Policy and Procedures


 

 

SPRUCE GROVE AND DISTRICT

 MINOR FOOTBALL ASSOCIATION

 POLICIES AND PROCEDURES

 

 

 

 

 

REVISION: F

 

FEB 2018

 

 

 

REVISION

A

B

C

D

E

F

Prepared by:

Scott Frend

Scott Frend

Scott Frend

Scott Frend

Kelli Tanner

Shawna Bennett

Reviewed by:

SGDMFA

Executive

SGDMFA

Executive

SGDMFA

Executive

SGDMFA

Executive

SGDMFA

Executive

SGDMFA

Executive

Approved by:

 

 

 

 

 

 

Date of Issue:

July 14, 2009

Aug 17, 2009

May 2010

Nov 2010

March 2012

Feb 12, 2018

 

 

 

 

SUMMARY OF DOCUMENT REVISIONS

 

 

 

 

DOCUMENT REVISIONS

 

 

Revision Number

Date Revised

Section or Pages Revised

Description of Change

 

 

 

 

A

Jul 14, 2009

All

General Revision

 

 

 

 

B

Aug 17, 2009

All

General Revision

 

 

 

 

C

May 2010

All

General Revision

 

 

 

 

D

Nov 2010

All

General Revision

 

 

 

 

E

March 2012

All

General Revision

 

 

 

 

F

Feb 12, 2018

All

General Revision

 

 

 

 

 

 

 

 

TABLE OF CONTENTS

 

 

 

 

 

 

 

 

Page

1.

PURPOSE ................................................................................................................................................

 

 

1.1

PURPOSE OF THIS DOCUMENT ..........................................................................................................

5

2.

DEFINITIONS AND INTERPRETATION .........................................................................................

 

 

2.1

INTERPRETATION ..............................................................................................................................

5

 

2.2

DEFINTIONS ......................................................................................................................................

5

3.

CODE OF CONDUCT ............................................................................................................................

 

 

3.1

CODE OF CONDUCT FOR PLAYERS .................................................................................................

6,7

 

3.2

CODE OF CONDUCT FOR PARENTS ....................................................................................................

8

 

3.3

CODE OF CONDUCT FOR COACHES .................................................................................................

9

 

3.4

CODE OF CONDUCT FOR EXECUTIVE..................................................................................................

10

4.

RESPONSIBILITIES ...........................................................................................................................

 

 

4.1

PRESIDENT ......................................................................................................................................................................

11

 

4.2

VICE PRESIDENT ...........................................................................................................................................................

12

 

4.3

DIRECTOR AT LARGE ..................................................................................................................................................

13

 

4.4

WAYS AND MEANS .......................................................................................................................................................

14

 

4.5

TREASURER ....................................................................................................................................................................

15

 

4.6

SECRETARY ....................................................................................................................................................................

16

 

4.7

FIELD STAFF LIASON...................................................................................................................................................

17

 

4.8

TEAM MANAGERS .......................................................................................................................................................

18

 

4.9

EQUIPMENT DIRECTOR ...............................................................................................................................................

19

 

4.10

TEAM EQUIPMENT MANAGERS ................................................................................................................................

20

 

4.11

TEAM TRAINER .............................................................................................................................................................

21

 

4.12

REGISTRAR .....................................................................................................................................................................

22

 

4.13

HEAD COACHES ............................................................................................................................................................

23

 

4.14

LINESMEN / YARD MARKERS ....................................................................................................................................

24

 

4.15

WEBMASTER……….......................................................................................................................................................

25

5.

REGISTRATION POLICY .................................................................................................................

 

 

5.1

POLICY ............................................................................................................................................................................

26

6.

TRAINING ...........................................................................................................................................

26

7.

COMMUNICATION ........................................................................................................................

26, 27

8.

INCIDENT REVIEW POLICY ...........................................................................................................

 

 

8.1

INCIDENT POLICY STATEMENT…………………………………………………………………………………

27

         

 

                    

8.2           POST INCIDENT - PREPAREDNESS.......................................................................................................................... 27

 

8.3           POST INCIDENT - REVIEW PROCEDURE................................................................................................................. 28

 

  1. .......................................................................................................................................................
  2. PROGRESSIVE DISCIPLINE POLICY.............................................................................................................................................................. 28

 

   9.1         DISCIPLINE POLICY..................................................................................................................................................... 28

 

  1. PROTECTION OF PERSONAL INFORMATION POLICY............................................................... ….28

 

   10.1        SCOPE.............................................................................................................................................................................. 28

 

  1. VOLUNTEER POLICY.................................................................................................................................................. 29

 

   11.1        POLICY - VOLUNTEER/FUNDRAISING................................................................................................................. 29

 

  1. EQUIPMENT POLICY................................................................................................................................................... 29

 

   12.1        POLICY - EQUIPMENT............................................................................................................................................... 29

 

  1. PURCHASING POLICY............................................................................................................................................. .30

 

  1. MEDICAL POLICY.......................................................................................................................................................... 31

 

  1. POLICY AND PROCEDURES MANUAL PROGRAM ADMINISTRATION................................ 31

 

   15.1        SCOPE.............................................................................................................................................................................. 31

 

  1. WEBSITE ACCESS, ROLES/DUTIES.................................................................................................................... 33

 

 

 

  • PURPOSE

 

 

  • Purpose of This Document

 

  • The purpose of this document is to set out the guiding principles, policies and procedures of the Spruce Grove and District Minor Football Association. It outlines the roles, responsibilities and expectations of its membership and documents the day to day operation procedures for its football operations.

 

  • This document should be read in conjunction with the Capital District Minor Football Association (CDMFA) Policies and Procedures Manual, which can be found on the CDMFA website at http://www.cdmfa.com

 

2 DEFINITIONS AND INTERPRETATION

 

  • INTERPRETATION

 

  • The third person masculine gender, when used throughout this document, shall be understood to mean the third person masculine and feminine genders.

 

  • Where anywhere in this document the meaning of a word, phrase, sentence, or clause is unclear or otherwise ambiguous, the Executive shall interpret the meaning of said word, phrase, sentence or clause.

 

  • When such an interpretation is conducted by the Executive, it shall be done in a reasonable fashion and effect shall be given to the intent of the words.

 

  • DEFINITIONS

 

The following definitions shall apply, except when the context of the word, words, acronym, or phrase is such that an alternative meaning of same is obvious.

  • The word “Team” shall refer to the players, coaches, and team personnel

 

  • The initials "SGDMFA" shall mean the Spruce Grove and District Minor Football Association
  • The initials "CDMFA" shall mean the Capital District Minor Football Association

 

  • The word "Executive" shall mean the elected officers of the SGDMFA. These officers are elected at the Annual General Meeting and consist of:

 

  • President
  • Vice President
  • Director at Large
  • Ways and Means Director
  • Treasurer
  • Secretary
    • Equipment Director
    • Registrar

 

 

  • The word "family" shall mean one parent who is the legal guardian of one or more players participating in the football program, or two parents (whether married or common-law), at least one of which is the legal guardian of one or more players participating in the football program

 

  • The word "football" shall mean the game of Canadian football, played under the rules established in the current version of the Canadian Rule Book For Tackle Football, as modified by the CDMFA.

