November
15
POLICY MANUAL
Synchro Alberta Association
11759 Groat Road

Edmonton, AB

T5M 3K6
POLICY MANUAL
Introduction and Purpose
Synchro Alberta derives its authority from its own constitution, bylaws, policies, procedures,
rules and regulations. Taken together, these are the governing documents of Synchro Alberta
and form a “contract” between Synchro Alberta and its members. This contract provides
Synchro Alberta with the legal authority to establish the rights, privileges and obligations of
membership. When a club or individual joins Synchro Alberta and becomes a member, the club
or individual accepts the authority and terms of Synchro Alberta and its governing documents.
Mission
To lead and develop people in the sport of synchronized swimming in Alberta.
Organizational Values
Synchro Alberta values integrity, collaboration, excellence and innovation.
Integrity – maintain a global perspective that is informed, ethical and accountable to
our members.
Collaboration – work with our members, Synchro Canada and its’ members, funding
agencies, sponsors, other sports and facilitate relations amongst our clubs,
coaches, officials and athletes.
Excellence – continually strive for quality beyond the status quo in our programs
and services.
Innovation – incorporate proactive, leading edge thinking and methods in the
development and delivery of our programs and services.
POLICY MANUAL
POLICY MANUAL
TABLE OF CONTENTS
Appeal Policy ......................................................................................................................... 1
ByLaws .................................................................................................................................. 5
Club Operations Policy......................................................................................................... 15
Coaching Certification Policy ................................................................................................ 17
Code of Conduct and Ethics................................................................................................. 19
Conflict of Interest Policy ...................................................................................................... 23
Confidentiality Policy ............................................................................................................ 25
Discipline and Complaints Policy ......................................................................................... 27
Dispute Resolution Policy .................................................................................................... 32
E-Mail Voting Policy ............................................................................................................. 33
Finance Policy...................................................................................................................... 34
Hosting Policy ...................................................................................................................... 40
New Club Application Policy................................................................................................. 41
Official’s Certification Policy ................................................................................................. 44
Official’s Competition Policy ................................................................................................. 47
Official’s Course Policy ........................................................................................................ 49
Privacy ................................................................................................................................. 51
Sanctioning Policy................................................................................................................ 57
Screening Policy .................................................................................................................. 60
POLICY MANUAL
POLICY MANUAL
APPEAL POLICY
Definitions
1. These terms will have these meanings in this policy:
a) “Appellant”- The party appealing a decision.
b) “Days” - Days irrespective of weekends or holidays.
c) “Respondent” - The body whose decision is being appealed.
d) “Synchro Alberta Member”- All categories of membership within Synchro Alberta and its
member clubs, as well as all individuals employed by or engaged in activities with
Synchro Alberta, including but not limited to, directors, committee members, athletes,
coaches, judges, officials, referees, volunteers, officers, managers, administrators,
spectators and parents of Synchro Alberta members.
Purpose
2. Synchro Alberta is committed to providing an environment in which all Synchro Alberta
Members are treated with respect. Irresponsible behavior by members can result in severe
damage to the sport and to the support of Synchro Alberta. Since sanctions may be
applied, it is only fair to provide Synchro Alberta Members with some mechanism to appeal
what may appear to be unfair treatment. The purpose of this Appeal Policy is to enable
appeals within Synchro Alberta to be dealt with fairly, expeditiously and affordably.
Scope and Application of this Policy
3. Any Synchro Alberta Member who is directly affected by a decision of Synchro Alberta or a
member club will have the right to appeal that decision, provided there are sufficient grounds
for the appeal as set out in Section 7 of this Policy.
4. This Policy will not apply to decisions relating to:
a) Matters of employment;
b) Infractions for doping offences;
c) The rules of synchronized swimming;
d) Matters relating to the substance, content and establishment of team selection criteria;
e) Volunteer appointments and the withdrawal or termination of those appointments;
f) Matters of budgeting and budget implementation;
g) Matters of operational structure and committees;
h) Discipline matters and decisions arising during events organized by entities other than
Synchro Alberta or its member clubs, which are dealt with pursuant to the policies of
these other entities;
i) Disputes arising within competitions which have their own appeal procedures; and
j) Any decisions made under Paragraphs 6 and 9 of this Policy.
Timing of Appeal
5. Synchro Alberta Members who wish to appeal a decision will have fourteen (14) days from
the date of decision, to submit in writing to the head office of Synchro Alberta the following:
a) Notice of their intention to appeal,
b) Grounds for the appeal,
c) All evidence that supports these grounds,
d) The remedy or remedies requested, and
e) A payment of two hundred fifty dollars ($250), which will be refunded if the appeal is
successful.
6. Any party wishing to initiate an appeal beyond the fourteen (14) day period must provide a
written request stating reasons for an exemption to the requirement of Paragraph 5. The
decision to allow, or not allow an appeal outside the 14-day period will be at the sole
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discretion of the Case Manager appointed by Synchro Alberta and may not be appealed.
Grounds for Appeal
7. A decision cannot be appealed on its merits alone. An appeal may be heard only if there are
sufficient grounds for appeal. Sufficient grounds include the Respondent:
a) Making a decision for which it did not have authority or jurisdiction as set out in the
Respondent’s governing documents;
b) Failing to follow procedures as laid out in the bylaws or approved policies of the
Respondent;
c) Making a decision that was influenced by bias, where bias is defined as a lack of
neutrality to such an extent that the decision-maker is unable to consider other views; or
d) Making a decision, which was grossly unreasonable.
Screening of Appeal
8. Upon receipt of the notice and grounds of an appeal and the required fee, the Case
Manager will determine whether there are appropriate grounds for the appeal to proceed as
set out in Section 7. The Case Manager is not to determine if an error has been made but
only if the appeal is based on such an allegation of error by the Respondent.
9. If the appeal is denied on the basis of insufficient grounds, the Appellant will be notified of
this decision in writing, giving reasons. This decision is at the sole discretion of the Case
Manager and may not be appealed.
Appeals Panel
10. If the Case Manager is satisfied that there are sufficient grounds for an appeal, the Case
Manager will establish an Appeals Panel (hereafter referred to as the "Panel") as follows:
a) The Panel will be comprised of one - three persons who will have no significant
relationship with the affected parties, will have had no involvement with the decision
being appealed, and will be free from any other actual or perceived bias or conflict.
b) The Case Manager will appoint one person to act as Chairperson.
Preliminary Conference
11. The Panel may determine that the circumstances of the appeal warrant a preliminary
conference. The matters that may be considered at a preliminary conference include:
a) Format of the appeal (hearing by documentary evidence, oral hearing, in-person or a
combination);
b) Timelines for exchange of documents;
c) Clarification of issues in dispute;
d) Clarification of evidence to be presented to the Panel;
e) Order and procedure of hearing;
f) Location of hearing, where the hearing is an in-person hearing;
g) Identification of witnesses;
h) Remedies sought; and
i) Any other procedural matter that may assist in expediting the appeal proceedings.
12. The Panel may delegate to its Chairperson the authority to deal with these preliminary
matters on behalf of the Panel.
Procedure for the Hearing
13. The Panel may conduct the hearing by means of documentary review, conference call, or inperson.
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14. Where the Panel has determined that the appeal will be held by way of oral hearing in
person or via conference call, the Panel will govern the hearing by such procedures as it
deems appropriate, provided that:
a) The hearing will be held within twenty-one (21) days of the Panel's appointment.
b) The Appellant and Respondent will be given three (3) days written notice of the date,
time and place of the hearing.
c) Decisions will be by majority vote, where the Chairperson carries a vote.
d) Copies of written documents that any of the parties would like the Panel to consider will
be provided to the Panel and to all other parties at least three (3) days prior to the
hearing.
e) If the decision of the Panel may affect another party to the extent that the other party
would have recourse to an appeal in their own right under this policy, that party will
become a party to the appeal in question and will be bound by its outcome.
f) A representative or advisor, including legal counsel may accompany any of the parties.
g) The Panel may direct any other person to participate or present evidence in the appeal.
h) Unless otherwise agreed by the parties, there will be no communication between the
Panel and the parties except in the presence of, or by copy to, the other parties.
Procedure for Documentary Appeal
15. Where the Panel has determined that the appeal will be held by way of documentary
submissions, it will govern the appeal by such procedures as it deems appropriate provided
that:
a) All parties are given a reasonable opportunity to provide written submissions to the
Panel, to review written submissions of the other parties, and to provide written rebuttal
and argument; and
b) The applicable principles and timelines set out in Section 14 are respected.
Appeal Decision
16. Within fourteen (14) days of concluding the appeal, the Panel will issue its written decision,
with reasons. In making its decision, the Panel will have no greater authority than that of the
original decision-maker. The Panel may decide to:
a) Reject the appeal and confirm the decision being appealed; or
b) Uphold the appeal and refer the matter back to the initial decision-maker for a new
decision; or
c) Uphold the appeal and vary the decision; and
d) Refund the appeal fee of $250 to the Appellant.
17. A copy of the decision will be provided to each of the parties and to Synchro Alberta.
18. In extraordinary circumstances, the Panel may issue a verbal decision or a summary written
decision, with reasons to follow, provided the written decision with reasons is rendered
within the timelines specified in this policy.
Timelines
19. If the circumstances of the dispute are such that this policy will not allow a timely appeal, or
if the circumstances of the disputes are such the appeal cannot be concluded within the
timelines dictated in this policy, the Panel may direct that these timelines be revised.
Confidentiality
20. The appeal process is confidential involving only the parties, the Panel and the Case
Manager. Once initiated and until a decision is released, none of the parties will disclose
confidential information relating to the discipline or complaint to any person not involved in
the proceedings.
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Final and Binding Decision
21. The decision of the Panel will be binding on the parties and on all Synchro Alberta Members,
subject only to the provisions of Synchro Alberta’s Dispute Resolution Policy.
22. No action or legal proceeding will be commenced against Synchro Alberta or its members in
respect of a dispute, unless Synchro Alberta has refused or failed to abide by the provisions
for appeal and/or dispute resolution as set out in the Synchro Alberta policies.
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BY-LAWS
ARTICLE I: DEFINITIONS AND INTERPRETATION
Section 1:
Name of the Association. The name of the Association will be Synchro Alberta, also known
hereafter as the "Association" or "Section".
Section 2:
"National" or "National Body" shall mean Synchro Canada Inc., a body incorporated under the
laws of Canada.
Section 3:
The "official mailing list" shall comprise the members of the Executive Committee, qualified
judges and referees, member clubs, head coaches, zone representatives and special
affiliates.
Section 4:
In the event of any dispute as to the intent or meaning of these by-laws, or any by-laws, which
hereafter may be made, the interpretation by the Executive shall be the final conclusion.
ARTICLE II: OBJECTIVES OF THE ASSOCIATION
Section 1:
a.
Synchro Alberta Association is the governing body established to promote, teach,
foster, encourage and improve synchronized swimming in the province.
b.
The operations of the Society are to be chiefly carried on in the province of Alberta.
c.
The Association is one of ten provincial bodies affiliated with Synchro Canada.
ARTICLE III: MEMBERSHIP IN THE ASSOCIATION
Section 1: Active Members
a.
Those individuals who have either been elected or appointed to Office or to the Chair
of a Standing Committee or any individual who is associated with an affiliated club.
Section 2: Associate Members
a.
Individuals who are interested in, or who wish to promote synchronized swimming and
have paid the appropriate membership fees.
Section 3: Technical Members
a.
Currently qualified instructors, coaches, examiners, judges and referees who are
affiliated with a member club or who are recognized as being certified by the
Association.
Section 4: Member Clubs
a.
Any active synchronized swimming clubs that have affiliated with the Section by
completing the prescribed forms and paying the prescribed fees may be classified as
a member.
Section 5: Zone Representatives
a.
One representative for each provincial zone may be appointed by the Executive.
Section 6: Special Affiliate Member
a.
Any town or city which operates two or more pools offering a synchronized swimming
recreational program may be considered as a Special Affiliate.
Section 7: Swimmer Members
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a.
Any active synchronized swimmer that has affiliated with a club in the Section by
completing the prescribed forms and paying the prescribed fees may be classified as
a member.
Section 8: Honorary Members
a.
Individuals who have made an outstanding contribution to the Association which have
been recognized by the passage of a resolution at an Annual General Meeting granting
Honorary Membership. Such membership shall be for life or until declined by the
Association's membership at an Annual Meeting.
Section 9: Residence of Members
a.
With the exception of "Associate" and "Honorary" member, registered members shall
reside within the geographic boundaries of the Province of Alberta. As a further
exception the National body may request the Section to include specific locations in
the Northwest Territories.
Section 10: Application for Membership
a.
Any person may apply in writing to the Registrar for membership in the Association
and upon approval by the Executive and payment of the appropriate fee, shall
become a member.
Section 11: Membership Fees
a.
Fees for the respective classes of membership shall be fixed each year by the
Executive subject to the approval of the membership at the Annual General meeting
after which they will be included in the Finance Policy Booklet for the upcoming year.
Section 12: Membership Years
a. Year - Unless otherwise determined by the Board, the membership year of the
Association will be September 1st – August 31st.
b. Dues – Membership dues for all categories of Membership will be determined annually
by the Board of Directors.
c. Arrears – A Member will be expelled from the Association for failing to pay membership
dues owed to the Association by November 1st.
Section 13: Members in Good Standing
1. Definition – A Member of the Association will be in good standing provided that the
Member:
i. Has not ceased to be a Member;
ii. Has not been suspended or expelled from membership, or had other membership
restrictions or sanctions imposed;
iii. Has completed and remitted all documents as required by the Association
iv. Has complied with the Constitution, Bylaws, policies and rules of the Association;
and
v. Is not subject to a disciplinary investigation or action by the Association, or if subject
to disciplinary action previously, has fulfilled all terms and conditions of such
disciplinary action to the satisfaction of the Board.
2. Cease to be in Good Standing - Members who cease to be in good standing may have
privileges suspended and will not be entitled to vote at meetings of Members and, where
the Member is a Director, at meetings of Directors, or be entitled to the benefits and
privileges of membership until such time as the Board is satisfied that the Member has
met the definition of good standing as set out above.
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Section 14: Suspension or Expulsion
a.
In addition to expulsion for failure to pay membership dues, a Member may be
suspended or expelled from the Association in accordance with the Association’s
policies and procedures relating to discipline of Members.
Section 15: Withdrawal from Membership
a. Withdrawal/Resignation – A Member may withdraw or resign from the Association by
giving a written notice to the Board. The Member’s withdrawal or resignation will
become effective the date on which the request is approved by the Board.
b. May Not Withdraw/Resign – A Member may not withdraw or resign from the
Association when the Member is subject to disciplinary investigation or action of the
Association.
Section 16: Liability of Members
a.
No member of the Association is, in her/his individual capacity, liable for any debts or
liabilities of the Association.
ARTICLE IV: MEETINGS
Section 1: Annual General Meeting
a.
The Annual General Meeting of the Association shall be held each year in each
calendar year at a time and place within the province of Alberta as determined by the
Executive.
b.
A notice of the time and place of the Annual General Meeting shall be sent to the
official mailing list, by ordinary mail. The notice shall be sent not less than twenty-one
days before the date of the meeting.
c.
The Order of Business at the Annual General Meeting shall be:
Acceptance of Credentials
1. Call to order
2. Reading, correction and adopting minutes of last General Meeting.
3. Ratification of Agenda
4. Business Arising from the Minutes
5. Office and Standing Committee Reports
6. Voting on Notices of Motion:
6.1 Amendments to By-Laws
6.2 Competition Rule Book
7. New Business
8. Election of Officers
9. Adjournment
Section 2: General Meetings
a.
A General Meeting of the Association may be held in each calendar year at various
times and places within the Province of Alberta as determined by the Executive.
b.
A notice of the time and place of the General Meeting shall be sent to the official
mailing list, by ordinary mail. The notice shall be sent not less than twenty days before
the date of the meeting.
c.
