abuse ● Protective Equipment and Hygiene ● Injury Prevention Techniques ● Emergency Action Plan ● Injury Management Principles ● Injury Recognition and Management ● Spinal Injuries ● Concussions ● Injuries and Illness ● Removing Players from Action ● Coordinating Return to Play ● Nutrition and Hydration ● Performance Enhancing Substances Trainers are to be alert and focused on practices and game play at all times. Trainers CANNOT be on the ice during practices but focused on the on-ice activities from the bench. The Head Coach should plan to have enough team staff on their roster so that the trainer is never responsible for the opening and closing of bench doors during game situations. Page 16 Updated April 2020
CERTIFICATION REIMBURSEMENT
Individuals who wish to be reimbursed by the Association for coaching clinics and or a trainer
certification course must first submit a request to take the course to the Vice President vp@ggha.ca
prior to taking the course.
Reimbursement will be made over a two-year period. With the first half being reimbursed following
successful completion of the training to those individuals who have been pre-approved. The
remaining amount will be reimbursed the following season.
Respect in Sport for Activity Leaders is a mandatory requirement for anyone volunteering with a
team and while not reimbursable by the Association can be considered a Team expense.
The Police Record Check with Vulnerable Sector Screening is a mandatory requirement for anyone
volunteering with GGHA. Volunteer letters can be provided upon request by emailing the Risk and
Safety Coordinator. The cost, if any, should be considered a team expense.
PROCESS
● Email vp@ggha.ca with a request to take a specific course or training prior to registering for
the clinic or course
● The applicant will be notified by email if the request has been approved
● Once approval has been received the applicant may register for the clinic or course
● Once the clinic or course has been completed successfully the applicant must submit proof
of completion along with proof of payment to vp@ggha.ca.
In the case of Dev1 training, reimbursement will take place following the training course and prior to
the certification.
Upon receipt of the completed form, the Vice President will submit the receipt to the Association
Treasurer for reimbursement. Please note that reimbursement will not be processed without
completion of the form available by emailing vp@ggha.ca
It is expected that those who request reimbursement for training will be committed to volunteering at
minimum of two additional years with the Association.
Page 17 Updated April 2020YOUTH VOLUNTEERS
Each year more and more young people are interested in volunteering within the Association. Most
are adolescents who want to collect high school volunteer hours and others are young adults
looking to take on different roles in hockey.
Coaches must use sound judgment when selecting a young person as an on-ice helper.
Specifically, these decisions must be made from developmental and support perspectives. We want
these “helpers” to aid team staff, while gaining knowledge and experience of a teaching type role.
Helping with a team is not an opportunity for siblings of players, or the coach's children to get extra
ice time.
GGHA PLAYERS
To provide guidance while ensuring safe opportunities for our young GGHA players, please apply
the following when selecting youth volunteers:
● Volunteers must be current members of GGHA
● They must be a minimum of 14 years of age and must be at least one age division higher
than the team they are volunteering with. (e.g., a U15-aged player may help at the U13,
U11, U9 and U7 levels). The individual is not permitted to volunteer as an on-ice helper with
a team at the same or higher age division
● The volunteer may only be a demonstrator or assistant and is not to provide instruction
● The volunteer may not participate in any activities with the players such as drills
● The volunteer must wear full equipment if they are younger than 16 years of age
NON GGHA PLAYERS
A volunteer who is not a GGHA registered player must be 16 years of age or older and must be
added to a GGHA Team Roster in order to ensure insurance coverage. These volunteers MUST:
● Complete the minimum certification requirements as outlined by the OWHA
● Submit a current Police Record Check
● Must wear a CSA approved helmet with facial protection as well as hockey gloves and
skates
Page 18 Updated April 2020TEAM FINANCES
The Association strives to ensure that all team funds are spent responsibly and are accounted for
throughout the season.
PROCESS
All teams are required to open a team account at an accredited financial institution solely for their
team’s financial transactions for the current season, with signing authority for the account requiring
two signatures. The Association treasurer will provide a letter for teams to provide to their financial
institution to have the account opened once the bench staff and budget are approved.
The team budget must be submitted to the Convenor and the Vice-President and approved prior to
being given to the parents for their approval.
A team budget is then presented to and must be approved by the majority of a team’s parents.
Detailed financial statements must be given to the Association Treasurer and to all team parents at
the end of the season. These financial statements should show a comparison to the approved team
budget.
The team treasurer should keep all receipts until the account has been closed and signed off by the
Association Treasurer.
Financial statements and/or team budgets must be produced to the GGHA Executive upon request.
The team bank account should be closed by May 31st after all team expenses have cleared. Any
funds remaining in the account must be distributed to the team members in a timely fashion.