 

  • The term “By-Laws” shall mean to the By-Laws of the SGDMFA.

 

  • The word “Level” shall mean the age level of competition; i.e. the Atom Level, the PeeWee

Level, the Bantam Level.

 

  • The word “Division” shall mean a number of teams within a Level that shall be placed in a group for scheduling and tiering purposes, in accordance with directives set forth by Football Alberta.
  • EACH EXECUTIVE MEMBER SHALL ONLY HOLD ONE POSITION.

 

  • CODE OF CONDUCT

 

3.1              Code of Conduct for Players

 

  • COMMITMENT TO EDUCATION

 

School comes first. Your grades and class work take priority over football. Players must prioritize their time to ensure that homework and studying happen when they should. If you don't wait till the last day to do your homework or studying, school will rarely interfere with football.

 

  • POSITIVE ATTITUDE

 

Expect a lot of yourself but always strive for the best you can do today. Learn from errors, accept coaching decisions (question them respectfully if you must), do not sulk or dwell on your own or other teammate’s mistakes in a negative way. It is hard work, but absolutely necessary to stay positive when things go badly. Remember: Where ever you go and whatever you do you are a cougar and you are representing your team.

 

  • UNSELFISHNESS

 

A Team cannot succeed based on individual effort alone. We win together and lose together, we are responsible for both. There is no room for envy, jealousy or destructive personal behavior.

 

  • INTENSITY

 

Competitors themselves are responsible to maintain a high level of intensity that is necessary for success. Coaches and support staff will do their best to create conditions that foster intensity, but in the end it is up to the individual.

 

Players will be constantly evaluated on their demonstration of coach ability, hustle, mental and physical toughness, loyalty to the team, unselfishness, and the desire to improve their skills. Our goal is to have teams that constantly demand more of themselves than is demanded by the coaching staff.

 

  • RESPECT

 

We will treat teammates, coaches, support staff and other volunteers, officials and opponents with respect both, in what we say and what we do. Feelings of disrespect, sulking or a desire for revenge detract from our positive focus. Disrespect leads to errors, penalties and underestimation of our opponent. Disrespect for officials is unfair and leads to emotional reactions that cost penalties and invite officials to make close calls against us. SGDMFA will not condone unsportsmanlike behavior in any way.

 

All players are to treat teammates and coaches with respect and courtesy. Behavior that puts other players or coaches down, results in profanity, or demonstrates lack of self-control, will not be tolerated.

 

  • RESPONSIBILITY

 

Commit yourself to being dressed on time and ready to give your best in every practice and game. If complications arise (sickness, injury or conflicting responsibilities) explain to the team manager beforehand if possible. If not, explain as soon as you see him/her without having to be asked. Not having enough players to conduct a full practice is not fair to the team. If you do not come to practice consistently, you may not be eligible to play in upcoming game(s) and/or your playing time may be reduced.

 

Be ready to do your part in the dressing room, in moving or handling equipment before or after a game and practice.

 

  • EXCUSE

 

Accept responsibility for mistakes or errors, loss of temper, defeats or other shortcomings without making excuses. Resolve to focus on improvement. Bad things happen and when they do accept them and learn from them.

 

  • COACH-ABILITY

 

Accept coaching instructions and decisions, including lineup changes, in a positive and cooperative manner. Lineups are always drawn up with the intention of getting the most out of team members. You are entitled to question the decisions that affect you but it must be done respectfully.

 

  • LEADERSHIP

 

Every member of the team can be a leader in his own way: by example, by enthusiasm, by being helpful and supportive of teammates, by staying positive no matter how dark the situation. Some leaders are vocal, while others say little and let their intentions speak for them. Lead in your way, both on and off the field. Every one of us are ambassadors for the team. What you do individually affects your team.

 

3.1.10 REALISTIC GOAL SETTING

 

Set a wide range of specific but realistic goals for yourself. Work hard to achieve your goals and success will come. Team goals always come ahead of personal goals. Every individual achievement is due in part to the help of teammates and others around you.

 

3.1.11 COMPETING WITHIN THE RULES

 

Play to your limitations. Display sound decent behavior. Give your best effort and follow all team guidelines. Following all Football rules is to be expected to be part of the team. You may fall short at times but that is to be expected as long as you try your best.

 

Anyone who intentionally disregards the rules of Football and the SGDMFA guidelines will not be allowed to continue playing on the team.

 

  • Code of Conduct for Parents

 

  • Children participate in football for their own enjoyment.

 

  • Encourage fair play and respecting the rules of football to your children.

 

  • Be supportive of your children. Insure your child attends practices and games, is dressed and ready and always on time.

 

  • Be a role model of respect for everyone in the program. Do not use profane language or harass referees, coaches or players.

 

  • Wait until after the game or practice before approaching the manager with your questions or concerns.

 

  • Please maintain respect for all volunteers at all times. Recognize the value and importance of your child's coaches and the SGDMFA staff. They are all volunteers who donate a tremendous amount of time and effort to make this a positive experience for your child.

 

  • At all games and practices insure your comments are positive and respectful.

 

  • Parents, siblings and spectators are required to remain off the field at all times. This includes both game and practice fields.

 

  • Show sportsmanship. Applaud good plays and efforts by the opposing team as well as your team.

 

  • Never ridicule or scold a child for making a mistake during a game. SGDMFA will not condone unsportsmanlike conduct in any way, shape or form.

 

  • Respect all the decisions of the referees - even if you disagree with them.

 

  • Parents or spectators who cannot abide by this code of conduct will be asked to leave the field.

 

  • School comes first. Your child’s grades and class work take priority over football. Players must prioritize their time to ensure that homework and studying happen when they should. Players should be encouraged not to wait until the last minute to complete assignments or study.

 

  • All practices are important. Circumstances may arise where you must miss a practice (vacations, illness, etc.). When this occurs the player/parent is to notify his/her Team manager as soon as possible. Not having enough players to conduct a full practice is not fair to the team. Please note that players that don’t come to practice consistently may not be eligible to play the upcoming game(s) and/or their playing time may be reduced.

 

  • It is the Parent’s responsibility to pay for lost or damaged equipment from your child.

 

 

 

3.3                        Code of Conduct for Coaches

 

 

  • Coaches will abide by the decisions made by the SGDMFA

 

  • Coaches will lead by example in demonstrating fair play and sportsmanship to all SGDMFA players.

 

  • Coaches will place the emotional and physical wellbeing of their players ahead of their personal desire to win.

 

  • Coaches will treat each child as an individual, remembering the large range of emotional and physical development for the same age group.
  • Coaches will provide a safe playing situation for their players.

 

  • Coaches will not use foul and abusive language at any time in representing Spruce Grove Minor Football.
    • Coaches will avoid coaching styles that humiliate and degrade self-esteem.

 

  • Coaches will control all their emotion with respect to other coaching staff, players, SGDMFA members, parents and competition.

 

  • Coaches will be knowledgeable of the rules and techniques of Football and will teach these to the players.
  • Coaches will work cooperatively with ALL coaching staff and managers.

 

  • Coaches will respect league officials and volunteers

 

  • Coaches will follow all SGDMFA and CDMFA rules and regulations.