The order of business for a General Meeting shall be the same as that of the Annual
General Meeting with the exception of the Finance Policy Booklet (fees) and election
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of officers.
Section 3: Special General Meetings
a.
The President shall convene a Special Meeting of the Section at a time and place
she/he shall determine when the Executive deem it necessary or within six weeks of
receipt of a written request from at least three member clubs.
b.
A notice of the time and place of a Special meeting shall be sent to the official mailing
list, by ordinary mail. The notice shall be sent not less than twenty-one days before
the date of the meeting.
c.
The notice of a Special General Meeting shall state the nature of the of the business
to be transacted at the meeting and no other business shall come before the meeting,
or any adjournment thereof, without the unanimous consent of the voting delegates.
Section 4: Meetings of the Executive Committee
a.
Meetings of the Executive shall be held at such a time and place as the Executive may
determine.
b.
The President shall call a meeting upon receipt of a written request from any Executive
member or at any other time as deemed necessary. A meeting date shall not be later
than fourteen days after the date of receipt of the request.
c.
Notice of non-scheduled meetings need not be given by telephone or ordinary prepaid
mail
not less than twenty days before the date of a meeting.
d.
Formal notice of scheduled meetings need not be given.
e.
If all members of the Executive are present, a meeting may be held without notice.
f.
The President or, in the event of the President's absence, an Executive member
designated by the President, shall chair all meetings of Executive Committee.
ARTICLE V: QUORUMS
Section 1: General Meetings
a.
At all Annual General Meetings, General Meetings and Special General Meetings of
the Association no business shall be transacted unless a quorum is present. For this
purpose, a quorum will be present when five (5) members of the Executive and one
third of the club delegates are present. (In the event this is a fractional number, the
fraction shall be ignored.)
b.
In the case of the Annual General Meeting or a General Meeting, if within thirty minutes
of the appointed time, a quorum is not present, then the meeting shall be adjourned to
such time and place as fixed by the majority of the voting delegates present. At the
rescheduled meeting, the members present shall constitute a quorum.
c.
In the case of a Special General Meeting, if within thirty minutes of the appointed time
a quorum is not present, then the meeting shall be dissolved.
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BY-LAWS
Amended and Approved 2013
Section 2: Executive Meetings
Four Board members personally present constitute a quorum in a year where there is no Past
President and five present will constitute a quorum when there is a Past President. If within
thirty minutes of the appointed time for the meeting a quorum is not present, the meeting may
be adjourned to such a time and place as fixed by the majority of those present. At the
adjourned meeting the members present shall form a quorum.
ARTICLE VI: VOTING
Section 1: Annual General, General and Special General Meetings
a.
Each registered Club or Special Affiliate shall have the right to name one voting
delegate to any General Meeting.
b.
Each member of the Executive shall have the right to vote.
c.
Each Club or Special Affiliate must advise the voting delegates. Such advice may be
submitted at the time of the meeting.
d.
Votes shall be cast only by the accredited club delegates, each being entitled to a
single vote.
e.
Voting shall normally be a show of hands unless one delegate requests it to be a ballot.
f.
In all affairs of the Association, other than the amendments to the by-laws and special
resolutions (which includes expulsions), a simple majority is sufficient to conform any
motion or resolution. In the case of amendments to the by-laws and special
resolutions, a three-fourths majority is required to confirm the passage of such a
motion or resolution.
g.
Any member of the Association with voting privileges, who is unable to attend a
meeting of the Association, may vote by proxy, provided that written notice of such
proxy is given to the Secretary prior to the commencement of the meeting. Any
individual who carries a proxy must be a member of the Association. No individual
may carry more than two (2) proxies. A proxy is only valid for the meeting it is given;
the notice of proxy must be signed by the carrier of the proxy and the person whose
proxy is being carried by the carrier.
h.
Synchro Alberta office staff shall not carry a vote.
Section 2: Executive Meetings
a. Each Executive member, with the exception of the President, is entitled to a single vote.
The President may vote to break a tie.
b.
Voting shall be by a show of hands unless one member requests a vote by ballot.
c.
Any matter which cannot be resolved because of an unbroken tie shall be tabled until
the next meeting.
Section 3: Voting by Mail, Phone or E-Mail
a.
The President may on her/his initiative, by written request from two member clubs or
by carried motion at an Executive, Annual or Special General Meeting, submit to a
vote by mail or e-mail any special matter of general interest. This is for the welfare of
the Association.
b.
The President may also, on her/his initiative, or at the written request of any member
of the Executive, or carried vote at an Executive Meeting, submit any matter to a mail,
e-mail or phone vote.
c.
Changes in rules governing the Provincial Championships may not be put to a mail, email or phone vote unless the voting can be completed at least four months before the
Championships.
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BY-LAWS
Amended and Approved 2013
d.
e.
f.
For a mail or e-mail vote, the information shall be sent to the voting membership with
a clear statement of the question to be voted upon with the request that each vote be
returned within a specified time, no less than ten days or exceeding thirty days from
the date of the statement. Within five days of the closing of the mail or e-mail vote,
the results shall be mailed to the Executive and membership.
The non-receipt of a mail or e-mail ballot shall indicate abstention.
The non-receipt of a mailed or e-mailed vote has otherwise met the requirements of
this section of the by-laws.
ARTICLE VII:
STRUCTURE OF THE ASSOCIATION
Section 1: Geographic Structure
The Association will divide the Province into three zones: Zone 1 includes all rural
communities, Zone 2 is Edmonton and Zone 3 is Calgary.
Section 2: Executive Committee
a.
The affairs of the Section shall be managed and controlled by a five to eight member
Executive Committee otherwise known as the Executive. The Executive shall
constitute the Board of Directors for the purpose of complying with the requirements
of the Societies Act.
b.
The Board of Directors shall prescribe such rules and regulations as it deems
necessary to ensure the proper operation of the Section, provided in all cases such
rules and regulations are consistent with the letter and intent of these by-laws.
Section 3: Composition
a. The Executive shall consist of the elected officers, two appointed officers and the
immediate Past President.
The elected officers shall be:
1.
President
2.
Finance Chair
3.
Swimmer Development Chair
4.
Coaches Representative
5.
Member at Large
The appointed officers of the Executive shall be the Competition and Judge’s
Chair who shall be appointed by the Executive every two years.
b. The Association shall attempt to ensure that each zone is represented by elected officers.
c. There will be no Directors serving on the Synchro Alberta Executive.
Section 4: Election of Officers
a. At the Annual General Meeting of the Association, the voting delegates, if necessary
shall select the Officers of the Executive Committee. The positions of President,
Member at Large and Swimmer Development Chair may be up for election during the
odd numbered calendar years. The positions of Finance Chair and Coaches
Representative may be up for election during even numbered calendar years. The
President shall be nominated and elected from present Board members.
b. The elected officers shall take office immediately following the adjournment of the
meeting during which they are elected and shall hold office for a two year term until the
conclusion of the Annual General Meeting two years following their election. No elected
officer may serve more than two consecutive terms in any one office.
c. To be eligible for election an individual must be a member in good standing and must have
her/his written nomination, signed by a nominator and seconder, given to the Association,
30 days prior to and accompanied by a resume and prior to the Annual General Meeting.
No nominations will be accepted from the floor.
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BY-LAWS
Amended and Approved 2013
d. There will be a separate election for each vacant position and the first candidate to receive
the majority of the votes shall be declared elected. On each ballot, the candidate with the
least votes shall be eliminated.
e. If there is only one candidate for the position, that candidate will be declared elected by
acclamation.
Section 5: Removal of Office
a.
Any officer elected or appointed may be removed from office by a two-third majority
vote by the Executive.
b.
Removal shall be based upon non-performance of duties, which may be evident, by
failure to attend meetings and conduct deemed prejudicial to the well being of the
Association.
ARTICLE VIII: OFFICERS OF THE ASSOCIATION
Section 1: Duties
a. PRESIDENT
- chair all meetings unless otherwise identified
- carry the tie-breaking vote at any of the above meetings
- to represent Synchro Alberta where appropriate and act as the liaison to all appropriate
organizations
- to carry out one’s duties in a manner that ensures respect of associates - practicing
effectively the leadership qualities of diplomat, negotiator and disciplinarian
b. PAST PRESIDENT
- to attend all meetings of the Executive and Board of Synchro Alberta, and others where
appropriate and necessary
- to prepare, either alone or as Chairperson of a Nomination Committee, a slate of
nominations for positions in the Executive and Board, to be done for and presented during
the Annual General Meeting
- to assist with any award nominations
c. FINANCE CHAIR
- to be responsible for financial records of Board and Synchro Alberta and provide up-todate records in profile areas
- to advise the Board of any financial problems and recommend solutions to those
problems
- to prepare annual Synchro Alberta budget in conjunction with the Finance committee
d. JUDGES CHAIR
- to be the liaison between Synchro Alberta and the National Judges Core Committee
- to represent Synchro Alberta as required in the capacity of Judges’ Chair
- to appoint or designate the appointment of Chief Judge and Chief Referee for each
sanctioned meet
- to ensure the continuity of judging development in the Province
- must be a J-TACS Level 3 or 4 judge
e. SWIMMER DEVELOPMENT CHAIR
- to be responsible for any swimmer camps, clinics or teams to be hosted by the Province
- to evaluate, on an on going basis, the development of swimmers in Alberta
- to determine the needs of competitive swimmers in Alberta
- to evaluate, on an ongoing basis, any needs or concerns in area of recreational programs
- to explore new innovative projects
f. COMPETITION CHAIR
- to be responsible for all competitions sanctioned in the Province
- to evaluate, on an on going basis, the structure of competitions in Alberta and determine
any changes necessary
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BY-LAWS
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- to act as a liaison between the Meet Managers and Synchro Alberta, where necessary
- Provincial advisor for the Alberta Winter Games
g. COACHES REPRESENTATIVE
-to be a liaison for the development of coaches in the Province
-to address any needs or concerns in the area of coaching
-to convene coaches meetings, where appropriate
-to prepare information relevant to coaches at all levels
-to liaise with the Swimmer Development Chair
h. MEMBER AT LARGE
-to represent the Association’s Members through attending Board meetings.
-to assist with minutes of the Board meetings
-to actively engage in the discussions and decisions of the board
-to be an active member of Board committees or task forces when formed, as applicable
Section 2:
An officer may serve as a Committee Chairperson.
ARTICLE IX: FINANCE OF THE ASSOCIATION
Section 1:
The President and Finance Chair shall be responsible for the financial operation of the
Association. The financial operation of the Association shall be consistent with the
procedures and regulations outlined in the Association's Finance Policy Booklet.
Section 2: The Audit
a. The financial records for the Association shall be audited at least annually by a properly
qualified independent auditor.
b. The auditor may either be elected at the Annual General Meeting or appointed by the
Executive. The appointment is for a period of one year and may be renewed annually.
After the audit has been presented to the Executive, the Finance Chair shall submit the
audit to Consumer and Corporate Affairs within twenty-one days.
Section 3: The Fiscal Year
The fiscal year of the Association shall be from October 1 to the succeeding September 30.
Section 4: Budget
a. The activities of the Association shall be based on the annual budget, which shall be
prepared by the Executive.
b. No person responsible for controlling a segment of the approved budget may exceed the
authorized amount by a figure greater than 10 % without first securing approval of the
responsible Area Chair and the President.
Section 5: Disposal of Funds
All monies received by or on behalf of the Association shall be deposited in the account
of the Association which shall be kept and transacted in the name of the Association at a
Chartered Bank, Trust Company, Credit Union, or Alberta Treasury Branch as
determined by the Executive.
Section 6: Inspection of Financial Records
a.
The books and records of the Association may be inspected by a member of the
Association at the Annual General Meeting or at a time agreed upon by the Officer
having custody.
b.
Each member of the Executive shall have access to the books and records at all
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BY-LAWS
Amended and Approved 2013
reasonable times.
Section 7: Remuneration
a.
No officer or Committee Chairperson shall receive any remuneration for performing
the administrative duties normally associated with such a post.
b.
The Association shall pay reasonable allowances as stipulated in the Finance Policy.
The Association may pay reasonable honoraria as stipulated in the Finance
Policy Booklet to members and others for performing specialized services as
conducting courses, preparing manuals, and the like.
c.
The conducting of a clinic, the preparation of manuals, films, etc., is not deemed to be
an
administrative duty associated with an office or chair.
ARTICLE X: BORROWING POWER OF THE ASSOCIATION
Section 1:
The Executive may borrow on the credit of the Association in order to meet current
operating costs.
ARTICLE XI: THE SEAL OF THE ASSOCIATION
Section 1:
The seal of the Association shall remain in the custody of the President and shall not be affixed
to any document except by resolution of the Executive Committee.
ARTICLE XII: THE COMMITTEES OF THE ASSOCIATION
Section 1: Standing Committees
a. Synchro Alberta, where appropriate will have Standing Committees.
b. The chairperson of a Standing Committee, will be the corresponding Board member.
Each committee will report to the Board as designated by the President.
c. All Committee members are expected to assume all the objectives as outlined in their
corresponding area under Article VIII, Section 1.
Section 2: Committee Members
a. Members of Committees may either be selected by the Chairperson of the specific
Committee or
volunteer their services.
b. The special Committees shall cease to exist once their task is complete and their final
report submitted to the Association.
ARTICLE XIII: CONDUCT THE AFFAIRS OF THE ASSOCIATION
Section 1: Rules of Order
a.
The procedure of the meeting of the Association and Executive shall be governed by
Robert's Rules of Order as simplified by O. Garfield Jones.
ARTICLE XIV: AMENDMENTS TO THE BY-LAWS
Section 1:
a.
Any by-law may be repealed or amended and new by-laws may be enacted by a
special resolution passed by a three-fourths majority vote at the Annual General
Meeting or at a Special General Meeting called for that purpose. Twenty-one days
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BY-LAWS
Amended and Approved 2013
b.
written notice of by-law changes must be given to the membership.
Following the adoption of such a resolution, the association must notify the Registrar
of the amendment within twenty-one days.
ARTICLE XV: DISTRIBUTION ASSETS AND DISSOLVING THE SOCIETY
Section 1:
a. The society does not pay any dividends or distribute its property among its members.
b. Upon dissolution of Synchro Alberta any general funds or assets remaining after paying all
debts are donated to a registered and incorporated organization. The Synchro Alberta
Board shall select this organization.
c. Upon dissolution of Synchro Alberta, after paying debts and liabilities any gaming assets
remaining will be donated to another charitable organization. The Synchro Alberta Board
shall select this organization.
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CLUB OPERATIONS POLICY
Approved August 8, 2011
CLUB OPERATIONS POLICY
Purpose
1. The purpose of this policy is to outline the minimum requirements and standards of Synchro
Alberta’s Clubs to apply for club membership or maintain status as a member in good
standing with Synchro Alberta.
Application of this Policy
2. This policy applies to all Synchro Alberta Clubs and Synchro Clubs applying for membership
within Synchro Alberta.
Governance
3. All Synchro Alberta Clubs will abide by the By-Laws, policies, procedures and rules and
regulations of Synchro Alberta.
4. All Synchro Alberta Clubs, whether incorporated or not, will have By-Laws which govern the
structure and operation of the Club and including the following: (effective November 1, 2009)
a. Name of the Club;
b. Membership in the Society: terms of admission, rights of obligation, conditions of
withdrawal and expulsion;
c. The mode and time of calling general and special meetings and number constituting
a quorum at any of those meetings and rights of voting;
d. The appointment and removal of directors and officers and their duties, powers and
remuneration;
e. The audit of accounts and seal of the society;
f. The manner of making, altering and rescinding bylaws;
g. The preparation and custody of minutes of proceedings of meetings and of the
directors, and other books and records of the Club;
h. Borrowing powers;
i. The time and place, if any, at which the books and records of the Club may be
inspected by members;
j. Dissolution.