TEAM FEES
The Association has set maximum team fees as follows:
● House League Teams - $500.00 per player and can be subsidized by fundraising
● Competitive Teams - $1400
o Competitive Fee = $600.00 per player which is paid to the association for additional
ice and development
o Team Fees no greater than $800 per player and must be subsidized by fundraising
and sponsorships
Parents must be giving the option of paying team fees in installments with no installment being more
than $500. Installments should be made in August, October, and December.
The third installment should not be collected if fundraising has been sufficient to cover the balance
of the team’s finances.
If a team requires additional team fees greater than the amount above the Coach must request
approval from the Executive prior to presenting their budget for approval.
Page 19 Updated April 2020PLAYERS WITHDRAWING OR JOINING MID-SEASON
If a player leaves the team after the start of the season, her team fees will not be refunded unless
she is being replaced by another player. If a player joins the team after the start of the season, her
team fees must be prorated.
Teams will be responsible for the following costs. These expenses must be paid for through
fundraising, sponsorships and or team fees. These expenses also require the consent of the
majority of the parents:
● OWHA fees for additional bench staff. The Association pays for up to five (5) team staff
● Ice rental costs not arranged by the Association. This ice is usually used for additional
development and exhibition games. These ice times are beyond the core allotment provided
to the team by the Association
● Costs associated with exhibition and provincial play down games, such as referee fees
● Tournament and Provincial championship entry fees
● Team Administration costs, such as bank fees, postage, and photocopying
● Social expenses, such as a year-end parties, gifts, and player awards
● Head Coach Hotel Accommodations for out-of-town tournaments, if coach does not have a
child on the team (2 nights maximum)
Team expenses not listed above and that are not required for the regular operation of the team
(e.g., items of clothing for coaches) require unanimous approval of the parents and cannot be a
mandatory requirement for any player on the team.
Page 20 Updated April 2020FUNDRAISING
All teams may raise funds for their team and those funds are to be used for the betterment of the
team as a whole.
When in the community fundraising, teams are representing the GGHA and must project a positive
image of the Association. All fundraising activities must adhere to the guidelines set forth in the
Fundraising Policy.
Money should never be a hindrance to any girl who has the desire to play hockey and therefore the
fundraising program’s main purpose is to make hockey as affordable as possible.
TEAM BUDGETS
Team budgets must be first approved in writing by the Convenor. The team budget should include
any proposed fundraising initiatives.
Team budgets must be pre-approved by the convenor before being presented to parents and before
the bank account, and any team fundraising activities can begin.
MEMBER RESPONSIBILITY
By agreeing on the team budget presented by the coaches, each family has accepted the obligation
to pay Team Fees. Paying the fees fully out of pocket can sometimes be a challenge therefore,
fundraising events are encouraged.
Parents should be given the option of dividing the team fee payment into segments should they
request that provision.
APPROVALS AND REPORTING
The GGHA Treasurer, in conjunction with the Convenor oversees all fundraising activities of the
association.
Teams are to ensure that their fundraising activities respect all laws, particularly Ontario and City of
Ottawa legislation governing lotteries and raffles.
Teams are not to create any raffles or ticket draws without getting the prior approval of the
Convenor.
Considerations:
● All fundraising activities must receive prior written approval by the Convenor
● All fundraising activities must be discussed and approved by the majority of parents at a
team meeting
● All monetary transactions relating to fundraising are to be documented by the team’s
treasurer
A full written accounting of each fundraising event is required to be submitted to the Convenor
within 14 days of completing any fundraising event.