 

  • Coaches will reward effort and behavior and not outcome.

 

  • Coaches will put the needs of the team ahead of any individual.
  • Coaches will come to practice dressed in proper attire.

 

  • Coaches will remember the Fair Play rules. CDMFA regulations make sure each player gets their playing time. Children participate in football for their own enjoyment.

 

  • Coaches will support the medical opinion of the team trainers and medical

 

Personnel and will not overrule their judgment with respect SGDMFA Executive.

 

 

 

3.4               CODE OF CONDUCT FOR EXECUTIVE MEMBERS

 

3.4.1     Prepare in advance of meetings and be familiar with issues on agenda.

 

3.4.2    Fully participate in meetings while demonstrating respect, kindness, consideration and courtesy to others.

 

3.4.3    Discussions at the executive should be open and frank. Any discussions that occur at these meetings should be kept confidential. Information given to the coaches, parents and general public must be approved by the executive board of SGDMFA.

 

3.4.4     Respect and adhere to the rules, policies, procedures and by-laws of the SGDMFA.

 

3.4.5    Present a united front to the parents, coaches and general public when decisions are made at the executive level.

 

3.4.6    Project an image that reflects the positive values of the SGDMFA executive at all times. (On or off the practice or playing field)

3.4.7     Consistently portray a high standard of behavior.

 

3.4.8    Do not use any Social media to communicate any conflicts, debates or confidential issues, recognizing that mass communication methods can detract from SGDMFA’s ability to resolve issues and disputes in a timely, equitable and professional fashion.

 

 

4       RESPONSIBILITIES

 

  • President

 

  • Attend all SGDMFA Executive meetings.

 

  • Chair all executive and general meetings. If you are unable to attend a meeting, advise Vice-President or Director at Large.
  • Attend CDMFA meeting if Director at Large or VP cannot attend.

 

  • Be the spokesperson of the SGDMFA with other teams in our league.

 

  • Oversee the operation of the SGDMFA.
  • Make sure all rules and regulations of the football governing body are followed.
  • Co-chair annual head Coach Interviews
  • Handle all communications with the City of Spruce Grove regarding SGDMFA business.
  • Organize all training camps for players and coaches.
  • Assist all members of the Executive if problems occur and help if required.

 

  • Work with the Director at Large to make sure all job descriptions are in place and change when necessary.
  • Along with the Director at Large, deal with all complaints brought forward with executive approval if necessary.
  • Co-chair annual assistant coach interviews
  • Insure the Football template of Play is followed by all Coaches in all levels of the SGDMFA
  • Organize any Jamborees or Special games outside of the season of play
  • Attend CDMFA AGM.

 

 

  • Vice President

 

  • Attend all SGDMFA Executive meetings.

 

  • Attend CDMFA Meeting if Director at Large or President cannot attend.
  • Take direction from the SGDMFA Executive.
  • Chair Executive meetings in the absence of the President.

 

  • Become familiar with and assists all Executive members in the operation of their duties.

 

  • Assist the President of the association if for any reason the President cannot continue with their duties.
  • Make sure all practice fields and game fields are booked and are in playable conditions.
  • Co-chair all Head coaches and assistant coaches interviews.
  • Have monthly meetings with Head Coaches during season of play.
  • Ensure all Coaching and Field Staff positions are filled and requirements have been met.
  • Ensure all Coaching and Field Staff information forms have been received by Registrar prior to staff registration cut off.

 

4.3       Director at Large

 

  • Attend all SGDMFA executive meetings.

 

  • Attend all CDMFA Meetings
  • Take direction from the SGDMFA executive.

 

  • Seek Executive approval on all changes that should be made to job descriptions, job duties and policy and procedures.
  • Maintain and update job descriptions for all Executive members.

 

  • Work with the President in maintaining and updating the policies and procedures for the SGDMFA.
  • Make sure the bylaws are in place and are being followed by the SGDMFA.

 

  • Suggest changes that should be made to the bylaws at the annual general meetings.

 

  • Ensure all purchases are made in accordance with the SGDMFA Purchasing Policy, and that purchases have properly authorized by the Executive before the order is placed.

 

  • Monitor the SGDMFA Complaints and Disputes Process to ensure the effective management of complaints and disputes from all levels of the SGDMFA, and provide feedback to the Executive. Ensure that the complaint and dispute process is communicated to all SGDFMA members and that it is being followed.

 

  • Insure that meetings are being conducted properly and that the proper procedures have taken place for motions to pass.

 

  • To make sure all Executive members know what is required of them and assists them whenever it is required.

 

  • Meet with coaches and managers on a monthly basis to review issues and discuss issues raised by the Executive.

 

  • Review code of conduct for players, parents and coaches and ensure that it is communicated to all parties. Monitor adherence to these code of conduct documents and ensure that they are aligned with the principles of the SGDMFA.

 

  • Govern the code of conduct to govern the Executive body. Included will be resignation and dismissal policy.

 

  • Maintain all coaching application forms and criminal record check documentation for all field staff, and make sure that it is available upon written request of the President.
  • Investigate all player / coach suspensions / ejections and all officiating complaints.
  • Co-chair all head coaches and assistant coaching interviews.

 

  • Coordinate the players recruiting drive to all schools in Spruce Grove and district.

 

 

  • Ways and Means

 

  • Attend all SGDMFA Executive meetings.
  • Take direction from the SGDMFA Executive.

 

  • Coordinate sponsorship activities for teams on all levels.
  • Coordinate solicitation of local businesses and service groups for donations.
  • Help organize any functions that the association is sponsoring.

 

  • Make sure local businesses that are interested in football are kept informed of the status of all the teams.

 

  • Coordinate the preparation of posters and other sponsorship literature for home games acknowledging sponsors and donations.
  • Be the liaison between local businesses and SGDMFA.

 

  • Work with the President to seek out and apply for all federal, provincial, municipal and city grants that the SGDMFA may be eligible for.

 

  • Maintain a sponsorship register outlining the status of all current and potential sponsorship agreements and make the register available for review at Executive Meetings and upon request of the Executive members.
  • Prepare and submit fundraising plan for next season for approval.
  • Administer all aspects of fundraising with direction from the Executive.
  • Apply for and make sure all licensing is in place for all fundraising events.
  • Coordinate with the Registrar for fundraising licensing and tickets for registration.
  • Coordinate with Field Staff Liaison for licensing for 50/50 sales at home games.
  • Complete and submit all paperwork to Gaming Commission on all raffles, ticket & 50/50 sales.
  • Keep accurate record of each fundraising project and report to the Executive.

 

 

4.5              Treasurer

 

  • Attend all SGDMFA Executive meetings and supply a bank balance for each account.
  • Take direction from the SGDMFA Executive.

 

  • Make all required bank deposits for the association.

 

  • Work with the Fundraising Director and Registrar to make sure all funds are received and deposited.

 

  • Write all cheques from the association once the directive has been supplied from the Executive, as per SGDMFA purchasing procedures.

 

  • Keep an organized set of books that shows the costs that are incurred at all levels. Maintain a register of all invoices and receipts for SGDMFA business commitments.
  • Have a schedule when all payments are due and make sure payments are made on time.