5. All clubs will minimally have the following approved policies as part of their operations:
a. Code of Conduct
b. Discipline and Complaints Policy
c. Privacy Policy
d. Confidentiality Policy
e. Conflict of Interest Policy
f. Screening Policy
6. All Synchro Alberta Clubs will:
a. Utilize the Synchro Alberta Registration Form for registration of Club swimmers;
b. Pay all fees and dues as required and requested by Synchro Alberta;
c. Submit a list, including name, address, telephone and email of all Club Directors,
Coaches, Volunteers and Athletes.
Coaches
7. Synchro Alberta Clubs will only utilize coaches that meet the guidelines and requirements of
the Coach Certification Policy.
8. Coaches are not permitted to perform lifeguard duties while they are coaching or instructing
any synchro program.
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CLUB OPERATIONS POLICY
Approved August 8, 2011
Deck Privileges
9. In order to ensure the safety of our members, it is strongly recommended that all parents
and anyone considered to be a spectator be in designated viewing areas at all times during
training sessions. It is further strongly recommended that their children do not accompany
coaches on deck during their scheduled coaching time.
10. The Club’s position on deck privileges will be clearly communicated to its’ members.
Music Systems
11. It is strongly recommend by Synchro Alberta that all electrical sound system equipment be a
minimum of 1 meter from the gutter of the swimming pool and wheels, if applicable, must be
in a locked position or be secured to prevent movement.
Sanctioning
12. All Club activities of all member clubs must be sanctioned as per the Synchro Alberta
sanctioning policy.
Officials
13. Effective September 1, 2012 each competitive member club that participates in Synchro
Alberta sanctioned meets must provide volunteers to be trained in the Officials’ Level 1
course. A club must provide a minimum of 1 new volunteer per club in the first year. In the
second year this will be evaluated to meet the needs, which could then become based on a
number per competitive swimmer basis.
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COACH CERTIFICATION POLICY
Approved March 26, 2013
COACHING CERTIFICATION POLICY
Purpose
1. The purpose of this policy is to govern Synchro Alberta’s coaches.
Application of this Policy
2. This policy applies to all Synchro Alberta’s coaches and potential coaches.
Objectives
3. The objectives of Synchro Alberta’s coaching program are as follows:
a. Develop coaching resource materials to assist all levels;
b. Promote and deliver the National Coaching Certification Program (NCCP); and
c. Develop coaching programs and resources to improve the skill level of synchro
participants.
Coaches
4. A Coach is a person that is coaching synchronized swimming in accordance with this Policy.
Minimum Requirements
Recreational Coach Minimum Requirements
5. Candidates wishing to coach recreational programs in a Synchro Alberta Club must meet
one or more of the following requirements:
a. Completed the Synchro Instructor Modules;
b. Certified Synchro Instructor;
c. Completed NCCP Level 1 Theory and Technical;
d. Certified NCCP Level 1;
e. Completed the Competition Introduction Coach Modules and Making Ethical
Decisions Module;
f. Certified Competition Introduction Coach.
Provincial Stream Coach Minimum Requirements
6. Candidates wishing to coach Provincial Stream programs in a Synchro Alberta Club must
meet one or more of the following requirements:
a. Completed NCCP Level 1 Theory and Technical;
b. Certified NCCP Level 1;
c. Completed the Competition Introduction Coach Modules and Making Ethical
Decisions Module;
d. Registered to challenge the Competition Introduction coach and have completed
the Portfolio, MED and on deck evaluation;
e. Certified Competition Introduction Coach.
National Stream Coach Minimum Requirements
7. Candidates wishing to coach National Stream programs in a Synchro Alberta Club must
meet one or more of the following requirements:
a. Completed NCCP Level 2 Theory and Technical;
b. Certified NCCP Level 2;
c. Completed the Competition Introduction Coach Modules and Making Ethical
Decisions Module;
d. Registered to challenge the Competition Introduction coach and have completed
the Portfolio, MED and on deck evaluation;
e. Certified Competition Introduction Coach.
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COACH CERTIFICATION POLICY
Approved March 26, 2013
NCCP Challenge Process
8. Candidiates wishing to challenge and NCCP course must be a Synchro Alberta member, be
a minimum of 16 years of age and must have a synchro background, minimum of 5 years as
a judge, synchro swimmer or International coach. Fees will apply.
a. Candidates must complete the outcomes in the following order
b. Portfolio & Make Ethical Decisions (MED) – the MED is done through the
Coaching Association of Canada, please see their website for details.
c. Evaluation at a practice*
d. Evaluation at a competition*

*The order of the deck evaluations can be changed at the discretion of
the evaluator
e. Candidates must pass the outcomes in order to move to the next evaluation. If a
candidate fails an evaluation they will not be able to continue the process. They
will be considered not trained and therefore they will not have deck access at any
time. This candidate must register for a course in order to be eligible to coach on
deck.
f. Candidates will have 6 weeks from the time of registration to complete their
portfolio, MED and 1 on deck evaluation. The MED mark should be submitted
with the portfolio to the evaluator. Or, the mark must be submitted in order to
obtain the portfolio mark. If the 6-week grace period is not met, the candidate
must re-register and pay the registration fee again, at this time they become
ineligible to be on pool deck. A candidate can only re-register once. If they do
not meet the deadlines the second time then they will need to take a course.
g. Candidates will have one year to complete the additional evaluation form the time
of registration
o If the one-year period passes, the candidate must re-register. Candidates can only
re-register once.
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CODE OF CONDUCT AND ETHICS
Approved October 3, 2008
CODE OF CONDUCT AND ETHICS
Definitions
1. The following terms have these meanings in this Policy:
a) “Individuals” –All categories of membership within Synchro Alberta Association, as well
as all individuals engaged in activities with Synchro Alberta, including but not limited to,
athletes, coaches, judges, officials, volunteers, directors, officers, managers,
administrators, spectators and parents of Synchro Alberta members.
Purpose
2. The purpose of this Code of Conduct and Ethics is to ensure a safe and positive
environment within Synchro Alberta programs, activities and events, by making all
individuals aware that there is an expectation of appropriate behavior, consistent with the
values of Synchro Alberta, at all times.
3. Synchro Alberta is committed to providing an environment in which all individuals are treated
with respect. Further, Synchro Alberta supports equal opportunity and prohibits
discriminatory practices. Members of Synchro Alberta are expected to conduct themselves
at all times in a manner consistent with the values of Synchro Alberta that include fairness,
integrity, open communication and mutual respect.
4. Conduct that violates this Code of Conduct and Ethics may be subject to sanctions pursuant
to Synchro Alberta’s policies related to discipline and complaints.
Application of this Policy
5. This policy applies to Individuals relating to conduct that that may arise during the course of
Synchro Alberta’s and its member clubs’ business, activities and events, including but not
limited to, office environment, competitions, practices, tournaments, training camps, travel,
and any meetings.
6. This policy applies to conduct that may occur outside of Synchro Alberta’s and its member
clubs’ business and events when such conduct adversely affects relationships within
Synchro Alberta’s and its member clubs’ work and sport environment and is detrimental to
the image and reputation of the Synchro Alberta.
Responsibilities
7. All Individuals have a responsibility to:
a) Maintain and enhance the dignity and self-esteem of Synchro Alberta Members and
other Individuals by:
i. Demonstrating respect to individuals regardless of body type, physical
characteristics, athletic ability, gender, ancestry, color, ethnic or racial origin,
nationality, national origin, sexual orientation, age, marital status, religion, religious
belief, political belief, disability or economic status;
ii. Focusing comments or criticism appropriately and avoiding public criticism of
athletes, coaches, officials, organizers, volunteers, employees and members;
iii. Consistently demonstrating the spirit of sportsmanship, sports leadership and ethical
conduct;
iv. Acting, when appropriate, to prevent or correct practices that are unjustly
discriminatory;
v. Consistently treating individuals fairly and reasonably;
vi. Ensuring that the rules of synchronized swimming, and the spirit of such rules, are
adhered to.
b) Refrain from any behavior that constitutes harassment, where harassment is defined as
comment or conduct directed towards an individual or group, which is offensive, abusive,
racist, sexist, degrading or malicious. Types of behavior that constitute harassment
include, but are not limited to:
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CODE OF CONDUCT AND ETHICS
Approved October 3, 2008
c)
d)
e)
f)
g)
h)
i)
i. Written or verbal abuse, threats or outbursts;
ii. The display of visual material which is offensive or which one ought to know is
offensive;
iii. Unwelcome remarks, jokes, comments, innuendos or taunts;
iv. Leering or other suggestive or obscene gestures;
v. Condescending or patronizing behavior which is intended to undermine self-esteem,
diminish performance or adversely affect working conditions;
vi. Practical jokes which cause awkwardness or embarrassment, endanger a person’s
safety or negatively affect performance;
vii. Any form of hazing;
viii. Unwanted physical contact including touching, petting, pinching or kissing;
ix. Unwelcome sexual flirtations, advances, requests or invitations;
x. Physical or sexual assault;
xi. Behaviors such as those described above that are not directed towards individuals or
groups but have the same effect of creating a negative or hostile environment; or
xii. Retaliation or threats of retaliation against an individual who reports harassment.
Refrain from any behavior that constitutes sexual harassment, where sexual harassment
is defined as unwelcome sexual comments and sexual advances, requests for sexual
favors, or conduct of a sexual nature. Types of behavior that constitute sexual
harassment include, but are not limited to:
i. Sexist jokes;
ii. Display of sexually offensive material;
iii. Sexually degrading words used to describe a person;
iv. Inquiries or comments about a person’s sex life;
v. Unwelcome sexual flirtations, advances or propositions;
vi. Persistent unwanted contact;
vii. Sexual assault.
Refrain from the use of power or authority in an attempt to coerce another person to
engage in inappropriate activities.
In the case of adults, avoid consuming alcohol in situations where minors are present,
and take reasonable steps to manage the responsible consumption of alcoholic
beverages in adult-oriented social situations associated with Synchro Alberta events.
Respect the property of others and not willfully cause damage.
Abstain from the non-medical use of drugs or the use of performance-enhancing drugs
or methods.
Comply at all times with the Constitution, Bylaws, policies, rules and regulations of the
Synchro Alberta, as adopted and amended from time to time.
Adhere to all Federal, Provincial, Municipal or host country laws.
Coaches
8. In addition to paragraph 7 above, Coaches have additional responsibilities. The athlete-coach
relationship is a privileged one and plays a critical role in the personal as well as athletic
development of their athletes. Coaches must understand and respect the inherent power
imbalance that exists in this relationship and must be extremely careful not to abuse it.
Coaches will at all times:
a) Ensure a safe environment by selecting activities and establishing controls that are
suitable for the age, experience, ability and fitness level of athletes, including educating
athletes as to their responsibilities in contributing to a safe environment;
b) Prepare athletes systematically and progressively, using appropriate time frames and
monitoring physical and psychological adjustments while refraining from using training
methods or techniques that my harm athletes;
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CODE OF CONDUCT AND ETHICS
Approved October 3, 2008
c) Avoid compromising the present and future health of athletes by communicating and
cooperating with sport medicine professionals in the diagnosis, treatment and
management of athletes’ medical and psychological problems;
d) Under no circumstances provide, promote or condone the use of drugs or performanceenhancing substances;
e) Accept and promote athletes’ personal goals and refer athletes to other coaches and
sports specialists as appropriate and as opportunities arise;
f) At no time engage in an intimate or sexual relationship with an athlete of under the age
of 18 years and at no time engage in an intimate or sexual relation with an athlete over
the age of 18 if the coach is in a position of power, trust or authority over the athlete.
g) Where an athlete has qualified for a training camp, provincial team, national team, etc.,
the Coach will support the program, applicable coaching staff and Synchro Alberta.
h) Give athletes the opportunity to discuss and contribute to proposed training and
performance standards as appropriate. Provide athletes and the parents/guardians of
athletes who are minors with the information necessary to be involved in the decisions that
affect the athlete as appropriate;
i) Refrain from intervening inappropriately in personal affairs that are outside the generally
accepted jurisdiction of a coach;
j) Act in the best interest of the athlete’s development as a whole person;
k) Recognize the power inherent in the position of coach and respect and promote the
rights of all participants in sport. This is accomplished by establishing and following
procedures for confidentiality (right to privacy); informed participation and fair and
reasonable treatment. Coaches have a special responsibility to respect and promote the
rights of participants who are in a vulnerable or dependent position and less able to
protect their own rights.
Athletes
9. In addition to paragraph 7 above, Athletes will have additional responsibilities to:
a) Report any medical problems in a timely fashion, where such problems may limit the
athlete’s ability to travel, train or compete.
b) Participate and appear on time in all competitions, practices, training sessions, events,
activities or projects.
c) Properly represent themselves and not attempt to enter a competition for which they are
not eligible, by reason of age, classification or other reasons.
d) Adhere to Synchro Alberta’s rules and requirements regarding clothing and equipment.
Officials
10. In addition to paragraph 7 above, Officials will have additional responsibilities to:
a) Adhere to the rules of CASSA.
b) Be fair and objective.
c) Avoid situations in which a conflict of interest may arise.
d) Make independent judgments.
Parents/Guardians and Spectators
11. In addition to paragraph 7 above, Parents/Guardians of Synchro Alberta Members and
Spectators at events will:
a) Encourage athletes to play by the rules and to resolve conflicts without resorting to hostility
or violence;
b) Never ridicule a participant for making a mistake during a performance or practice;
c) Provide positive comments that motivate and encourage participants continued effort;
d) Respect the decisions and judgments of officials, and encourage athletes to do the same;
e) Never question an officials’ or Synchro Alberta staffs’ judgment or honesty;
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CODE OF CONDUCT AND ETHICS
Approved October 3, 2008
f)
Respect and show appreciation to all competitors, and to the coaches, officials, and other
volunteers who give their time to the sport.
g) Keep off of the playing area and not interfere with play or calls.
Policy Manual
22
CONFLICT OF INTEREST POLICY
Approved October 3, 2008
CONFLICT OF INTEREST POLICY
Definitions
1. The following terms have these meanings in this Policy:
a. “Conflict of Interest” – A real or seeming incompatibility between one’s private
interests and one’s public or fiduciary duties.
b. “Pecuniary Interest” - An interest that an individual may have in a matter because of
the reasonable likelihood or expectation of financial gain or loss for that individual, or
another person with whom that individual is associated.
c. “Non-Pecuniary Interest” - Family relationships, friendships, volunteer positions in
associations or other interests that do not involve the potential for financial gain or
loss.
d. “Perceived Conflict of Interest” – A perception by an informed person that a conflict
of interest exists or may exist.
e. “Synchro Alberta Member”- All individuals employed by Synchro Alberta and
Synchro Alberta directors and committee members.
Purpose and Application
2. The purpose of this Policy is to describe how Synchro Alberta Members will conduct
themselves in matters relating to real or perceived conflicts of interest, and to clarify how
Synchro Alberta will make decisions in situations where conflicts of interest may exist.
3. This Policy applies to all Synchro Alberta Members as defined in the Definitions section.
Obligations
4. Any real or perceived conflict, whether pecuniary or non-pecuniary, between a Synchro
Alberta Members’ interest and the interests of Synchro Alberta, must at all times be resolved
in favor of Synchro Alberta.
5. Synchro Alberta Members will not:
a. Engage in any business or transaction, or have a financial or other personal interest
that is incompatible with their official duties with Synchro Alberta, unless such
business, transaction or other interest is properly disclosed to Synchro Alberta and
approved by Synchro Alberta;
b. Knowingly place themselves in a position where they are under obligation to any
person who might benefit from special consideration, or who might seek, in any way,
preferential treatment;
c. In the performance of their official duties, accord preferential treatment to family
members, friends or colleagues, or to organizations in which their family members,
friends or colleagues have an interest, financial or otherwise;
d. Derive personal benefit from information that they have acquired during the course
of fulfilling their official duties with Synchro Alberta, where such information is
confidential or is not generally available to the public;
e. Use Synchro Alberta property, equipment, supplies or services for activities not
associated with the performance of official duties with Synchro Alberta without the
permission of Synchro Alberta;
f. Place themselves in positions where they could, by virtue of being a Synchro Alberta
Member, influence decisions or contracts from which they could derive any direct or
indirect benefit or interest; or
g. Accept any gift or favor that could be construed as being given in anticipation of, or
in recognition for, any special consideration granted by virtue of being a Synchro
Alberta Member.