Page 21 Updated April 2020Requests for additional fundraising events (those proposed after the team budget has been approved) must be in writing and submitted to the Convenor prior to the fundraising event. PERMITTED EXPENDITURES Some common ways to raise funds could include FlipGive, bottle drives, electronic recycling drives, bake sales, 50/50 Draws, or Ticket sales. Funds raised from the above events can be used to offset the following expenses: ● Tournament registration fees ● Team apparel ● Equipment bags ● Coaching and Trainer supplies ● Hotel expenses for the head coach who is not a parent of a player on the team ● Team meals ● Additional ice time for practices, exhibition games and skill development ● Referee fees ● Miscellaneous team expenses (bank fees, paper, printing, postage, etc.) ASSOCIATION FUNDRAISING The Association may initiate an Association wide fundraising effort by a resolution passed by the Executive Committee. Once passed all teams in the Association will be required to participate in that effort. Page 22 Updated April 2020
SPONSORSHIP Guidelines for sponsorship can be found in the sponsorship letter available from the Vice-President. The Association will set a sponsorship framework for teams to use, including suggested values and forms of recognition. Sponsorships cannot be accepted if they are contrary to the Association’s policies or that could be detrimental to the Association. Teams must forward Sponsorship information to the Vice-President. The team’s Treasurer shall keep track of and provide a report to the GGHA Treasurer at the end of the season. All sponsorships are subject to approval by the Association’s Executive Committee and sponsor benefits will be provided to teams by the Executive in September of each year. TYPES OF SPONSORS Provision is made for three types of sponsorships: Association, Team, and Individual. Money from Sponsorships should not exceed the annual team budget. The team budget must be approved by the Convenor prior to seeking sponsorships. It is the team’s responsibility to deliver to the sponsor any benefits that have been promised i.e., web team page advertising, banners, plaques etc. Each team must provide the GGHA Treasurer confirmation that benefits have been provided as required. Association sponsors will be posted on the GGHA website. Sponsors may also be advertised on other items such as banners at special events. Association Sponsor An Association Sponsor may be a corporation, organization or individual that provides funding for the Association. Monies raised through Association sponsorship shall be used to offset costs. (i.e.: banquet, special events, ice costs, etc.) The Association will maintain an operating fund balance in the Association’s bank account. Surplus funds at the end of the season will be used to offset fees for the following season. Team Sponsor: A Team Sponsor may be a corporation, organization or individual that provides funding to a Team. This money should be distributed equally among all team players. Individual Sponsor An Individual Sponsor may be a corporation, organization, or individual that provides funding for one player. Money collected through an individual sponsorship shall be distributed 50% to the individual’s team fees and 50% to the team to be split equally among the remaining player’s fees. Individual players may have up to $500 applied against their player account in this manner. Page 23 Updated April 2020
DRESSING ROOM SUPERVISION
GGHA supports and adopts the OWHA’s Dressing Room Supervision Policy to provide a safe,
inclusive, and comfortable dressing room environment with proper supervision for players and team
officials.
The GGHA Dressing Room Supervision policy establishes the guidelines that must be followed at
all times by all team staff, players, and parents. The policy is for all levels from U7 and above and
must be adhered to before, during and after games, practices, or team events.
DEN MOMS
Dressing rooms must be supervised at all times when players are expected to be in them, including
before, during and after a game or practice. A minimum of two (2) adult females (“Den Moms”) are
required to supervise a dressing room until such time as the team staff are permitted in the dressing
room before the scheduled ice time or until the last players have left the dressing room.
Den Moms are required to submit:
● Current Police Record Check (less than six months old at the initial submission)
● Respect in Sport (RIS) for Activity Leaders. Please note that the Respect in Sport for parents
is not sufficient certification for this position.
WHO CAN BE IN THE DRESSING ROOM?
At no time are player’s siblings permitted in the dressing room.
U7 and U9:
● 2 Den Moms to ensure the ‘two deep rule’ is maintained at all times
● Female member of bench staff
● Any one parent or guardian is permitted in the dressing room until 10 minutes prior to the
scheduled ice time.
For U11 and older age groups:
● 2 Den Moms
● Female member of bench staff
● Parents are not permitted with the exception of certified Den Moms
● No males are permitted in the dressing room until ten minutes prior to the scheduled ice
time, at which time only team staff is allowed in, as detailed below.
Up until the 10-minute mark, supervision in the dressing room is the responsibility of the designated
Den Moms (see below).
At U11 and above any skate tying assistance shall be provided outside the dressing room or by the
Den Moms.
For U18 the use of Den Moms is still required however, when any player is in the team dressing
room before, during or after a game or practice, Den Moms can be present in the dressing room or
immediately outside the dressing room(s) with the door ajar.
Page 24 Updated April 2020BENCH STAFF IN THE DRESSING ROOM On confirmation by the Den Moms that players are dressed and up to 10 minutes before and after ice time, bench staff are permitted in the dressing room to brief players on the expectations for the ice time and to debrief afterwards. Parents and other non-team staff are not permitted in the dressing room at this time unless authorized by the Head Coach. However, an adult female must be present at all times and no removal of equipment other than helmets is to occur. PLAYER TIMING FOR DRESSING ROOM All players should be in the dressing room at least 30 minutes prior to the scheduled ice time or as specified by the Head Coach (e.g., one hour prior to games, 30 mins. prior to practice) to ensure that players are dressed and ready to go for pre-ice instructions with the team staff. Players who arrive late (during pre-ice discussion) will be required to wait before getting dressed until the team staff has finished their pre-ice discussion. After their ice time, players should not remove any equipment other than gloves and helmets until the team staff has had an opportunity for a quick post-ice time debrief. CAMERAS, CELL PHONES AND OTHER ELECTRONIC DEVICES For the safety and protection of players, the use of any electronic device to send, receive or record a message or images (including text messaging) within the dressing room is prohibited. Any players, parents, den moms or team staff that have an electronic device with them, shall keep the electronics device stored while in the dressing room. Additional restrictions regarding electronic devices in the dressing room can be imposed by the Head Coach. Page 25 Updated April 2020
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