 

  • Ensure receipts are supplied for all payments.
  • Financial statements must be ready for dispersal at our annual general meeting.

 

  • Provide oversight for events that are intended to bring funds into the SGDMFA.
  • Manage the organization and safe keeping of all deposit cheques.

 

  • Provide a monthly financial statement at every Executive meeting.
  • Once a fundraising event has been completed, all sheets, monies and / or applicable product must be collected and accounted for. Money must be counted by the Fundraising Lead and turned over to the Treasurer.  The Treasurer will verify the count and facilitate the deposit of funds accordingly.

 

  • Mail key is the responsibility of the Treasurer. He/she will obtain the mail and distribute to the appropriate parties. (Ex: Bills to Treasurer, Correspondence to President or Vice Pres)
  • Submit a yearly budget for the approval of the executive.

 

  • Issue receipts for all money collected.

 

  • Ensure all purchases follow the SGDMFA Purchasing Policy.
  • Ensure all purchases are made in accordance with the SGDMFA Purchasing Policy and that purchases have been properly authorized by the Executive before order is placed.

 

 

  • Secretary

 

  • Attend all SGDMFA Executive meetings.
  • Take direction from the SGDMFA Executive.

 

  • Keep an accurate set of minutes from all the executive meetings. Have the minutes ready and disturbed within 10 days of the meeting.
  • Assist the Fundraising Director and Registrar with any of their duties if they require help.

 

  • Prepare minutes for annual general meetings and disturbed within 10 days.

 

  • Maintain a file of all forms used by Spruce Grove & District Minor Football, Capital District Minor Football and Football Alberta.
  • Prepare agenda for monthly meeting.
  • Maintain archived meeting minutes.

 

  • Collect agenda items forwarded by Executive members in advance of regularly scheduled Executive meetings.

 

  • Coordinate with the Registrar for volunteer hour requirements.
  • Coordinate with Volunteer sub-committee (concession representative) to ensure proper set up of volunteer activities and commitments.
  • Be the go between with volunteer sub-committee (concession representative) and Executive.
  • Keep Executive informed of any issues with parents and volunteer hours.

 

 

4.7       Field Staff Liaison

 

  • Attends all SGDMFA meetings.
  • Takes direction from the SGDMFA Executive.
  • Assist the Vice President in collecting correct information of all field staff.
  • Ensure all team managers are aware of their duties and responsibilities and will assist in any way possible.
  • Ensure all Team Managers’ web site training is complete.
  • Ensures all communication sent to players and parents is via website.
  • Works with Registrar to ensure all required paperwork is on the field.
  • Ensure Team Managers have checked the website and CDMFA rosters and they are correct.
  • Be present for all Manager-Director at Large meetings.
  • Pick-up, distribute and maintain the SGDMFA’s mail requirements on a weekly basis.
  • Organize team photos by acquiring pricing, dates, and booking of the photographer for team photos.
  • Ensures all Team Managers fulfill their obligations to the CDMFA requirements as they pertain to the league’s tiering jamborees.
  • Assists with all fundraising events and organize year end player appreciation event with direction of the Executive.
  • Coordinate with Ways and Means and Managers for 50/50 sale at home games.

 

  • Team Managers

 

  • One Team Manager will be assigned for each team at the various levels (Atom, Pee Wee, and Bantam.

 

  • The Team Manager will oversee all the day to day operations of the team at their level.

 

  • The Team Manager will take direction from the SGDMFA Executive.

 

4.8.4    The Team Manager will be the parents’ liaison between the Executive and the coaches.

4.8.5    The Team Manager must maintain the communication between the parents and all other parties involved in their level of football.

 

  • The Team Manager will take complaints from the coaches, parents and players and process them as per the complaint / dispute policy.
  • Advise everyone at their level of scheduling and changes to their schedules.
  • Help the coaches in the operation of the team.
  • Report any “in-house” fighting and disagreements between the coaches directly to the

Director at Large immediately.

  • Support the coordination of the year-end team banquet.
  • Maintain team registers and ensures team documentation (player contact information, medical information, insurance documents is available at all practices and games as required.
  • Chair a meeting with the parents and introduce yourself and the coaches. Discuss the team rules.
  • Communicate schedule changes as soon as the dates are known to you and distribute it to everyone on your level.
  • Consult with the coaches on their practice schedule and make sure everyone is given a schedule.
  • Report directly to the Director at Large any verbal, physical or mental abuse by parents or coaches during practices or games, as per the complaint / dispute process.
  • Report any possible suspensions of players by coaches to the Director at Large. This also includes coaches suspending the youth from games or practices due to unsatisfactory behavior, vandalism or fighting.
  • Organize any special team events on your team level once permission has been given by SGDMFA Executive (i.e. picnics, team breakfasts or team outings).
  • Coordinate with Registrar to ensure all player and parent contact information is accurate.
  • Schedule all volunteers needed for games

 

 

  • Equipment Director

 

  • Attend all SGDMFA Executive meetings.
  • Take direction from SGDMFA Executive.
  • Keep an accurate inventory of all minor.
  • Attend equipment shows and obtain current price lists on equipment.
  • Train Equipment Managers at each level.
  • Advise the Executive of all current and future equipment needs.
  • Submit an equipment budget for approval of the Executive.
  • Attend all equipment training seminars arranged by the Executive.
  • Organize equipment dispersal and fitting for all the team levels.
  • Organize equipment return for the end of season.
  • Inventory, clean and store all equipment so it is ready for the next season.
  • Make sure Equipment Managers at all levels have a copy and are familiar with the policy and procedures.
  • Train all Equipment Managers on the following aspects of equipment:

 

  • Proper fitting of equipment.
  • Repair of equipment.
  • Filling out and keeping an accurate record of player’s equipment lists.

 

  • Cleaning and storage of all equipment.
  • Organize dates for fittings of equipment and return of equipment.
  • Help Team Equipment Managers with the fitting and return of equipment at their team levels.
  • Advise executive of the schedule for all fittings and return of equipment.
  • Ensure that players and/or parents are not allowed in the equipment shed unless the equipment director, an equipment manager or an executive member is present.
  • Advise the Executive of equipment that requires repair or re-certification. Advise the Executive of the costs.
  • Advise Executive of any abuse of the equipment.
  • Work with the Registrar to support collection of the equipment deposit and volunteer deposit cheques at all levels and ensure the cheques are attached to the players signed equipment lists.
  • Make sure NO players receive equipment until their registrations are paid and a postdated cheque for equipment has been received. The Registrar must be consulted to confirm the status of registration and fees collection prior to issuing equipment to players.
  • Organize and administer any special equipment for the players to purchase (ie. receiver gloves, muffs and jackets).
  • Make sure payment is received prior to any purchases made for individual players.
  • Issue receipts to purchaser as soon as payment has been received. Do not pre-issue receipt for purchases. NO PAYMENT, NO ORDER. (Should be listed under Treasurer Duties)
  • Keep the Team Equipment Managers repair box stocked with the necessary parts and tools.
  • Supply and maintain inventory for team equipment manager’s first aid kits. Ensure kits are fully stocked as per checklist in advance of every game.
  • Ensure that tinted visors are only administered as per the SGDMFA Tinted Visor Medical Clearance Form Process.