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CONFLICT OF INTEREST POLICY
Approved October 3, 2008
Disclosure of Conflict of Interest
6. A Synchro Alberta Member will disclose a conflict of interest to the Synchro Alberta Board of
Directors immediately upon becoming aware that there exist real or perceived conflicts of
interest.
7. Any person who is of the view that a Member of Synchro Alberta may be in a position of
conflict of interest may report this matter in writing to the Synchro Alberta Board of Directors.
Resolving Conflicts in Decision-making
8. Decisions or transactions that involve a real or perceived conflict of interest that have been
disclosed by a Synchro Alberta Member will be considered and decided upon by the
Synchro Alberta Board of Directors provided that:
a. The nature and extent of the Synchro Alberta Member’s interest has been fully
disclosed to the body that is considering or making the decision, and this disclosure
is recorded in the minutes;
b. The Synchro Alberta Member does not participate in discussion on the matter giving
rise to the conflict of interest;
c. The Synchro Alberta Member abstains from voting on the proposed decision or
transaction;
d. The Synchro Alberta Member is not included in the determination of quorum for the
proposed decision or transaction; and
e. The decision or transaction is in the best interests of Synchro Alberta.
Conflicts Involving Employees
9. Synchro Alberta will restrict employees from being employed with any Synchro Alberta
member during the term of their employment unless consented to by the Synchro Alberta
Board of Directors. Any determination as to whether there is a conflict of interest will rest
solely with Synchro Alberta, and where a conflict of interest is deemed to exist; the
employee will resolve the conflict by ceasing the activity-giving rise to the conflict.
10. Synchro Alberta will not restrict employees from accepting other employment, contracts or
volunteer appointments during the term of their employment with Synchro Alberta, provided
that the employment, contract or volunteer appointment does not diminish the employee’s
ability to perform the work contemplated in their employment agreement with Synchro
Alberta. Any determination as to whether there is a conflict of interest will rest solely with
Synchro Alberta, and where a conflict of interest is deemed to exist, the employee will
resolve the conflict by ceasing the activity giving rise to the conflict
Enforcement
11. Failure to adhere to this Policy may give rise to discipline in accordance with Synchro
Alberta’s Discipline and Complaints Policy.
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CONFIDENTIALITY POLICY
Approved October 3, 2008
CONFIDENTIALITY POLICY
Purpose
1. The purpose of this policy is to ensure the protection of Confidential Information that is
proprietary to Synchro Alberta by making all Synchro Alberta Members aware that there is
an expectation to act at all times appropriately and consistently with this policy.
Application of this Policy
2. This policy applies to all categories of membership within Synchro Alberta, as well as all
individuals employed (including contract personnel) by or engaged in activities with Synchro
Alberta, including but not limited to, directors, committee members, athletes, coaches,
judges, officials, referees, volunteers, officers, managers and administrators (hereinafter
“Synchro Alberta Representatives”).
Responsibilities
3. Synchro Alberta Representatives will not, either during the period of their
involvement/employment or any time thereafter, disclose to any person or organization any
Confidential Information acquired during their period of involvement/employment, unless
expressly authorized to do so.
4. Synchro Alberta Representatives will not publish, communicate, divulge or disclose to any
unauthorized person, firm, corporation, third party or parties any Confidential Information,
without the express written consent of Synchro Alberta.
5. Synchro Alberta Representatives will not use, reproduce or distribute such Confidential
Information or any part thereof, without the express written consent of Synchro Alberta.
6. All files and written materials relating to Confidential Information of Synchro Alberta will
remain the property of Synchro Alberta and upon termination of involvement/employment
with Synchro Alberta or upon request of Synchro Alberta, the Synchro Alberta
Representative will return all Confidential Information received in written or tangible form,
including copies, or reproductions or other media containing such Confidential Information,
immediately upon such request.
7. The term “Confidential Information” includes, but it not limited to the following:
a. Personal Information of Synchro Alberta Members and Representatives, including
but not limited to, name, address, e-mail, telephone number, cell phone number,
date of birth and financial information;
b. Synchro Alberta intellectual property and proprietary information related to the
programs, fundraisers, business or affairs of Synchro Alberta and any of its
divisions, including, but not limited to, procedures, business methods, forms,
policies, business, marketing and development plans, advertising programs, creative
materials, trade secrets, knowledge, techniques, data, products, technology,
computer programs, manuals, software, financial information and information that is
not generally or publicly known and distributed.
Intellectual Property
8. Copyright and any other intellectual property rights in all written material (including material
in electronic format) and other works produced in connection with employment or
involvement with Synchro Alberta will be owned solely by Synchro Alberta, who will have the
right to use, reproduce or distribute such material and works, or any part thereof, for any
purpose it wishes. Synchro Alberta may grant permission for others to use such written
material or other works, subject to such terms and conditions as Synchro Alberta may
prescribe.
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CONFIDENTIALITY POLICY
Approved October 3, 2008
Enforcement
9. A breach of any provision in this policy may give rise to discipline in accordance with
Synchro Alberta's Discipline and Complaints policy or legal recourse.
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DISCIPLINE AND COMPLAINTS POLICY
Approved October 3, 2008
DISCIPLINE AND COMPLAINTS POLICY
Definitions
1. The following terms have these meanings in this Policy:
a) “Days” – Days irrespective of weekend and holidays.
b) “Synchro Alberta Member”- All categories of membership within Synchro Alberta
Association, as well as all individuals employed by or engaged in activities with Synchro
Alberta, including but not limited to, athletes, coaches, judges, officials, volunteers,
directors, officers, managers, administrators, spectators and parents of Synchro Alberta
members.
Purpose
2. Synchro Alberta is committed to providing an environment in which all Synchro Alberta
Members are treated with respect and characterized by the value of fairness, integrity and
open communication. Membership in Synchro Alberta, as well as participation in its
activities, brings with it many benefits and privileges. At the same time, members and
participants are expected to fulfill certain responsibilities and obligations including, but not
limited to, complying with the policies, bylaws, rules and regulations and Code of Conduct
and Ethics of Synchro Alberta. Irresponsible behavior by Synchro Alberta Members can
result in severe damage to the integrity of Synchro Alberta. Conduct that violates these
values may be subject to sanctions pursuant to this policy. Since sanctions may be applied,
it is only fair to provide Synchro Alberta Members a mechanism so complaints and discipline
is dealt with fairly, expeditiously and affordably.
Application of this Policy
3. This Policy applies to all Synchro Alberta Members as defined in the Definitions.
4. This Policy only applies to discipline matters that may arise during the course of Synchro
Alberta business, activities and events, including but not limited to, competitions, practices,
training camps, travel associated with Synchro Alberta activities, and any meetings.
5. Discipline matters and complaints arising within the business, activities or events organized
by entities other than Synchro Alberta, including its member clubs, will be dealt with
pursuant to the policies of these other entities unless requested and accepted by Synchro
Alberta at its sole discretion.
Reporting a Complaint
6. Any Synchro Alberta Member may report to Synchro Alberta head office any complaint.
Such complaint must be signed and in writing, and must be filed within fourteen (14) days of
the alleged incident. Anonymous complaints may be accepted upon the sole discretion of
Synchro Alberta.
7. A complainant wishing to file a complaint beyond the fourteen (14) days must provide a
written statement giving reasons for an exemption to this limitation. The decision to accept,
or not accept, the notice of complaint outside the fourteen (14) day period will be at the sole
discretion of Synchro Alberta. This decision may not be appealed.
8. Synchro Alberta will appoint a Case Manager who will determine whether the complaint is
frivolous or vexatious. If the Case Manager determines the complaint is frivolous or
vexatious, the complaint will be dismissed immediately.
9. If a complaint is determined by the Case Manager to be legitimate, the complaint will be
designated as a minor infraction or a major infraction and dealt with according to the
appropriate sections of this Policy. It will be at the sole discretion of the Case Manager, to
determine whether a complaint is to be dealt with as a major or minor infraction. This
decision is not appealable.
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DISCIPLINE AND COMPLAINTS POLICY
Approved October 3, 2008
10. If the incident is to be dealt with as a minor infraction, the Case Manager, will inform the
parties, and the matter will be dealt with according to the section relating to minor
infractions.
11. If the incident is to be dealt with as a major infraction, the Case Manager will inform the
parties, and the matter will be dealt with according to the section relating to major
infractions.
12. This Policy does not prevent an appropriate person having authority from taking immediate,
informal or corrective action in response to behavior that constitutes either a minor or major
infraction provided that the individual being disciplined is told the nature of the infraction and
has an opportunity to provide information concerning the incident. Further sanctions may be
applied in accordance with the procedures set out in this Policy.
Minor Infractions
13. Examples of minor infractions include, but are not limited to, a single incident of:
a) Disrespectful, offensive, abusive, racist or sexist comments or behavior directed towards
others;
b) Conduct contrary to the ideals of respect such as angry outbursts or argument;
c) Being late for or absent from Synchro Alberta events and activities at which attendance
is expected or required; and
d) Non-compliance with the policies, procedures, rules and regulations under which
Synchro Alberta is governed.
14. All disciplinary situations involving minor infractions occurring within the jurisdiction of
Synchro Alberta will be dealt with by the appropriate person having authority over the
situation and the individual involved (the person in authority may include, but is not restricted
to, coach, manager, official, judge, or Synchro Alberta staff).
15. Procedures for dealing with minor infractions will be informal as compared to those for major
infractions and will be determined at the discretion of the person responsible for discipline of
such infractions (as noted above in point 13). This is provided that the individual being
disciplined is told the nature of the infraction and has an opportunity to provide information
concerning the incident.
16. Sanctions for minor infractions, which may be applied singly or in combination, include the
following:
a) Verbal or written reprimand which may be placed in the individual’s file;
b) Verbal or written apology;
c) Service or other voluntary contribution to Synchro Alberta;
d) Suspension from the current competition, activity or event; or
e) Any other sanction considered appropriate for the offense.
17. Minor infractions that result in discipline will be recorded and maintained by Synchro Alberta.
Repeat minor infractions may result in further such incident being considered a major
infraction.
Major Infractions
18. Major infractions are instances of misconduct that result, or have the potential to result, in
harm to other persons or to Synchro Alberta.
19. Examples of major infractions include, but are not limited to:
a) Repeated incidents of disrespectful, offensive, abusive, racist or sexist comments or
behavior directed towards others;
b) Repeated conduct contrary to the ideals of respect such as angry outbursts or argument;
c) Repeated incidents of being late for or absent from Synchro Alberta events and activities
at which attendance is expected or required;
d) Activities or behavior which interfere with a competition or with any athlete’s preparation
for competition;
e) Incidents of physical abuse;
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DISCIPLINE AND COMPLAINTS POLICY
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f) Pranks, jokes or other activities that endanger the safety of others;
g) Disregard for the policies, procedures, rules and regulations under which Synchro
Alberta is governed;
h) Conduct which results in harm to the image, credibility or reputation of Synchro Alberta
and/or its’ sponsors;
i) Abusive use of alcohol where abuse means a level of consumption that impairs the
individual's ability to speak, walk or drive; causes the individual to behave in a disruptive
manner; or interferes with the individual's ability to perform effectively and safely;
j) Any possession or use of alcohol by minors;
k) Any possession use of illicit drugs and narcotics; or
l) Any possession or use of banned performance enhancing drugs or methods.
Note: The definition of “repeated” will depend on the severity of the infraction and frequency of
offences within a given time to be determined by the Synchro Alberta at its sole discretion.
20. Major infractions occurring within competition may be dealt with immediately, if necessary,
by an appropriate person having authority, provided the individual being disciplined is told
the nature of the infraction and has an opportunity to provide information concerning the
incident. In such situations, disciplinary sanctions will be for the duration of the competition,
training, activity or event only. Further sanctions may be applied but only after review of the
matter in accordance with the procedures set out in this Policy. This review does not replace
the appeal provisions of this Policy.
Discipline Panel and Hearing
21. Upon notifying the respondent of a complaint of a major infraction, the Case Manager, at
their sole discretion, will appoint a Discipline Panel (“Panel”) of 1-3 individuals to hear the
complaint. The members of the Panel will select from themselves a Chairperson.
22. Members of the Panel will have had no involvement with the alleged infraction and will be
free from any other bias or conflict of interest.
23. The Panel will hold the hearing as soon as possible.
24. Having regard to the nature of the discipline matter and the potential consequences of any
resulting sanctions, the Panel will decide to conduct the hearing by way of review of
documentary evidence, in-person or via teleconference.
Preliminary Meeting
25. The Panel may determine that the circumstances of the complaint warrant a preliminary
meeting. The Panel may delegate to one of its members the authority to deal with
preliminary matters, which may include but are not limited to:
a) Format (hearing by documentary evidence, oral hearing, in-person or a combination);
b) Date and location of the hearing, if necessary;
c) Timelines for the exchange of documents;
d) Clarification of issues in dispute;
e) Any procedural matters including order and procedure of the hearing;
f) Remedies sought;
g) Evidence to be brought before the hearing;
h) Identification of any witnesses; or
i) Any other procedural matter that may assist in expediting the hearing.
Documentary Review
26. Where the Panel has determined that the hearing will be held by way of documentary
submissions, the Panel will govern the hearing fairly and as it sees fit, provided that:
a) All parties are given a reasonable opportunity to provide written submissions to the
Panel, to review written submissions of the other parties, and to provide written rebuttal
and argument; and
b) The applicable principles and timelines set out by the Panel are respected.
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DISCIPLINE AND COMPLAINTS POLICY
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Oral Hearing
27. Where the Panel has determined that the appeal will be held by way of oral hearing, the
Panel will govern the hearing fairly and as it sees fit, provided that:
a) The affected parties will be given three (3) days written notice of the day, time and place
of the hearing;
b) The affected parties will be provided copies of all evidence to be relied upon;
c) Decisions will be by majority vote where the Chairperson carries a vote;
d) Panel members will refrain from communicating with the parties except in the presence
of, or copy to, the other parties;
e) The parties may be accompanied by a representative;
f) The parties will have the right to present evidence and argument;
g) Any party potentially affected by the matter may be made party to the hearing by the
Panel;
h) The Panel may request that any witness be present at the hearing or submit written
evidence in advance of the hearing;
i) The hearing will be held in private;
j) Each party will bear their own costs;
k) Once appointed, the Panel will have the authority to abridge or extend timelines
associated with any aspect of the hearing.
28. After hearing the matter, the Panel will determine whether or not the individual will be
sanctioned, and if so, will determine the appropriate penalty to be imposed and any
measures to mitigate the harm suffered by others as a result. The Panel's written decision,
with reasons, will be distributed to all parties, the Case Manager and Synchro Alberta within
fourteen (14) days of the conclusion of the hearing.
29. Where the individual acknowledges the facts of the incident, he or she may waive the
hearing, in which case the Panel will determine the appropriate disciplinary sanction. The
Panel may hold a hearing for the purpose of determining an appropriate sanction.
30. If the individual being disciplined chooses not to participate in the hearing, the hearing may
proceed in any event.
Sanctions
31. The Panel may apply the following disciplinary sanctions singly or in combination, for major
infractions:
a) Written reprimand to be placed in the individual’s file;
b) Written apology;
c) Removal of certain privileges of membership;
d) Suspension from certain Synchro Alberta teams, events and/or activities;
e) Suspension from all Synchro Alberta activities for a designated period of time;
f) Suspension of Synchro Alberta and Alberta Sport, Recreation, Parks and Wildlife
funding;
g) Expulsion from membership;
h) Other sanctions as may be considered appropriate for the offense.
32. Unless the Panel decides otherwise, any disciplinary sanctions will commence immediately.
Failure to comply with a sanction as determined by the Panel will result in automatic
suspension of membership in Synchro Alberta until such time as compliance occurs.
33. In applying sanctions, the Panel may have regard to the following aggravating or mitigating
circumstances:
a) The nature and severity of the incident;
b) Whether the incident is a first offense or has occurred repeatedly;
c) The individual's acknowledgment of responsibility,
d) The individual's remorse and post-infraction conduct;
e) The age, maturity or experience of the individual;
f) Whether the individual retaliated; and
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DISCIPLINE AND COMPLAINTS POLICY
Approved October 3, 2008
g) The individual's prospects for rehabilitation.
34. A written record will be maintained by Synchro Alberta at their head office for major
infractions that result in a sanction.
Serious Infractions
35. Synchro Alberta may determine that an alleged incident is of such seriousness as to warrant
suspension of the individual pending a hearing and a decision of the Panel.
36. Where it is brought to the attention of Synchro Alberta, that a Synchro Alberta Member has
been charged with an offence under the Criminal Code, or has previously been convicted of
a criminal offence, Synchro Alberta may suspend the Synchro Alberta Member pending
further investigation, a hearing or a decision of the Panel.
37. Notwithstanding the procedures set out in this Policy, any Synchro Alberta Member who is
convicted of a criminal offense involving sexual exploitation, invitation to sexual touching,
sexual interference, sexual assault or aggravated assault will face automatic suspension
from participating in any activities of Synchro Alberta for a period of time corresponding to
the length of the criminal sentence imposed by the court, and may face further disciplinary
action by Synchro Alberta in accordance with this Policy and the Synchro Alberta Screening
Policy.
Timelines
38. If the circumstances of the complaint are such that this policy will not allow a timely
conclusion, or if the circumstances of the complaint are such the complaint cannot be
concluded within the timelines dictated in this policy, the Panel may direct that these
timelines be revised.
Confidentiality
39. The discipline and complaints process is confidential involving only the parties, the Case
Manager and the Panel. Once initiated and until a decision is released, none of the parties
will disclose confidential information relating to the discipline or complaint to any person not
involved in the proceedings.
Appeals Procedure
40. The decision of the Panel may be appealed in accordance with the Synchro Alberta’s
Appeal Policy.
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DISPUTE RESOLUTION POLICY
Approved October 3, 2008
DISPUTE RESOLUTION POLICY
Definitions
1. The following terms have these meanings in this Policy:
a) “Synchro Alberta Member”- All categories of membership within Synchro Alberta
Association, as well as all individuals employed by or engaged in activities with Synchro
Alberta, including but not limited to, athletes, coaches, judges, officials, volunteers,
directors, officers, managers, administrators, spectators and parents of Synchro Alberta
members.
Purpose
2. Synchro Alberta supports the principles of Alternate Dispute Resolution (ADR) and is
committed to the techniques of negotiation, facilitation, mediation and arbitration as effective
ways to resolve disputes with and among members, and to avoid the uncertainty, costs and
other negative effects associated with litigation.
3. Synchro Alberta encourages all Synchro Alberta Members to communicate openly and to
collaborate in using problem-solving and negotiation techniques to resolve their differences.
In almost all cases a negotiated settlement is preferable to any outcome achieved through
other dispute resolution techniques, and negotiated resolutions to disputes with and among
Synchro Alberta Members are strongly encouraged.
Application of this Policy
4. This Policy applies to all Synchro Alberta Members as defined in the Definitions.
Facilitation and Mediation
5. Opportunities for facilitation and mediation may be pursued at any point in a dispute within
Synchro Alberta where it is appropriate and where the disputing parties agree that such a
course of action would be mutually beneficial.
6. The costs of mediation will be shared equally by the parties.
Arbitration
7. In the event that a dispute persists after all other Synchro Alberta internal remedies have
been exhausted including negotiation, facilitation, mediation and/or appeals, the parties
may, upon mutual consent, pursue opportunities for arbitration.
8. Where arbitration is pursued, it will be done using trained arbitrators who are acceptable to
the parties.
9. The parties involved in a dispute may also mutually agree to bypass internal avenues of
dispute resolution, including appeals, and may directly pursue opportunities for arbitration.
10. Where a dispute is referred to arbitration, all parties to the original dispute will become
parties to the arbitration and will share the costs equally.
11. The parties to arbitration will enter into a written Arbitration Agreement that will specify that
the decision of the arbitrator will be final and binding upon the parties and not subject to any
further review by any court or any other body.
No Legal Action
12. No action, application for judicial review or other legal proceeding will be commenced
against Synchro Alberta respecting a dispute, unless the remedies afforded by this policy
have not been offered or have been exhausted. In no case may a party pursue legal action
against Synchro Alberta in respect of arbitration, for which the parties have entered into a
written Arbitration Agreement.
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E-MAIL VOTING POLICY
Approved October 6, 2008
E-MAIL VOTING POLICY
For issues requiring Board of Directors (BOD) decisions or actions that could not be completed
at scheduled meetings, or which the President or Executive Director feels would require
resolution before the next scheduled BOD meeting, the following applies.
1. Any board member may make a motion via email.
2. The subject line should include the word “Motion”.
3. The first line of the body of the email should include the words “I move that the board
approve/authorize/recommend …”
4. The seconder of the motion should read “Motion – Seconder”. The first received e-mail
from a Board member with this shall be considered the seconder.
5. The motion will expire in seven calendar days or at the start of the next Board meeting,
whichever comes first.
6. The Past President, Coaches Representative, Competition Chair, Finance Chair,
Judge’s Chair and Swimmer Development Chair may vote. In the event of a tie the
President will be asked to cast a vote.
7. Four affirmative votes are required to approve an email motion. The member who
proposed and the member who seconded the motion are automatically counted as an
affirmative vote.
8. Board members should include the words “I vote No” or “I vote Yes” in the first line of
their response and copy it to all Board members.
9. Email motions can only be voted up or down, they cannot be amended.
10. The member who proposed the motion may withdraw it at any time prior to approval.
11. If the motion doesn’t receive the required five votes by the deadline it fails.
The Executive Director is responsible for tallying the votes and informing the board of the
outcome. Votes should be circulated to all board members. If a member fails to CC: other board
members on their vote, the Executive Director will forward the email to the others. The
Executive Director will be responsible for soliciting the vote of any Board member without email
and informing the rest of the Board about that vote.
The Board should review any email motions, approved or unapproved, at the start of the next
Board meeting. The Executive Director should include that review in the minutes of the meeting.
Note: Email approval is only suitable for straightforward motions. Email is not suited for the
conduct of a deliberative process. Email doesn’t provide the opportunity for discussion or
amendment of the motion that you would have in a face-to-face meeting. Members should feel
free to say, “I vote No, because I think we should discuss it.” The member who proposed the
motion shouldn’t take offense at such a response.
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FINANCE POLICY
Approved September 2, 2014
FINANCE POLICY
The Synchro Alberta Board of Directors is responsible for all budget approvals including
amendments as required and reviews financial statements on a quarterly basis.
FINANCE COMMITTEE
1. The members of the Finance Committee shall include the President, Finance Chair,
Executive Director, and others as required. The Committee shall communicate regularly,
prepare the annual budget and meet when necessary.
BUDGET
2. The Association budget shall contain the total anticipated expenditures of the Association for
approved planned programs and events whether Alberta Sport Connection funded or
Association expenditures.
3. The current status of the Alberta Sport Connection funding and other project funding shall be
communicated regularly by the Finance Chair and Executive Director to the President.
4. The actual costs for each project approved shall be accounted for by the Executive Director,
reported to the appropriate authorities and to the President and Finance Chair.
5. As well as the standard Government submission form for all projects, the Finance
Committee shall work out the budget.
6. All monies received by Officers must be submitted to the Executive Director accompanied by
the appropriate revenue form. All monies authorized for expenditure by Officers must be
submitted to the Executive Director accompanied by the appropriate expense form, invoices
and/or receipts.
7. The Executive Director shall minimally provide the Board with a quarterly statement, to
include the revenues and expenditures of the Association.
8. Prior approval must be received from the Finance Chair and President for expenditures
outside or above the approved Association budget.
REGULATIONS (Alphabetically)
ACKNOWLEDGMENTS
9. On certain occasions a presentation of a gift to a member of the Association, or otherwise,
may be desired. All such proposals must be routed via the Executive Director or Finance
Chair. Usual maximum amount suggested is $50.00.
CASINO
10. Ten percent (10%) of the total profit will be allocated in credits to those clubs supplying
workers for the casino.
11. The remaining money will be divided in half with half applying to programs in the next year
and the other half going into Term Deposits for use in the second following year.
12. Clubs will be notified as to their credits once the pooled casino profits have been received.
These monies may only be used for those expenses approved by Alberta Gaming. Please
check for allowable expenses with the Synchro Alberta Office.
13. Original receipts must be submitted to Synchro Alberta for disbursement of gaming funds.
CHEQUES AND SIGNING AUTHORITY
14. The signing Officers of the Association shall be two of President, Finance Chair, and Executive
Director and one other Board member as approved by the Board of Directors.
COMPETITIONS
15. Synchro Alberta sponsored competitions include:
Qualifiers
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Approved September 2, 2014
Provincials
Wildrose Classic
Masters Provincials ("M")
16. Medals and ribbons for Synchro Alberta sponsored competitions must be obtained from the
Synchro Alberta Office. The host club will be invoiced for all medals, ribbons and labels
shipped and the invoice will be adjusted for any medals or ribbons returned following the meet.
17. Expenses for Board members attending Synchro Alberta competitions representing the
Board will be covered by Synchro Alberta.
18. Synchro Alberta is not fiscally responsible for any expenses associated with any competition.
CONTRACTS
19. Contracts for service providers, sponsors and event hosts involving revenues or
expenditures for the Association shall be approved by any member of the Finance
Committee.
20. Copies of all contracts shall be made available to the Board, if requested.
21. All athlete contracts must be signed by the Executive Director.
DONATION FUND (Alberta Sport Connection)
21. Clubs wishing to take part in this program must track all donations made on behalf of their
club and provide this detailed list of donors to Synchro Alberta in the month they are being
donated on the provided spreadsheet.
22. The cheques are provided back to the Provincial Associations in the next month after the
donation is made to the Alberta Sport Connection and tax receipts are provided directly to the
donors in the next month after the donation is made to the Alberta Sport Connection.
23. The premise of this program, as indicated in the Donation Fund package, must remain that
donations are not intended to be provided to an individual or a specific sport or club.
Donations cannot be made to offset membership fees, as per the package.
24. In the letter that must be sent with all donations to the Alberta Sport Connection you must
name Synchro Alberta as the association you wish to suggest supporting.
25. Upon receipt of the donations back to Synchro Alberta from the Alberta Sport Connection,
Synchro Alberta will provide a cheque to the club in the same amount within 14 working days
provided the club has provided Synchro Alberta with the list of donors.
EXPENSES
26. All claims for services, administrative or other authorized expenses must be supported by
receipts and detailed to budget items, project or function.
27. All claims must be submitted to the Executive Director within 30 days of when the expense
was incurred otherwise the expense may not be reimbursed.
EXTRAORDINARY EXPENDITURES:
24. The President of the Association, as Chief Officer shall be permitted to authorize extraordinary
expenditures up to and including $1000.00 reporting as soon as possible to the other
members of the Finance Committee.
FEES
Camps/Courses/Clinics
25. NCCP course fees will be set annually based on projected revenue and expenses to minimally
break-even.
26. A $50 registration fee will be assessed to anyone wishing to challenge an NCCP level.
27. All persons registering for NCCP/CBET modules/courses must provide payment in full 5 days
prior to the start of the course.
28. Fees for Official’s courses will be set on an annual basis. The fee charged will cover a portion
of the cost of materials.
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FINANCE POLICY
Approved September 2, 2014
29. Swimmer camp and clinic registration fees will be as determined in the annual Synchro Alberta
budget.
Competition Entry Fees
29. Competition entry fees for Synchro Alberta sponsored meets (Appendix A) will be as set by
Synchro Alberta annually.
30. A surcharge of $4.00 per swimmer per event for every Alberta sanctioned competition
including Invitationals will be collected by the host club and remitted to Synchro Alberta within
three weeks following the competition. A separate cheque for this surcharge will be submitted
to the meet manager by the clubs.
31. Entry fees for Synchro Alberta sponsored meets must be received by the Host club a minimum
of four weeks prior to the meet, unless otherwise stated in the package.
32. Late Entries - Each routine whose entry package has not been received or was incomplete by
the stated deadline(s) is automatically assessed a $25 fine. It is the coach's and/or swimmer's
responsibility to pay this fine to the Chief Referee a minimum of one hour before the beginning
of the competition for that category. Failure to do so shall result in disqualification. Late entry
fees are payable to Synchro Alberta.
Membership Fees
33. All competitive and recreational clubs will affiliate as a club and affiliate their swimmers
through the Provincial Office according to required schedule (Appendix B). All clubs will have
all the fees in to the Synchro Alberta office, as registrar, by November 1st of each year.
34. All affiliation fees shall be submitted to Synchro Canada according to required schedule.
35. Synchro Alberta will charge a $100.00 fine for late fees per club. N.B. All registrations and
affiliation fees for competitive clubs and provinces must be paid to Synchro Canada by
December 31 of the current year. Late, incomplete or incorrect registrations will result in a
fine of $25.00 per swimmer to a maximum of $500 per club.
HONORARIA
36. Course Conductors for NCCP/CBET modules/courses will be paid an honoraria as per the
Synchro Canada guidelines. This honoraria will be subject to all Revenue Canada
deductions.
37. Course Conductors for Officials clinics will be paid an honoraria of $15.00 per hour, with no
paid preparation time. These monies will be subject to Revenue Canada deductions.
MEETINGS
38. The following individuals are funded to attend the Annual General Meeting and Meetings of
the Board of Directors. All related travel expenses, local ground transfers between airport and
host hotel, accommodation and meals are paid by Synchro Alberta.
Annual General Meeting
 Members of the Board of Directors
 Staff as determined by the Executive Director
 Other individuals as determined by the Board of Directors or Executive Director
Board Meetings
 Members of the Board of Directors
 Staff as determined by the Executive Director
 Other individuals as determined by the Board of Directors or Executive Director
39. The members of the committee shall be funded as determined for participation in committee
meetings or conference calls.
40. Persons selected to attend special events or functions are eligible to receive per diem and
hotel expense as determined by the Executive Director or Finance Committee.
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FINANCE POLICY
Approved September 2, 2014
NSF CHARGES
41. There will be a $20.00 service charge on all NSF cheques.
OFFICIALS
42. Officials will be reimbursed as per the Official’s Competition Policy.
43. Synchro Alberta will fund travel for judge(s) being upgraded to Level 3 by the amount outlined
in the applicable annual budget.
REFUNDS
Camps/Courses/Clinics
44. Persons registered in a camp/course/clinic, will receive a full refund when they have
canceled prior to the course registration deadline unless stated otherwise on the registration
form.
45. Persons canceling from a camp/course/clinic 1 week prior to the course will be refunded and
assessed an administration fee of 15% of the registration fee to a maximum of $75.00.
46. Persons cancelling less than one week prior to the start of the camp/course/clinic or failing
to show for a course/clinic they are registered for will receive no refund. Extenuating
circumstances may be considered. Any medical reasons will require a doctor’s note.
Competition Entry Fees
45. There are no refunds given on competition entry fees. Synchro Alberta Board may consider
extenuating circumstances.
Membership Fees
46. There are no refunds on membership fees after November 30th.
RENTALS
47. A refundable damage deposit of $300.00 will be required for the borrowing of the Synchro
Alberta Sound system and $100.00 for the borrowing of the Synchro Alberta flashcards for
non-sponsored meets.