 

 

 

  • Team Equipment Managers

 

  • Look after the distribution of equipment to players at their level (Atom, Pee Wee, and Bantam).
  • The Registrar must be consulted to confirm the status of registration and fees collection prior to issuing equipment to players.
  • Assist in taking the players height and weight for CDMFA registration.
  • Help other Team Equipment Managers in the filling of equipment.
  • Maintain equipment throughout the season.
  • Take care of the day to day equipment needs of the team.
  • Advise the Equipment Director of any abuse, theft or loss of equipment.
  • Help Equipment Director with the collection, cleaning and storage of all the equipment at the end of the season.
  • Report and take direction from the Equipment Director.
  • Make sure everyone on the team is properly equipped.
  • Attend all games and practices at their team levels.
  • Record all equipment that each player has. Add to the list if the player required more equipment or returns some equipment.
  • Make sure that all equipment is properly signed out of the equipment storage shed. Maintain a register of all loaned equipment including who is responsible for the equipment, when it was dispensed, and when it is to be returned. Follow up on late items.
  • If a player takes additional equipment make sure, it is recorded on the player’s equipment listing. (i.e. if they have 2 game jerseys and 2 helmets, both should be recorded on the player’s equipment listing)
  • Repair all equipment that requires it at your team level. Report all lost or damaged equipment to the Equipment Director as soon as possible.
  • Collect footballs and training equipment after practices and games.
  • Make sure the equipment shed is locked at all times that your team is practicing.
  • Make sure the equipment room and dressing room, is locked at the end of the practice.
  • Check with the coaches for their equipment needs.
  • Make sure the equipment box and first aid kits are well stocked.
  • Prepare an equipment checklist for practices and games and inventory equipment against the checklist in advance of each practice and game.
  • Make sure all players have water to drink.
  • Report all concerns of unsafe equipment or of a player that is not equipped property to the Equipment Director.
  • Advise the Equipment Director of requirements for your team level.
  • The Equipment Manager of the first team playing shall be at the fields ½ hour before the game starts to put out the field markers and chains.
  • The Equipment Manager of the last team playing will stay and make sure that all the equipment from the field is properly cleaned and stored in the designated area.
  • The Equipment Manager has the final say on equipment, not the coaches. Advise the Equipment Director and Director at Large in the event of a dispute with a coach.

 

 

  • Team Trainer

 

  • Have up to date First Aid Certification and copy is submitted to the Registrar
  • Have Taping experience or taping course
  • Be Present at all practices
  • Be Present at all Games
  • Keep First Aid Kit stocked, communicate with Equipment director when supplies are so that stock can be replenished.
  • Assess injuries to see if player is able to resume play/not play/go seek medical attention or call ambulance to transport injured player. Communicate information to Manager and Head Coach.
  • Keep parents informed of injuries of their child. Contact player/parent after injury to see status of player. Keep Manager and Head Coach aware of status of player.
  • Take care of players when they are at practice or game.

 

 

  • Registrar

 

  • Attend all monthly SGDMFA Executive meetings.
  • Take direction from SGDMFA Executive.
  • Organize volunteers to assist with the registration.
  • Organize and administer all aspects of the registration.
  • Complete CDMFA forms and submit them to the league.
  • Have enough people to work the registration tables.

 

  • At the registration the Registrar will ensure that the following steps are taken:
  • Have parent completely fill out the required registration forms.
  • Collect registration payments from parents.
  • Collect necessary fundraising cheques as required.
  • Confirm registration supporting documents (birth certificates, Alberta Health Care Cards, educational records, reports cards, etc.) have been properly authenticated, as per new FOIP rules and SGDMFA Procedures. Maintain Player Registration Information Database. Please refer to Section 10.

 

  • Keep President and Treasurer advised of registration that has not been paid. If registration and fundraising/volunteer cheques have not been submitted, player equipment will not be issued.
  • Keep record of all registered players and coaches affiliated with SGDMFA.
  • Complete and submit all registration forms to CDMFA.
  • Complete all insurance forms for players, coaches and executive and submit to Football Alberta.
  • Work with the Equipment Director to advise the status of player registration and deposit cheque collections.
  • Supply Secretary with updated and completed record of all registered players at season cut off.
  • Give copies of registration forms and medical forms to Field Staff Liaison to distribute to appropriate Field Staff.
  • Complete and submit all coach & field staff information to CDMFA and Football Alberta.
  • Work with Web Master to ensure each season’s registration package is uploaded and working properly.
  • Work with Web Master to ensure rosters are correct.
  • Monitor on-line registration process.
  • Registrar will update Treasurer with all KidSport or Grant payments for fees.

 

 

  • Head Coaches

 

  • Take direction from SGDMFA Executive.
  • Attend all mandatory CDMFA Coaches meetings.

 

  • Attend all coaches meetings to be held once a month or more if deemed.

 

  • Attend or have a representative from their coaching staff attend all recruiting drives of players at schools for their level.

 

  • Recruit coaches for the approval of the SGDMFA Executive.
  • Coordinate with the President on training requirements for his coaching staff.

 

  • Ensure that sufficient coaches are in attendance of all games, practices and team functions.

 

  • Advise the Director at Large of any indiscretions on or off the field by any coaches, players or parents, as per the complaints / dispute process.

 

  • Provide input into the code of conduct for players, parents and coaches and ensure that it is followed.

 

  • The Head Coach is responsible for their players and coaches conduct at games and practices.

 

  • Commit to the development of every player on the team.
  • Work with the Team Manager to establish a practice schedule.
  • Advise Team Equipment Manager of all equipment requirements.

 

  • Ensure all players will receive fair playing time unless warranted by circumstances.

 

  • Talk to parents of players and advise them of situations that have come up regarding their child (ie. benching, decreased playing time, injuries).

 

  • Have at least one other coach and Team Manager present when verbally disciplining a player.

 

  • Fill out incident reports as per CDMFA procedures and protocols.

 

  • Head parent meetings at beginning of the season.

 

  • Work with the association on any upcoming camps.

 

  • Establish and communicate criteria for player selection and tier placement.

 

  • Work with the Vice President, the Director at Large, and the other head coaches to establish a structured development progression from the Atom levels up to the Bantam levels. Establish a logical progression of offensive, defensive and special team’s schemes and football terminology to support long term stability and development of the SGDMFA football program.

 

  • Head Coaches and coaching staff should be on busses when team is being transported to and from a Game. Head coaches should promote team spirit and lead by example.

 

 

  • Linesmen / Yard Markers

 

  • Linemen and Yard Markers are to be provided by the home team.
  • As a volunteer, you are not to display prejudice for either team by conducting in good faith.
  • Of the three volunteer positions (2 lineman and 1 yard marker) only the lineman and yard marker volunteers are allowed to be on the side lines. Coaches and parents are not allowed to walk along the side lines. It is the responsibility of the Linemen/ Yard Markers to ensure that this is followed.
  • The yard markers are to be moved only under the direction of the referee. Moving the markers unduly, can prejudice the game.
  • Any questions regarding the operation of the yard markers should be forwarded to the game referee.
  • If the football play comes close to the yard/line markers, drop and run to clear the area for the players. The Referees will re-establish where the markers are to be placed if there is any question regarding re-establishing the markers.