48. Invitational meets or events will be charged $10.00 per day for the Synchro Alberta meet kit
and $50.00 per day for the Synchro Alberta Sound system.
49. Shipping costs for any equipment borrowed from Synchro Alberta will be at the expense of
the borrower. (Exception: the Synchro Alberta sound system will be shipped to SA
sponsored meets at Synchro Alberta’s cost and returned to Synchro Alberta at the club’s
expense.)
REPLACEMENT CHEQUES
50. Lost or missing cheques will not be re-issued until after the next applicable month end
reconciliation has taken place.
51. Cheques that need to be replaced due to loss will be assessed a $5.00 administration fee.
52. Lost or missing cheques that have not been claimed by the applicable year-end will not be
reissued.
RESERVE FUND
53. Synchro Alberta may maintain a reserve fund to ensure the growth, stability of the mission,
programs, employment and ongoing operations of Synchro Alberta. The reserve fund is
intended to provide an internal source of funds for situations such as an unanticipated loss
in funding, delay in grant payment or uninsured losses. Reserve funds are not intended to
replace a permanent loss of funds or eliminate an ongoing budget gap. It is the intention of
Synchro Alberta for the reserve fund to be replenished within a reasonably short period of
time should it need to be used.
54. In the event that Synchro Alberta maintains a reserve fund, the Finance Committee will
review, on an annual basis, Synchro Alberta’s investment portfolio and ensure that funds
have been invested securely.
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FINANCE POLICY
Approved September 2, 2014
55. The Reserve fund should represent a minimum of 1.25 times of Synchro Alberta’s annual
association support grant received from the Alberta Sport, Recreation, Parks and Wildlife
Foundation.
56. Expenditures from the Reserve Fund must be authorized by a 2/3 majority vote by the Board
of Directors.
57. The Executive Director will identify the need for access to reserve funds and confirm that the
use is consistent with the purpose of the reserves as described in this Policy. This step
requires analysis of the reason for the shortfall, the availability of any other sources of funds
before using reserves, and evaluation of the time period that the funds will be required.
SALES
58. Items purchased from Synchro Canada will be priced to recover costs incurred by Synchro
Alberta.
59. Other items for sale from Synchro Alberta will be determined and priced by the Executive
Director with a mark up of between 15-25%.
60. The credit period and special terms for inventory payment are 30 days. Balances on debts
still owing at the end of the 30 day period will be charged interest at a rate of 1.5% per
month on the outstanding balance. Interest shall be accrued and calculated on a monthly
basis.
61. The cost of shipping and handling will be covered by the purchaser.
SPONSORSHIP
62. A fee of 10% of actual dollars received, for a sponsorship shall be paid to the finder unless
finder fees are addressed in a service provider agreement or other Synchro Alberta contract
63. A fee of 5% of gifts in kind received, that has a direct impact on the budget as determined by
the Finance Committee, shall be paid to the finder unless finder fees are addressed in a
service provider agreement or other Synchro Alberta contract.
64. Finders must always work through Synchro Alberta’s Executive Director prior to selling
properties to sponsors.
TRAVEL
65. All travel expenses must be approved within the current budget or by two members of the
Finance Committee.
66. Reimbursement or payment of authorized travel costs will be considered at the lowest air
fare rate or if by car, mileage should be reimbursed as per Appendix D but not exceeding
the lowest air fair rate.
67. Any accommodation arrangements being reimbursed by Synchro Alberta must be approved
by the Executive Director.
68. All claims for travel, per diem, hotel expense, etc. must be noted on a Synchro Alberta
Expense form. The Expense form must include original receipts for hotel or airfare and to be
submitted within 30 days of the expense being incurred.
69. Mileage and per diem rates are as per Appendix D & E.
VISA/MASTERCARD
70. The President and Executive Director shall each be provided with a credit card of a $15,000
limit to pay budgeted expenses or expenses approved by the Finance Committee.
71. Synchro Alberta will accept VISA and Mastercard as payment for swimmer camps and
clinics, NCCP courses and sales items.
72. Items not listed in 72 that a member wishes to pay by credit card will be charged an
additional 4% administration fee.
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FINANCE POLICY
Approved September 2, 2014
APPENDICES
A. COMPETITION ENTRY FEES
Competition Entry Fees
Figures
Solo
Duet
Team (incl. Open & Combo)
Solo Tech/Free
Duet Tech/Free
Trio Tech/Free
Team Tech/Free
National
Champions
Event
Provincial
Champions
Event
Masters
$32.00
$32.00
$65.00
$124.00
$15/$32
$29/$65
$29.00
$29.00
$58.00
$124.00
$15/$29
$29/$58
N/A
N/A
N/A
N/A
$14/$28
$23/$46
N/A
$62/$124
N/A
$62/$124
$35/$70
$60/$120
B. MEMBERHIP FEES
Membership Fees
Competitive Club
Recreational Club
Competitive Swimmer
Competitive Masters
Recreational Swimmer
Provincial Coach
National Coach
Provincial Official
National Official
General Member
Associate Member
Synchro Canada
Synchro Alberta Total Fee
$101.00
$120.00
$221.00
$51.00
$51.00
$121.00
$43.00
$40.00
$83.00
$21.00
$40.00
$61.00
$6.00
$20.00
$26.00
$7.00
$20.00
$27.00
$26.00
$20.00
$46.00
$6.00
$5.00
$11.00
$26.00
$5.00
$31.00
$26.00
$20.00
$46.00
$6.00
$10.00
$16.00
C. CLUB TRAVEL GRANTS (if applicable)
100-350 km
$ 25.00
351-750 km
$ 50.00
751 km & beyond
$100.00
D. MILEAGE (applicable to individuals acting in an official capacity on behalf of Synchro Alberta
except where acting as an official covered by the Official’s Competition policy or indicated
otherwise in an agreement/contract)
Mileage will be reimbursed at a rate of $0.40/kilometer.
E. PER DIEMS MILEAGE (applicable to individuals acting in an official capacity on behalf of
Synchro Alberta except where acting as an official covered by the Official’s Competition
policy or indicated otherwise in an agreement/contract)
In Province
$10.00 - breakfast $13.00 - lunch $17.00 – dinner
Out of Province
$11.00 - breakfast $15.00 - lunch $21.00 – dinner
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HOSTING POLICY
Approved December 15, 2008
HOSTING POLICY
Purpose
1. The purpose of this policy is to govern the hosting of a synchronized swim meet in the
province.
Application of this Policy
2. This policy applies to all Synchro Alberta’s Members.
Minimum Requirements for Invitational Synchronized Swimming Meets
3. Members wishing to host an Invitational Synchronized Swimming Meet will submit a
Sanction Request Form at least twenty-one (21) days prior to the hosting of an Invitational
Synchronized Swimming Meet.
4. Members wishing to host an Invitational Synchronized Swimming Meet must secure a
swimming pool with the following dimensions:
a) Figures – 12M x 3M with a minimum depth of 2.5M
b) Routines – 25M x 12M with a minimum depth of 1M
c) An area of 5.5M x 5.5M with a depth of 1.7M
5. A member wishing to host an Invitational Synchronized Swimming Meet who cannot secure
a swimming pool with the requirements listed in section 4 can request special approval in
writing.
Minimum Requirements for Synchro Alberta Qualifiers and Provincials
6. Members wishing to host Synchro Alberta Qualifiers and Provincials will apply as per the bid
process for these events.
7. Members wishing to host the Synchro Alberta Qualifiers and Provincials must secure a
swimming pool with the following dimensions:
a) Figures – 12M x 12M with a minimum depth of 2.5M
b) Routines – 25M x 15M with a minimum depth of 1M
c) An area of 5.5M x 5.5M with a depth of 1.7M
8. A member wishing to host the Synchro Alberta Qualifiers and Provincials who cannot secure
a swimming pool with the requirements listed in section 7 can request special approval in
writing.
On Deck Privileges
9. In order to ensure the safety of Synchro Alberta members, parents and spectators must be
in designated viewing areas at all times during synchronized swimming meets and are not
permitted on the competition pool deck.
10. Deck access is strictly limited to athletes, coaches, volunteers, officials and others as
approved by the Chief Referee of the meet.
11. Infants and toddlers will not accompany a coach, official or volunteer on the pool deck.
Music System
12. All electrical sound system equipment will be a minimum of one (1) metre from the gutter of
the swimming pool and wheels, if applicable, must be in a locked position or be secured to
prevent movement at all times.
Elevated Platforms for Judging
13. Chairs on conventional tables are prohibited from being used for the creation of elevated
platforms for judging. The use of tot docks with chairs and water-polo tables with chairs is
acceptable as a platform system as is the Synchro Alberta elevated platforms.
Policy Manual
40
NEW CLUB APPLICATION POLICY
Approved May 29, 2015
NEW CLUB APPLICATION POLICY
Definitions
1. The following terms have these meanings in this Policy:
a) Board – the Board of Directors of Synchro Alberta.
b) Registrant - Any individual, including but not limited to, coach, athlete, official, volunteer,
director, committee member, parent/guardian, employee or contractor affiliated with a club
and has agreed to abide by Synchro Alberta’s Bylaws, policies, procedures, rules and
regulations.
Preamble
2. Synchro Alberta is continually looking to increase membership and provide more
opportunities for participation in synchronized swimming. To further this goal, Synchro
Alberta is open to affiliating with new clubs and developing synchronized swimming
throughout the province of Alberta. This Policy will assist the Board of Directors, as well as
potential new club members, with making decisions in the best interests of swimming in
Alberta.
Purpose
3. The purpose of this Policy is to describe the application and approval process for new
clubs wishing to affiliate with Synchro Alberta.
MINIMUM REQUIREMENTS
Administrative Documentation
4. To be considered for registration, a club must submit:
a) An application in the manner prescribed by Synchro Alberta (available on the Synchro
Alberta website);
b) Pay the required non-refundable application fee ($250.00).
c) Provide a club name and call letters
d) Current bylaws which must be consistent with those of Synchro Alberta
e) All club policies and procedures which must be consistent with those of Synchro Alberta
and as required by Synchro Alberta’s Club Operations Policy
f) The name, address, phone number and NCCP training of at least one (1) coach
g) The names, addresses, and phone numbers of the Registrant athletes intending to register
with the club (indicating new or existing swimmer)
h) A business plan complete with an operating budget and plan of action with specified
timelines
i) A copy of the Letter of Notification that was sent to all existing clubs in the community
(within a 50 km radius). The Letter of Notification must be sent to all local clubs at the
same time that the new club is working with any conflicting facility to access pool time,
and must describe the new club’s intention to apply for membership with Synchro Alberta
j) The name and address of the pool(s) and facilities to be used or being used by the club
k) Proof of societal or incorporated status or a letter indicating the club’s legal status if not a
society or incorporation
l) Appoint an individual to act as the club’s point of contact
m) Any other information requested by Synchro Alberta.
5. In addition to paragraph 4, to be considered for registration, a club must comply and adhere
with the following requirements:
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NEW CLUB APPLICATION POLICY
Approved May 29, 2015
a) Agree to comply with Synchro Alberta’s governing documents (bylaws, policies,
procedures, rules and regulations);
b) If the club was previously registered, the club must have been be in good standing when
its membership ceased, unless approved otherwise by the Synchro Alberta Board;
a) Register with Synchro Alberta all Registrants and submit the following information of
such Registrants:
i. Designation (Athlete, Coach, Administrator, etc.)
ii. Name
iii. Address
iv. Telephone number
v. Date of Birth
vi. Gender
Timelines
6. The following timelines shall apply:
a) The club membership application must be received by August 1 for the application to
be considered for the next competition season, usually commencing October 1st.
b) The applicant will be advised of the Synchro Alberta Board’s decision, in writing, within
fifteen (15) days of the Board meeting at which the application was considered
c) Should the Board consider the application to be incomplete, it shall return the
application to the applicant for re-submission by a specific date prior to the next Board
meeting.
d) Should the application be approved, the new club may immediately begin operation as
an affiliated club of Synchro Alberta pursuant to Synchro Alberta’s affiliation timelines
and policy.
Decision
7. The decision to admit or deny a club’s registration request will be determined by the Board by
way of Ordinary Resolution, upon their sole discretion, using the following as a guide in its
decision making:
a) The best interests of synchronized swimming in Alberta
b) A commitment to support Synchro Alberta’s values, vision, mission and strategic directions
c) A commitment to by the policies, rules and regulations as approved by Synchro Alberta
d) A commitment to work closely with Synchro Alberta, ensuring that Synchro Alberta is
included and kept apprised of decisions that will have a direct effect on the programs,
services and operations of Synchro Alberta
e) A commitment to establish an annual operating budget
f) The name and call letters of the new club does not infringe upon the recognition of existing
clubs within Alberta nor are they considered offensive or objectionable
g) The new club is offering sufficiently differentiated programs from other program offerings
within the immediate area, region or province.
h) The new club contributes to the introduction of net new swimmers to Synchro Alberta
i) The new club contributes to the retention of existing Synchro Alberta swimmers
j) The new club increases synchronized swimming opportunities for athletes within the
immediate area, region or province.
k) The demographic size of the community is realistic for the existence of multiple clubs, if
applicable
l) The demonstration of cooperation with the operation of existing clubs, in regards to the
allocation of facility time, athlete transfers, officials and coaches, or other issues
m) The demonstration of sound business practices and evidence of long-term financial
viability.
Review
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NEW CLUB APPLICATION POLICY
Approved May 29, 2015
8. If the club is granted affiliate status, Synchro Alberta’s Executive Director shall conduct a
review of the new club’s operations at the end of each of the club’s first two years of
membership.
Non-Transferable
9. Club registration is non-transferable to any other party or entity.
Exception
10. In the case of a new club applying from a community where there are no programs affiliated
with Synchro Alberta, Synchro Alberta reserves the right to adjust the timelines and
approval of the application so long as the application meets the minimum requirements
for membership as described in this Policy.
Right of Waiver
11. Synchro Alberta reserves the right, in its sole discretion, to waive or modify any or all of the
above criteria or steps of procedure, if it deems that waiving or making modifications to
this Policy is in the best interests of synchronized swimming in the province of Alberta.
Interpretation
12. In the event that this Policy conflicts or contradicts the Bylaws of Synchro Alberta, the Bylaws
shall take precedence.
Appeal
13. Decisions made in accordance with this policy may be appealed in accordance with Synchro
Albert’s Appeal Policy.
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OFFICIAL’S CERTIFICATION POLICY
Approved November 25, 2015
OFFICIAL’S CERTIFICATION POLICY
Purpose
1. The purpose of this policy is to govern Synchro Alberta’s officials.
Application of this Policy
2. This policy applies to all Synchro Alberta’s officials and potential officials.
Objectives
3. The objectives of Synchro Alberta’s official’s program is as follows:
a) Promote and deliver the National Official’s Certification Program; and
b) Develop and offer opportunities to improve the skill level of synchro officials.
Officials
4. An Official is a person that is judging or refereeing in synchronized swimming in accordance
with this policy.
Certification
Level 1 and 2
5. Certification for Officials at levels one and two are done through the Synchro Alberta office.
The completion of level 1 or 2 is dependant on two things:
a) Attendance in a clinic
b) Completion of the practical component of the Judges Log Book and Shadow Judging
To complete the “Judge’s Log Book”, you must track the required activities outlined.
i. The Shadow Judging form must be filled out properly, containing the marks of
those judges judging the event and the practice judging mark of the individual.
ii. Once the Log Book is done a copy of this along with the Shadow Judging forms
must to be sent to the Course Conductor.
Synchro Alberta recognizes that each participant will finish each component at different rates
and therefore may only be qualified to judge certain events at any given competition as per the
guidance of the course conductor.
The details pertaining to the Level 1 and 2 courses can be found in the Officials Course Policy.
Level 3 and 4
6. Certification of Officials at Level 3 is done through Synchro Canada and requires the
following:
a) Recommendation by the Synchro Alberta Judge’s Chair to the Synchro Canada Officials
Team (OMT) upon approval by the Synchro Alberta Board;
b) An individual must be an active level 2 Official for at least 3 years;
c) Upon acceptance of the nomination, the candidate must complete an exam given by
Synchro Canada and participate in Shadow Judging as appointed by Synchro Canada;
d) Achieve the appropriate results as deemed by Synchro Canada’s Officials Team (OMT).
Note: In order to maintain Official 3 status the individual must judge at Divisionals and/or
Espoir. However, due to the limited amount of judges each province can send, one may only be
asked to judge at Divisionals and/or Espoir every other year.
Note: Due to the limited numbers of Officials required per province at the Qualifier, Canadian
Open and/or Espoir, Synchro Alberta may nominate no more than 2 people to be an Official 3
each year.
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OFFICIAL’S CERTIFICATION POLICY
Approved November 25, 2015
7. Certification of Officials at Level 4 is done through Synchro Canada and requires the
following:
a) Recommendation by the Synchro Alberta Judge’s Chair to the Synchro Canada Officials
Team (OMT) upon approval by the Synchro Alberta Board;
b) Or be selected by the Synchro Canada OMT based on performance;
c) Upon acceptance of the nomination, the candidate must complete an exam given by
Synchro Canada and participate in Shadow Judging;
d) Achieve the appropriate results as determined by Synchro Canada’s Officials Team
(OMT);
e) The OMT reserves the right to reject a nomination prior to the written exam.
Note: In order to maintain Official 4 status the candidate must judge at a National level.
However, due to the limited amount of judges each province can send, the candidate may only
be asked to judge at National’s every other year.
To assist with an officials’ status, the OMT tracks the individuals judging hours and records the
statistics. If at any time the OMT believes that an officials judging is not on par with other
officials, that individual may be asked to step down.
Recertification
8. All Officials must re-certify as per Synchro Alberta rule 5.4. Judges at level 1 and 2 will do
this through Synchro Alberta, Judges at level 3 and up will recertify as per the Synchro
Canada OMT guidelines.
9. Recertification shall preferably be done through a clinic/workshop hosted by Synchro
Alberta. If an official is unable to attend the planned recertification clinic or workshop other
activities as outlined below may be used upon pre-approval from the Judge’s’ Chair.
Officials who require recertification will receive notice from Synchro Alberta.
10. List of acceptable activities to re-certify includes but is not limited to the following:
 Re-cert exam (open book)
 Synchro Alberta officials course
 Synchro Alberta officials workshop/clinic
 Shadow judging
 Routine analysis sessions (via movie events in Edmonton and Calgary)
*Please note: The Synchro Alberta’s Judge’s Chair must approve the choice of activity.
Inactive
11. A Trained 1 Official will be deemed inactive when they have failed to complete their shadow
judging within two years of their course completion date. If the Trained 1 Official wishes to
continue their shadow judging toward Level 1 Certification they must participate in a Re-cert
Clinic or repeat the Level 1 course at the discretion of the Judges Chair.
12. An official will be deemed inactive if they have not judged a minimum number of events as
determined by the Judge’s Chair during an entire season, regardless of whether they
register as an official or not. Synchro Alberta will notify officials, which have been
categorized as inactive at the start of each season. If the official wishes to become active,
this individual must notify Synchro Alberta of their intent and have their choice of
recertification activities approved by the Judge’s Chair.
13. Officials who have been inactive for two years must write the re-cert exam before judging or
refereeing. You may be asked to participate in a clinic/workshop and/or shadow judging if
there are any major changes, which would affect the way one judges.at the discretion of the
Judge’s Chair.
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OFFICIAL’S CERTIFICATION POLICY
Approved November 25, 2015
13. Officials who have been inactive for more than two years must take the portions of the
official’s course as deemed by the Judge’s Chair. Following the course, shadow judging
requirements will be determined on an individual basis by the Judge’s Chair.
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OFFICIAL’S COMPETITION POLICY
Approved September 2, 2014
OFFICIAL’S COMPETITION POLICY
Purpose
1. The purpose of this policy is to govern assignment and reimbursement of Synchro Alberta’s
officials.
Application of this Policy
2. This policy applies to all Synchro Alberta’s officials at Synchro Alberta sanctioned meets
hosted within the province.
Assignment
3. The assignment of officials for meets within the province will be handled by the Judge’s
Chair, Assistant Judge’s Chair and Technical Coordinator of Synchro Alberta.
Local Competitions
6. A competition is considered local to the official if the official travels no further than the
greater area of the city or town of their residency (typically within a 100 km radius).
Out of Town Competitions
7. A competition is considered to be out of town if the official travels further than the greater
area of the city or town of their residency (typically beyond a 100 km radius).
Reimbursement
8. Official Reimbursement Categories
a) Official (no-conflict) – those individuals acting as an official only – 100% of expenses
reimbursed as per the following guidelines.
b) Official (conflict) – any individual acting as an official for events that has a conflict as per
CASSA rules – reimbursement will be prorated based on conflict availability and will be
communicated to the official prior to the event by the Technical Coordinator and to the
host club.
9. Officials Reimbursement Guidelines
a) Mileage will be provided to officials that live outside the city limits of the event that
requires travel of a minimum of 60 km or more one way.
b) Mileage is provided on a per vehicle basis. The mileage rate is $0.25/km for a single
driver and $0.40 for a carpooled vehicle with more than one official in it.
c) Rental vehicles or airfare will only be reimbursed up to the price of a single driver
mileage rate, extenuating circumstances may be considered by the Judges’ Chair and/or
Technical Coordinator.
d) Officials who will be traveling on busses with a club will not be eligible for any driving
expenses.
e) Shared accommodations of 2 per room (where necessary) should be arranged and paid
for by the host club at the discretion of Judges’ Chair and/or Technical Coordinator.
Officials who choose not to share a room will only be reimbursed up to 50% of their cost
of accommodation that is equivalent to the rate paid by the host club.
f) The host club will communicate to the officials which meals will be provided at the event.
In the event that the host club does not provide a meal or meals, a per diem as outlined
below will be provided for all full meals not supplied at the pool.
i. In Province $10.00 - breakfast $13.00 - lunch $17.00 – dinner
ii. Please note: officials who choose to forfeit a meal provided by the host club are
not eligible to claim the per diem amount.
g) Individuals cannot claim expenses that are being reimbursed by other sources.
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OFFICIAL’S COMPETITION POLICY
Approved September 2, 2014
h) Officials that require reimbursement must fill out a “Officials Expense Form”, which will
be provided by the host club and must return it to the meet manager no later than seven
days following the competition.
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OFFICIAL’S COURSE POLICY
Approved September 2, 2014
OFFICIAL’S COURSE POLICY
Purpose
1. The purpose of this policy is to govern Synchro Alberta official’s courses.
Application of this Policy
2. This policy applies to all officials’ courses offered by Synchro Alberta within the province.
Level 1
3. The level 1 course will cost $130 per candidate where the candidate will be reimbursed
$100, after completing certification and judging, by the end of Synchro Alberta’s fiscal year
end.
4. Courses are typically run in November out of Edmonton and Calgary. A minimum of 10
participants must be registered and have submitted their registration fee by a specified
deadline in order for the course to go. If the minimum number is not met, Synchro Alberta at
its’ discretion will determine whether or not to cancel. If cancelled, they will notify all
candidates of the cancelation and make arrangements to refund their registration fees.
Synchro Alberta will decide whether or not another course date will be set or if the course
will be postponed until the following season.
5. In the event that clubs request courses to be held outside of Edmonton and Calgary, the
following conditions apply.
a) The host club must have a minimum of 5 participants from their club registered for the
course. Registration fees must be received in the office by the deadline.
b) A hosting fee of $150 will be assessed to the host club to offset some of the travel
expenses of the course conductor if travel beyond 100 km is required to the host club.
c) The course conductor will be reimbursed by Synchro Alberta for travel costs including
mileage, hotel and per diems, as applicable and outlined in the Finance Policy.
Note: Synchro Alberta reserves the right to decide whether or not such a request can be
accommodated. If the minimum amount of participants is not met, Synchro Alberta
reserves the right to cancel the course.
Level 2
6. The level 2 course will cost $30 per candidate.
7. Courses are typically run in November out of Edmonton and Calgary where a minimum of 6
participants must be registered and have submitted their registration fee by a specified
deadline in order for the course to go. If the minimum number is not met, Synchro Alberta at
its’ discretion will determine whether or not to cancel. If cancelled, they will notify all
candidates of the cancelation and make arrangements to deal with their registration fees. At
this time Synchro Alberta will decide whether or not another course date will be set or if the
course will be postponed until the following season.
8. In the event that clubs request courses to be held outside of Edmonton and Calgary, the
following conditions apply.
a) The host club must have a minimum of 5 participants from their club registered for the
course. Registration fees must be received in the office by the deadline.
b) A hosting fee of $150 will be assessed to the host club to offset some of the travel
expenses of the course conductor if travel beyond 100 km is required to the host club.
c) The course conductor will be reimbursed by Synchro Alberta for travel costs including
mileage, hotel and per diems, as applicable and outlined in the Finance Policy.
Note: Synchro Alberta reserves the right to decide whether or not such a request can be
accommodated. If the minimum amount of participants is not met, Synchro Alberta
reserves the right to cancel the course.
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OFFICIAL’S COURSE POLICY
Approved September 2, 2014
Considerations for Running a Course with Less than Minimum Numbers
9. Minimal to no facility rental costs will be incurred. Either the facility will charge a nominal fee
or this course will be hosted within an individual’s home.
10. If the course will be hosted within a home, the course conductor for this course must be
confident that any equipment requirements are met or alternatives can be used.
11. Synchro Alberta may reduce the registration fee however they will reserve the right to
maintain the same fee if deemed necessary.
Final Decision
12. The final decision of running all courses will be made by the Synchro Alberta Judge’s Chair
and Technical Coordinator.
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PRIVACY POLICY
Approved November 6, 2014
PRIVACY POLICY
*For not-for-profit organizations in Alberta, the privacy of personal information is governed,
federally, by the Personal Information Protection and Electronic Documents Act (PIPEDA) and,
provincially, by the Personal Information Privacy Act (PIPA). This Policy is based on the
standards required by PIPEDA and PIPA as interpreted by Synchro Alberta*
Definitions
1. The following terms have these meanings in this Policy:
a) “Personal Information” – any information about an individual that relates to the person’s
personal characteristics including, but not limited to: gender, age, income, home address,
home phone number, ethnic background, family status, health history, and health
conditions
b) “Stakeholder” – Individuals employed by, or engaged in activities on behalf of, Synchro
Alberta including: coaches, staff members, contract personnel, volunteers, managers,
administrators, committee members, and directors and officers of Synchro Alberta
c) “Participants” – All categories of membership defined in the Synchro Alberta By-laws as
well as all individuals employed by, or engaged in activities with, Synchro Alberta
including, but not limited to, athletes, coaches, officials, volunteers, administrators, and
directors and officers of Synchro Alberta
Purpose
2. Synchro Alberta recognizes Participants’ right to privacy with respect to their Personal
Information. This Policy describes the way that Synchro Alberta collects, uses, safeguards,
discloses, and disposes of Personal Information.
Application of this Policy
3. This Policy applies to all Stakeholders and Participants.
Obligations
4. Synchro Alberta is obligated to follow and abide by PIPEDA and PIPA in all matters involving
the collection, use, and disclosure of Personal Information.
5. In addition to fulfilling the legal obligations required by PIPEDA and PIPA, Stakeholders will
not:
a) Publish, communicate, divulge, or disclose to any unauthorized person, firm, corporation,
or third party any Personal Information without the express written consent of the
Participant
b) Knowingly place themselves in a position where they are under obligation to any
organization to disclose Personal Information
c) In the performance of their official duties, disclose Personal Information to family
members, friends, colleagues, or organizations in which their family members, friends, or
colleagues have an interest
d) Derive personal benefit from Personal Information that they have acquired during the
course of fulfilling their duties with Synchro Alberta
e) Accept any gift or favour that could be construed as being given in anticipation of, or in
recognition for, the disclosure of Personal Information
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PRIVACY POLICY
Approved November 6, 2014
Accountability
6. The Privacy Officer is responsible for the implementation of this policy and monitoring
information collection and data security, and ensuring that all staff receives appropriate
training on privacy issues and their responsibilities. The Privacy Officer also handles personal
information access requests and complaints. The Privacy Officer may be contacted at the
following address:
Synchro Alberta
11759 Groat Road
Edmonton, AB
T5M 3K6
Tel: 780-415-1789
Email: jluzia@synchroalberta.com
7. The Privacy Officer will:
a) Implement procedures to protect personal information
b) Establish procedures to receive and respond to complaints and inquiries
c) Record all persons having access to personal information
d) Ensure any third party providers abide by this policy
e) Train and communicate to staff information about the Synchro Alberta’s privacy policies
and practices.
Identifying Purposes
8. Synchro Alberta may collect Personal Information from Members and prospective Members
for purposes that include, but are not limited to:
Communications
a) Sending communications in the form of e-news or a newsletter with content related to
Synchro Alberta programs, events, fundraising, activities, discipline, appeals, and other
pertinent information
b) Publishing articles, media relations and postings on Synchro Alberta website, displays or
posters
c) Award nominations, biographies, and media relations
d) Communication within and between Stakeholders and Members
e) Discipline results and long term suspension list
f) Checking residency status
Registration, Database Entry and Monitoring
g) Registration of programs, events and activities
h) Database entry at the Coaching Association of Canada and to determine level of coaching
certification coaching qualifications and coach selection.
i) Database entry to determine level of officiating certification and qualifications
j) Determination of eligibility, age group and appropriate level of play/competition
k) Registration, outfitting uniforms, and various components of athlete and team selection
l) Technical monitoring, officials training, educational purposes, sport promotion, and
media publications
Sales, Promotions and Merchandising
m) Purchasing equipment, coaching manuals, resources and other products
n) Promotion and sale of merchandise
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General
o) Travel arrangement and administration
p) Implementation of Synchro Alberta screening program
q) Medical emergency, emergency contacts or reports relating to medical or emergency
issues
r) Determination of membership demographics and program wants and needs
s) Managing insurance claims and insurance investigations
t) Video recording and photography for personal use, and not commercial gain, by
spectators, parents and friends
u) Video recording and photography for promotional use, marketing and advertising by
Synchro Alberta
v) Payroll, honorariums, company insurance and health plans
9. Stakeholders may collect Personal Information from Members and prospective Members for
other purposes, provided that documented consent specifying the use of the Personal
Information is obtained from the Members or prospective Members.
Consent
10. By providing Personal Information to Synchro Alberta, Participants are implying their
consent to the use of that Personal Information for the purposes identified in the Identifying
Purposes section of this Policy.
11. At the time of the collection of Personal Information and prior to the use or disclosure of the
Personal Information, Synchro Alberta will obtain consent from Participants by lawful means.
Synchro Alberta may collect Personal Information without consent when it is reasonable to do
so and permitted by law.
12. In determining whether to obtain written or implied consent, Synchro Alberta will take into
account the sensitivity of the Personal Information, as well the Participants’ reasonable
expectations. Participants may consent to the collection and specified use of Personal
Information in the following ways:
a) Completing and/or signing an application form
b) Checking a check box, or selecting an option (such as ‘Yes’ or ‘I agree’)
c) Providing written consent either physically or electronically
d) Consenting orally in person
e) Consenting orally over the phone
13. Synchro Alberta will not, as a condition of providing a product or service, require Participants
to consent to the use, collection, or disclosure of Personal Information beyond what is required
to fulfill the specified purpose of the product or service.
14. A Participant may withdraw consent in writing, at any time, subject to legal or contractual
restrictions. Synchro Alberta will inform the Participant of the implications of withdrawing
consent.
15. Synchro Alberta will not obtain consent from Participants who are minors, seriously ill, or
mentally incapacitated. Consent from these individuals will be obtained from a parent, legal
guardian, or a person having power of attorney.