 

 

  • WEBMASTER

 

  • Takes direction from the Executive
  • Updates electronic communications
  • Updates SGDMFA events schedule
  • Coordinates library of critical documents on the website
  • Assists with identification of website training
  • Coordinates with Executive Members to ensure all information is posted on the website
  • Ensures all Managers, Registrar and Volunteer Coordinator understands the expectations of posting messages on the website
  • Monitors all website activities
  • Monitors all aspects of SGDMFA social media platforms with the direction of the Executive

 

See also 16 Website Access, Roles/Duties

 


  • REGISTRATION POLICY

 

  • POLICY
    • Registration fees will be established by the Executive prior to the registration date.

 

  • The registration fee will cover the cost of insurance, equipment, league fees, field rentals and other related expenses.

 

  • Registration and deposit cheques must be paid in full before a player will receive equipment or be allowed to participate in any practices or games. Equipment will be bagged and tagged until confirmation that cheque(s) have cleared.

 

  • Any exceptions to the registration policy will be at the discretion of the President, Treasurer and Registrar.

 

  • The Volunteer Commitment is considered part of the registration required by the SGDMFA.

 

  • If a family has more than one youth registered in the SGDMFA, they may approach the Registrar if they require time to pay. This will be decided on an individual basis by the President, Treasurer and Registrar.

 

  • If a player decides to resign on or before June 30th, upon return of all equipment, they will be refunded the cost of fees less $100.00 to cover insurance and administration fees (*no refund for volunteer/fundraising fees will be given).

 

  • If a player registers after June 30th a 7 days grace period for resignation will be given subject to return of equipment and fees stated in 5.1.7 above.
  • Should a player have an outstanding balance with SGDMFA including but not limited to unfulfilled volunteer commitments, or if payment has been NSF no refund will be provided and the player will not be allowed on the field until such outstanding fees have been rectified.

 

  • All requests for refunds will be dealt with by the Executive on an individual basis. All decisions of the SGDMFA are final. Requests must be made to the Registrar via email.

 

  • Before a refund can be considered, all equipment must be turned into the Equipment Director cleaned and washed. It is then the player’s responsibility to email the Registrar, who will inform the Treasurer at the next Executive meeting. The Treasurer will then issue the refund cheque.

 

  • There will be a $50 charge for all NSF cheques.

 

 

  • Parents applying for grants or special programs must inform the Registrar at the time of their registration. It may take several weeks to get confirmation of funding grants, so this delay must be factored in to the application time frame. Remember that equipment will not be issued to players until confirmation of fee payment. Parents receiving partial grants must make the remaining payment in full before their child will receive their equipment.

 

  • TRAINING

 

 

  • SGDMFA will pay for coaching and training courses for SGDMFA Coaches/trainers/managers providing the course has been pre-approved by the executive members.

 

  • Coaches/trainers/managers must provide the SGDMFA executive with their request for the course. The executive will discuss the request and indicate to the coach/manager/trainer in writing if the course has been SGDMFA approved.

 

  • Once the approved SGDMFA course has been completed a copy of the “Paid” course receipt along with a copy of the “Certificate” from the course should be submitted to the

 

Treasurer. Monies for such courses will be reimbursed at the end of the current season.

 

  • COMMUNICATION

 

  • Media Communications (To include social media, newspapers, City of SG etc.) will be provided

 

by the President who will present the views of the SGDMFA Association and be provided to the Webmaster for posting.

7.1.2    For clarification check Policies and Procedures of SGDMFA 8.2.5 or Website Access

 

  • INCIDENT REVIEW POLICY

 

  • Incident Policy Statement

 

  • SGDMFA Executive Committee and its members (forward known as SGDMFA) are committed to the development and sportsmanship of its players. SGDMFA strives to improve its operation for betterment of the organization. In such, it is the policy of the SGDMFA Executive committee to review any incident that may arise out of the normal operation of the SGDMFA. All incidents will be investigated to determine the cause or causes, what can be done to better our systems and when necessary, to implement remedial actions.

 

  • The following (but not limited to) is a list of examples of incidents that requires a review:
  • When a player, coach or volunteer has been ejected by an official from a game, or

 

  • When a player has been injured and required transportation and physician attention, or

 

  • When there has been an official complaint from SGDMFA member(s) about a player, coach, volunteer or supplier, or

 

  • When there have been allegations of sexual abuse, or

 

  • When there has been criminal charges made against a player, coach or volunteer, or

 

  • When there has been an official complaint of discrimination.

The members of the SGDMFA or the Executive can at anytime if it deems necessary implement the discipline policy procedures.

 

  • Post Incident - Preparedness

 

  • The incident review committee members will consist of four members:

 

  • The SGDMFA President who will chair the incident review proceeding (voting member),
  • The SGDMFA Vice President (voting member),

 

  • The SGDMFA Director at Large (voting member) and
  • The SGDMFA Team Manager (representing the team in which the incident occurred) (non-voting members).

 

Should the incident review be about one of the above committee members, the Secretary will act as an alternate. Alternate committee members may be appointed by the President and /or the Vice President when deemed necessary.

 

  • The incident review committee will make recommendations to the SGDMFA executive committee where two-thirds in favor vote must be obtained in order to implement the incident review committee recommendations.

 

  • The incident review committee will meet at least once per football season to review any and all incident reports that may have been filed. If an incident requires immediate attention, an incident review committee meeting can be struck at any time.

 

  • All findings of the incident review committee will be shared with the SGDMFA executive at the regular meetings before the findings are release to the members.

 

  • The designated spokesperson is the SGDMFA President unless the incident involves the President in which the Vice President becomes the media spokesperson. If the duties of the media spokesperson are re-appointed, the Executive is to be notified. All media inquiries are to be channeled to the media person.

 

  • Post Incident - Review Procedure

 

  • Incident information will be collected by the members of the Incident Review committee under the direction of the applicable Team Manager or designate alternative.

 

  • Minutes of the incident review committee meeting will be kept and filed with the secretary.

 

  • In some cases, outside sources or professional services may be brought in to assist the Incident Review Committee to deliberate its discussion.

 

  • The Incident Review Committee will formulate recommendations which are to be presented to the SGDMFA Executive for final assessment.

 

  • In some cases incidents are to be review by the Capital District Minor Football Association (CDMFA). The intent of the Incident Review Committee is to formulate a review in conjunction with or in participation with the CDMFA. Reports and minutes may be shared with the CDMFA at the discretion of the SGDMFA Executive

 

  • PROGRESSIVE DISCIPLINE POLICY

 

  • Discipline Policy
    • Although it is not our intent to be enforcers on and off the field, it is at times that discipline must be implemented to ensure that the policies and procedures are followed when operating within the scope of the SGDMFA.

 

  • There are 4 levels of discipline:

 

  • Level 0 Discipline: This is field level discipline usually carried out by the coaches. Examples where this may be carried out:

 

 

  • Misbehavior on the field.

 

This level of discipline does not require formal documentation but coaches and players may need to review their actions if deemed necessary.

 

  • Level 1 Discipline: Level 1 Discipline comes as a result of a formal incident review investigation and consists of a verbal warning.

 

  • Level 2 Discipline: Level 2 Discipline comes as a result of a formal incident review investigation (refer to section 8) and consists of a written warning.

 

  • Level 3 Discipline: Level 3 Discipline comes as a result of a formal incident review investigation (refer to section 8) and consists of a written membership withdrawal from SGDMFA.

 

  • Upon final decision of remedial action of a Level 1, 2 and 3 discipline, the SGDMFA Executive Committee, all parties who action has been taken against will be formally notified in writing of the decision made.

 

  • PROTECTION OF PERSONAL INFORMATION POLICY

 

10.1          Scope

 

  • The intent of this section is to control the management of personal information that is collected as part of the normal operation of SGDMFA activities. When personal information is collected or to be used, the owner of the information is aware of the intent and purpose of the collected information.

 

  • Any form that is used for the collection of information must have an acknowledgement statement that indicates what the information will be used for and who else may use the information. This statement is to be signed and dated.

 

  • Failure to sign and date the acknowledgement statement is an indication that the owner of the personal information does not wish his/her personal information to be released.

 

  • As per new FOIP rules, teams are no longer authorized to retain copies of player information, including report cards, birth certificates, Alberta Heath Care Cards, educational records, etc. The CDMFA requires that player information is verified to confirm player eligibility for registration. In lieu of collecting copies of player documents, the Registrar will administer a Player Information Database. The database will record relevant player information to support CDMFA and SGDMFA registration and information requirements. The Registrar (or designate(s) approved by the Executive) shall validate and provide endorsement of all required player information that will be collected in the database. Reproductions of required supporting documents will no longer be collected. The Registrar and/or approved designate(s) will personally confirm the player information presented by players or parents to support their registration, and enter the relevant information into the data base. The Registrar and/or approved designate(s) will confirm the date and time that the information was validated and the authorized person who validated the information, and record this information in the database as well.

 

  • VOLUNTEER POLICY

 

  • Policy - Volunteering/Fundraising
    • Volunteer commitments for the SGDMFA will be established at the beginning of each playing year. These requirements will be voted on by the Executive for that year and explained to the parents at registration before any youth are registered.

 

  • The number of volunteering events per youth playing will be decided before registration.

 

  • Raffle ticket sales are mandatory for every youth registered with the SGDMFA. Two books of tickets per youth registered will be distributed at the time of registration. Payment for the amount of the tickets will be taken at the time the youth is registered. There is no opt out fee for raffle tickets.

 

  • If a family chooses to sell more than their allotted one book per youth, they will be doing so knowing that there will be no monetary gain.

 

  • Ticket stubs must be turned in on the date specified by the SGDMFA Executive. The ticket stubs will be turned into the level Team Manager and then turned over to the Registrar.

 

  • Volunteer deposit cheques, of an amount determined by the Executive, must be paid at registration to cover each event that the member is required to work to fulfill their volunteer requirements. These cheques will be postdated (June 30th and September 15th) to coincide with the volunteer and fundraising requirements of the Association and parents must sign up for one required shift prior to June 30th and one required shift prior to September 15th. Volunteer cheques will be cashed if a parent fails to fulfill their volunteer/fundraising obligations by the required dates.
  • Should a parent be late or fail to show for their committed shift, their corresponding deposit cheque will be cashed. If the volunteer is unable to show for their designated shift it is the volunteers responsibility to ensure someone can fulfill their shift. No exceptions will be made.

 

  • A player will be considered registered, will receive equipment and be allowed on the field once registration fees have been paid and deposit cheques have been received.

 

  • Parents may choose to opt out of all volunteer activities. Parents electing to do so must notify the Registrar in advance. The Registrar will cash all volunteer cheques once parents have confirmed by email that they have opted out.

 

12           EQUIPMENT POLICY

 

  • Policy - Equipment
  • All players will be supplied with the basic equipment required by the SGDMFA. Basic equipment shall consist of: helmet, jaw pads, soft chin strap, 1 mouth guard, shoulder pads, thigh pads, hip pads, tail pads, girdle, practice and game pants and practice and game jersey.

 

  • Players will not be issued equipment until their registrations are paid and a postdated cheques for equipment & volunteer deposits has been received. The Registrar must be consulted to confirm the status of registration and fees collection prior to issuing equipment to players.

 

  • A deposit cheque for equipment must be submitted before any equipment is issued to a player. The amount of the deposit cheque shall be determined by the Executive prior to registration. The players’ parent or legal guardian must sign for all equipment issued.

 

  • Equipment shall not be altered or modified in any way. Equipment that has been altered will not be distributed to any players.

 

  • Any lost, damaged or altered equipment becomes the financial responsibility of the players’ parent or legal guardian. It must either be paid for or replaced. If the equipment deposit cheque is not sufficient to cover the price of the equipment, another cheque to cover the outstanding balance must be issued.

 

  • If the parent or legal guardian refuses to pay for lost, damaged or altered equipment, the amount owing will be added to next year’s registration. The player will not be allowed to play in the SGDMFA until the equipment is paid for.

 

  • The Equipment Director, team equipment managers and SGDMFA Executive are the only people authorized to distribute equipment. This is to be done under the direction of the Equipment Director.

 

  • Any player abusing equipment must be reported to the SGDMFA Executive. The player may be punished or suspended by the association until restitution has been made.

 

  • All equipment must be returned on dates set by the Equipment Director. If equipment is not returned on these dates, the player will not allowed to attend the team banquet, receive team pictures or awards they are entitled to.

 

  • All equipment is to be returned cleaned and washed. If it is not, it may be refused or a 25% cleaning fee will be taken out of their deposit cheque.

 

  • Deposit cheques will be returned to the parent or legal guardian when all equipment has been returned and it has been determined that there are no penalties.

 

  • Special equipment or merchandise ordered by a player shall be paid for in full before the order is placed. A receipt will be issued to the player and must be presented when picking up the equipment or merchandise.

 

  • Purchase of equipment is pursuant to the budget provided for the specific football year.

 

  • Sale of old equipment to players must be voted on by the Executive each year to control inventory and stock.

 

  • Purchasing Policy

 

  • The goals and principles of the SGDMFA Purchasing Policy are to:
  • Purchase the necessary quality and quantity of goods and services in an efficient, timely and cost effective manner, while maintaining the controls necessary for our association.
    • Encourage the most open bidding process practicable for the acquisition of goods and services SGDMFA may need.
  • Ensure the maximum value of an acquisition is obtained by determining the total cost of performing the intended function over the lifetime of the task. This may include, but not be limited to, acquisition cost, training cost, maintenance cost, quality of performance and environmental impact.
  • Allow open and frank discussion at all executive meetings when a purchase proposal is brought forth.
    • Have all information and samples ready when proposing a purchase to the executive, thus allowing the soundest decision by the executive.

13.6.1  Purchasing for the SGDMFA shall be coordinated through the Treasurer and presented to the Executive for approval

 

  • The Treasurer shall provide purchasing forms as required for proper implementation of purchasing procedures.

 

  • Purchasing for SGDMFA shall be monitored by the Treasury to ensure that the goals and guiding principles are being followed.

 

  • The Treasurer shall present a list of the prior month’s expenditures at each monthly SGDMFA executive meeting.

 

  • Purchases under $500.00 may be authorized by the Treasurer to avoid delays in purchases that the association may require between monthly executive meetings. These purchases shall be reviewed at the executive meetings as part of the prior month purchase report to insure expenditures are proper.

 

  • Purchases over $500.00 shall be reviewed and approved by executive vote 50%+1 , then signed off by two of either the Treasurer, President, or Vice President of SGDMFA. The only exceptions to this purchasing policy are when time constraint will not allow a meeting. In such a case email vote can take place to insure purchases can still be made in a timely manner. An email vote will only be allowed with the consent and response of every sitting board member. 50%+1. Any member of the sitting Executive board is allowed to bring forth a purchasing proposal they feel is required for the current SGDMFA year.

 

  • MEDICAL POLICY

 

  • Policy - Medical

 

  • All players registered with the SGDMFA (Atom, Pee Wee and Bantam) must complete the medical information form supplied by the Association. If must be signed by the players parent or legal guardian.

 

  • All Atom, Pee Wee and Bantam players who have had a concussion must obtain medical clearance in order to play or practice.

 

  • Any player in the SGDMFA who sustains any kind of head injury or major injury during the playing season must have a signed medical release from a doctor stating that they are able to return to playing football. The player must also have written permission from their parent or legal guardian. When the Team Manager receives both of these documents, the player will then be allowed to resume practices and games.

 

  • All players’ medical information sheets will be kept confidential. One copy will remain with the Executive and another copy will be kept in a binder in the equipment bag of whatever level the player is playing at.
  • In the event that a serious injury occurs, an ambulance will be called by a coach, Trainer, Team Manager or a member of the Executive. The medical information sheet will be given to the ambulance attendant. Once it is known where the player is being taken, every effort will be made to contact the parents or legal guardian and advise them. If a player has to be taken to a medi-centre and the parents or guardian cannot be reached, the medical information sheet must accompany the player.

 

  • It is the parent or legal guardian’s responsibility to insure that any medication required by a player (ie. asthma inhaler) is with the player at all times. It may be given to someone for safekeeping or in the players’ personal equipment bag.

 

  • In case of bleeding every attempt should be made by the person tending them not to come in contact with the blood or any other bodily fluids.

 

  • Refunds regarding ambulance or medical bills, personal insurance must be utilized first and the balance paid by Football Alberta insurance. If there is no personal insurance all bills are to be directed to Football Alberta insurance.

 

  • Any player removed from the field with assistance or by ambulance MUST present a doctors certificate indicating they are fit to resume play. No player will be allowed to participate in practice or games without certification from a medical officer.

 

 

  • POLICY AND PROCEDURES MANUAL PROGRAM ADMINISTRATION 

 

  1. Scope
  1. The intent of the policy and procedure manual program administration IS to:
  2. To control the use of forms.
  3. To establish procedures for the implementation of manual amendments.
  4. To keep the policy and procedure manual(s) current.
  5. Definitions pertaining to this Section:
    • Manual refers to the Policy and Procedures Manual.
    •  
  • Member refers to a Member of the Spruce Grove and District Minor Football Association. 

 

    • Executive refers to the elected Members of the SGDMFA as outlined in their By-Laws.
  • SGDMFA refers to the Spruce Grove and District Minor Football Association.

 

  1. Control copies of the Policy and Procedure Manual are to be marked as “Control Copy” are to be maintained by:
  • The President 
  • The Vice President.
  • The Director at Large.
  • The Secretary.
  •  
  1. Any updates to the Policy and Procedures Manuals must be made to the controlled copies.
  2.  
  3. Copies of the manual can be release but are to be marker “Uncontrolled Copy”. It is not imperative that updates be offered for the uncontrolled copies.
  4.  
  5. Uncontrolled copies of the manual can be maintained by any Member who has interest in this information.
  6.  
  7. Responsibility for updating and issuing updates to the manuals is to be maintained by the Secretary.
  8.  
  9. Updates to the manuals are made by voting as per SGDMFA By-Laws.
  10.  
  11. Any Manual update requires a completion of form. Completed forms are to be maintained in the Controlled Copies of the Manuals.
  12.  
  13. Copies of the replacement pages are to be forwarded to the keepers of the Control Copy Manuals. The update pages are to be added/replaced as soon as possible to ensure that the manual is current.
  14.  
  15. Any form that is developed for the purpose of use by the Executive must be approved by the Executive Committee before being used. The intent is to ensure that all forms being used conform to the requirements of this Manual and our By-Laws.
  16.  
  17. Forms that are included in this manual have been approved for use.
  18.  
  19. Forms that are proposed to be added to this manual must follow the amendment process indicated in section 14.13 above.
  20.  
  21. Each form is to be issued with its own form number and be issued with a date indicating the last revision date.
  22.  
  23. Forms to be included/approved for use must follow the Policy and Procedure stated in Section 10 - Protection of Personal Information Policy (refer Section 10.3).

 

16         WEBSITE ACCESS, ROLES/DUTIES

 

Access for Website - RAMP( ie. log in  for website ) & Facebook Webmaster Team Managers ( one at each level ) Responsibilities for Website (RAMP) Webmaster - this log in governs the whole website and gives access to all areas - posting events to association & members - posting news articles to association/members - posting pictures on content pages - posting videos or links on main pages - posting sponsorship info - anything to be posted on rotator - games and calendar - emails to association/members - updates or changes to online registration system - updates or changes for any main pages information - volunteer emails ( out going ) - over see all player/team info - over see all player/team/manager communications Basically the webmaster over sees the whole website and any "corporate" communication to the association/ members or public. The Webmaster is "the Man" he controls the main workings of the website and ensures proper communication. Therefore the work flow should be as follows.....Executive or any member of the executive or sub committee member needs information out to the membership - information is sent to webmaster - webmaster determines where and how it is sent out.  Example. Registration night is planned for June 16. Halie will email Darren with the details, Darren will post and email the information out within 24 hours. By the executive emailing the webmaster the details, the executive has a paper trail in case of missed info or it not being done. By only the webmaster doing these items, the Webmaster knows exactly what is expected and if and when its done as well they can govern what and how the association is communicating with its members and the image the Cougars are projecting. Managers - limited access to website - post events and email for their own team - post new articles and email for their own team - post pictures on their teams page - edit rosters ( this information populates from the on line registration - once a parent registers their player online all appropriate information is then pushed into each levels rosters as needed ) - add jersey numbers - ALL communication with each team must be posted on the teams page in order for a parent who does not have access to their email to have easy access to all information as needed Facebook Webmaster - all "corporate" information that needs to be communicated to association/members - govern all facebook pages in order to ensure proper branding and image - govern all messages on each levels page and address any concerns Managers - another level of communication with their team players/parents much the same as their website team pages

Upcoming Events


May. 29, 2018 6:00 PM to 8:00 PM

PeeWee and Bantam Practice

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May. 30, 2018 6:00 PM to 8:00 PM

All teams practice

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May. 31, 2018 6:00 PM to 8:00 PM

All teams practice

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