16. Synchro Alberta is not required to obtain consent for the collection of Personal Information,
and may use Personal Information without the Participant’s knowledge or consent, only if:
a) It is clearly in the Participant’s interests and the opportunity for obtaining consent is not
available in a timely way
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PRIVACY POLICY
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b) Knowledge and consent would compromise the availability or accuracy of the Personal
Information and collection is required to investigate a breach of an agreement or a
contravention of a federal or provincial law
c) An emergency threatens a Participant’s life, health, or security
d) The information is publicly available as specified in PIPEDA and/or PIPA
17. Synchro Alberta is also not required to obtain consent for the collection of Personal
Information if the information is for journalistic, artistic, or literary purposes.
18. Synchro Alberta may disclose Personal Information without the Participant’s knowledge or
consent only:
a) To a lawyer representing Synchro Alberta
b) To collect a debt that the Participant owes to Synchro Alberta
c) To comply with a subpoena, a warrant, or an order made by a court or other body with
appropriate jurisdiction
d) To a government institution that has requested the information and identified its lawful
authority, if that government institution indicates that disclosure is for one of the following
purposes: enforcing or carrying out an investigation, gathering intelligence relating to any
federal, provincial, or foreign law, national security or the conduct of international affairs,
or administering any federal or provincial law
e) To an investigative body named in PIPEDA or PIPA or a government institution, if Synchro
Alberta believes the Personal Information concerns a breach of an agreement,
contravenes a federal, provincial, or foreign law, or if Synchro Alberta suspects the
Personal Information relates to national security or the conduct of international affairs
f) To an investigative body for purposes related to the investigation of a breach of an
agreement or a contravention of a federal or provincial law
g) In an emergency threatening a Participant’s life, health, or security (Synchro Alberta will
inform the Participant of the disclosure)
h) To an archival institution
i) 20 years after the individual's death or 100 years after the record was created
j) If it is publicly available as specified in PIPEDA and/or PIPA
k) If otherwise required by law
Accuracy, Retention, and Openness
19. In order to minimize the possibility that inappropriate Personal Information may be used to
make a decision about a Participant, Personal Information will be accurate, complete, and as
up-to-date as is necessary for the purposes for which it will be used.
20. Personal Information will be retained as long as reasonably necessary to enable participation
in Synchro Alberta programs, events, and activities, and in order to maintain historical records
as may be required by law or by governing organizations.
21. Stakeholders will be made aware of the importance of maintaining the confidentiality of
Personal Information and are required to comply with Synchro Alberta’s Confidentiality Policy.
22. Personal Information will be protected against loss or theft, unauthorized access, disclosure,
copying, use, or modification by security safeguards appropriate to the sensitivity of the
Personal Information.
23. Personal Information that has been used to make a decision about a Participant will be
maintained for a minimum of one year in order to allow the individual the opportunity to access
the Personal Information after the decision has been made.
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24. Synchro Alberta will make the following information available to Participants:
a) This Privacy Policy
b) Any additional documentation that further explains Synchro Alberta’s Privacy Policy
c) The name or title, and the address, of the person who is accountable for Synchro Alberta’s
Privacy Policy
d) The means of gaining access to Personal Information held by Synchro Alberta
e) A description of the type of Personal Information held by Synchro Alberta, including a
general account of its use
f) Identification of any third parties to which Personal Information is made available
Access
25. Upon written request, and with assistance from Synchro Alberta after confirming the
Participant’s identity, Participants may be informed of the existence, use, and disclosure of
their Personal Information and will be given access to that Personal Information. Participants
are also entitled to be informed of the source of the Personal Information, and provided with
an account of third parties to which the Personal Information has been disclosed.
26. Unless there are reasonable grounds to extend the time limit, requested Personal Information
will be disclosed to the Participant, at no cost to the Participant, within thirty (30) days of
receipt of the written request.
27. Participants may be denied access to their Personal Information if the information:
a) Is prohibitively costly to provide
b) Contains references to other individuals
c) Cannot be disclosed for legal, security, or commercial proprietary purposes
d) Is subject to solicitor-client privilege or litigation privilege
28. If Synchro Alberta refuses a request for Personal Information, it shall inform the Participant
the reasons for the refusal and identify the associated provisions of PIPEDA and/or PIPA that
support the refusal.
Compliance Challenges
29. Participants are able to challenge Synchro Alberta for its compliance with this Policy.
30. Compliance challenges shall be addressed under Synchro Alberta’s Discipline and
Complaints Policy, with the person accountable for Synchro Alberta’s Privacy Policy serving
as the Respondent. Synchro Alberta must:
a) Record the date that the challenge was received
b) Within seven (7) days of receiving the challenge, acknowledge receipt of the challenge
and clarify the nature of the challenge by way of telephone conversation
c) Appoint a Case Manager; pursuant to Synchro Alberta’s Discipline and Complaints Policy,
who shall follow Synchro Alberta’s Discipline and Complaints Policy in order to resolve the
challenge
d) Take any relevant steps to rectify the challenge, which may include amending Synchro
Alberta’s Privacy Policy and/or sanctioning certain Stakeholders (pursuant to the
Sanctions section of Synchro Alberta’s Discipline and Complaints Policy)
31. Synchro Alberta will not dismiss, suspend, demote, discipline, harass, or otherwise
disadvantage any Synchro Alberta Participant or Stakeholder who:
a) Challenges Synchro Alberta for its compliance with this Policy
b) Refuses to contravene this Policy, PIPEDA, or PIPA
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c) Takes precautions not to contravene this Policy, PIPEDA, or PIPA; even though said
precautions may be in opposition to the regular duties performed by the Participant or
Stakeholder
Website Copyright and Legal Disclaimer
32. This website is created and controlled by Synchro Alberta in the province of Alberta and as
such, the laws of the province of Alberta will govern these disclaimers, terms, and conditions.
33. This website is a product of Synchro Alberta. The information on this website is provided as a
resource to those interested in Synchro Alberta. Synchro Alberta disclaims any representation
or warranty, express, or implied, concerning the accuracy, completeness, or fitness for a
particular purpose of the information. Persons accessing this information assume full
responsibility for the use of the information and understand and agree that Synchro Alberta is
not responsible or liable for any claim, loss, or damage arising from the use of this information.
Reference to specific products, processes, or services does not constitute or imply
recommendation or endorsement by Synchro Alberta. Synchro Alberta reserves the right to
make changes to this website at any time without notice.
34. Links made available through this website may allow you to leave Synchro Alberta site. Please
be aware that the internet sites available through these links are not under the control of
Synchro Alberta. Therefore, Synchro Alberta does not make any representation to you about
these sites or the materials available there. Synchro Alberta is providing these links only as a
convenience to you, and in no way guarantees these links and the material available there.
Synchro Alberta is not responsible for privacy practices employed by other companies or
websites.
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SANCTIONING POLICY
Approved August 8, 2011
SANCTIONING POLICY
ONLY THOSE ACTIVITIES SANCTIONED BY SYNCHRO ALBERTA AS PER THIS POLICY
ARE CONSIDERED COVERED UNDER OUR INSURANCE POLICIES
Purpose
1. Synchro Alberta is committed to providing a safe environment and fair competition for all its
members. Irresponsible behavior, unfair competition or an unsafe environment can result in
severe damage to the sport of synchronized swimming and Synchro Alberta members. This
Policy provides guidelines and regulations for Synchro Alberta Members wishing to run
events, programs and competitions helping to ensure a safe and fair event as well as to
provide for the health and welfare of its participants.
As a member of Synchro Alberta certain activities will be pre-sanctioned and others require
that a sanction be requested as defined in this policy.
Scope and Application of this Policy
2. This Policy applies to all activities, events and competitions participated in, organized by and
run by Synchro Alberta Members.
Pre-Sanctioning
3. Synchro Alberta Members are pre-sanctioned for the following activities provided the Club
Pre-Sanction Form has been submitted and approved by Synchro Alberta for such activities:
a. Weekly Club Pool Training or Practices;
b. Dryland Training;
c. Athlete and coach participation in Synchro Alberta sanctioned meets;
d. Recreational testing that does not involve certified officials;
e. Meetings – Board of Directors, Committee, General, Special and Parent Orientations
Sanctions Required
4. Those activities that are not pre-sanctioned require a sanction as per the outlined
requirements. Those activities include but are not limited to:
a. Exhibition;
b. Demonstration;
c. Water Show;
d. Fundraiser (that is an organized group activity);
e. Synchro Camps or Educational Clinics;
f. Hosting Competitions/Activities using certified officials and/or presenting awards;
g. Out of Province Travel for competition or training;
h. Testing involving certified officials;
i. Promotions, advertising and marketing events;
j. Out of pool club activities.
Requesting a Sanction
5. A Synchro Alberta Member requesting a sanction must submit the proper Sanction Request
Form and fee to the Synchro Alberta office twenty-one (21) days prior to the activity, event
or competition.
6. A Synchro Alberta Member requesting a sanction with less than twenty-one (21) days notice
will provide a written statement giving reasons for an exemption to this limitation. The
decision to accept, or not accept, the sanction request will be at the sole discretion of
Synchro Alberta. This decision may not be appealed.
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7. The applicable Sanction Request Form will be approved or denied by Synchro Alberta. If
the Sanction is denied, Synchro Alberta will provide reasons for its decision.
8. A Sanction is not effective until signed by a person with proper authority of Synchro Alberta.
9. Sanctions are non-transferable.
Sanctioning Requirements
10. All Synchro Alberta sanctioned events, activities and competitions must follow the official
rules and guidelines of Synchro Alberta.
11. All participants, athletes, coaches and judges participating in the activity, event or
competition must be registered members in good standing with Synchro Alberta, unless
deemed a guest in accordance with item 13.
12. Alcohol is prohibited at all sanctioned events.
Guests
13. Non-members of Synchro Alberta are considered guests if they are participating in an event,
activity or competition within the jurisdiction of Synchro Alberta on a one-time basis.
Synchro Alberta Members including guests in their activity, event or competition must
maintain a guest list that includes names and contact information for verification should
there be any incident.
Sanction Refusals
14. Synchro Alberta may refuse or cancel a sanction for the following reason(s), including but
not limited to:
a. Poor prior performance of a sanctioned event, activity or competition;
b. Failure to meet sanction conditions;
c. Concerns that the Member requesting the sanction is not capable of meeting the
Synchro Alberta sanctioning/safety requirements, or other factors relating to
operations;
d. Insufficient time to process the sanction request;
e. Incomplete sanction request;
f. Failure to pay the sanctioning fee;
g. Being deemed a member not in good standing;
h. Failing to comply with the conditions of the sanction;
i. Any other issue or matter which Synchro Alberta deems a concern which may
affect Synchro Alberta’s ability to obtain insurance coverage, or;
j. Such other matters as Synchro Alberta may consider in preserving the reputation
of the association and/or reasonable safety concerns.
Sanction Fee Refunds
15. Sanction fees are non-refundable. In the instance of sanctions for the hosting of qualifier or
provincial events $250 of the fee will be returned to the host club upon submission of their
final financial statements and payment of their awards invoice within 60 days of the event.
Violations
16. Conduct that violates this Policy may be subject to sanctions pursuant to Synchro Alberta’s
policies related to discipline and complaints.
Fines
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17. Any event that takes place without a sanction or with a sanction that is not reflective of the
event is subject to a $50.00 fine.
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SCREENING POLICY
Approved November 22, 2008
SCREENING POLICY
Purpose
1. Screening of personnel and volunteers is an important part of providing a safe environment
among sport organizations, which provide programs and services to youth and people with
disabilities. Synchro Alberta is responsible, at law, to do everything reasonable to provide a
safe and secure environment for participants in its programs, activities and events. Synchro
Alberta takes very seriously, and is committed to, fulfilling the duty of care it owes to its
members.
2. The purpose of screening is to identify individuals within Synchro Alberta who pose a risk to
children, youth and people with disabilities.
Policy Statement
3. Not all personnel affiliated with Synchro Alberta will be required to undergo screening
through a Police Records Check (“PRC”), as not all positions pose a risk of harm to Synchro
Alberta or its members.
4. Persons who will be subject to screening through a PRC are those who work closely with
minor athletes, athletes with a disability and who occupy positions of trust and authority
within Synchro Alberta programs. Such ‘designated positions’ include:
a. All individuals in paid staff positions;
b. All persons affiliated with clubs, whether paid or volunteer, including but not
limited to, coaches, chaperones and drivers.
5. It is Synchro Alberta’s policy that:
a. The recruitment process for all ‘designated positions’ may involve:
i. Requiring the candidate to complete an application form for the position;
ii. Interviewing the candidate for the position; and
iii. Checking a minimum of two references, one of which will be specific to
working with children or youth.
b. PRCs will be mandatory for all persons in ‘designated positions’. There will be no
exceptions.
c. Failure to participate in the PRC process as outlined in this policy will result in
ineligibility for the ‘designated position’.
d. Synchro Alberta will not knowingly fill a ‘designated position’ with a person who
has a conviction for a ‘relevant offence’ as defined in this policy.
e. A person in a ‘designated position’ will be provided an orientation session that
will explain performance expectations and provide the training necessary for
satisfactory performance.
f. If a person in a ‘designated position’ subsequently receives a conviction for, or be
found guilty of, a relevant offences, he/she will report this circumstance
immediately to Synchro Alberta.
Screening Committee
6. The implementation of this policy is the responsibility of the Screening Committee, a
committee of one - three persons appointed by the Board of Directors for a term of two
years.
7. The Screening Committee will carry out its duties in an independent manner and at armslength from the Board of Directors and the staff of Synchro Alberta.
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8. The Screening Committee is responsible for receiving and reviewing all PRCs and, based
on such reviews, making decisions regarding the appropriateness of individuals occupying
‘designated positions’. The Screening Committee may approve an individual’s participation
in a ‘designated position’, may deny an individual’s participation in a ‘designated position’ or
may approve an individual’s participation in a ‘designated position’ subject to terms and
conditions as the Screening Committee deems appropriate.
9. In carrying out its duties, the Screening Committee may consult with independent experts
including lawyers, police, risk management consultants or volunteer screening specialists.
The decisions of the Screening Committee are final and binding and may not be appealed.
Procedure
10. Each person subject to this policy will apply for and obtain a PRC at their local police
detachment. If there is a charge to obtain the PRC, Synchro Alberta will only reimburse
permanent staff for such expense.
11. Each person subject to this policy will submit the original copy of their PRC to the Screening
Committee, c/o Synchro Alberta at its head office, in an envelope marked ‘Confidential’.
12. The Screening Committee will review all PRCs received and will determine whether the PRC
reveals a relevant offence. The Screening Committee will render its decision in accordance
with paragraph 8 and will notify the person and Synchro Alberta of its decision in writing.
The original copy of the PRC will be destroyed or returned to the person who supplied it.
13. PRCs are valid for a period of two years.
14. If a person has been screened and approved by a member club, Synchro Alberta will
confirm such approval and not require a second screening.
Relevant Offences
15. For the purposes of this policy, a ‘relevant offence’ is any of the following offences for which
pardons have not been granted:
a. If imposed in the last five years:
i. Any criminal offence involving the use of a motor vehicle, including but
not limited to impaired driving; or
ii. Any violations for trafficking under the Controlled Drug and Substances
Act.
b. If imposed in the last ten years:
i. Any crime of violence including but not limited to, all forms of assault; or
ii. Any criminal offence involving a minor or minors.
c. If imposed at any time:
i. Any criminal offence involving the possession, distribution, or sale of any
child-related pornography;
ii. Any sexual offence involving a minor or minors; or
iii. Any offence involving fraud.
Records
16. The Screening Committee will retain no copies of PRCs, but may retain written records of its
communications with the persons submitting the PRC and with Synchro Alberta. All records
will be maintained in a confidential manner and will not be disclosed to others except as
required by law, or for use in legal, quasi-legal or disciplinary proceedings.
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Review and Approval
17. This policy is not a static document. On an annual basis, it will be reviewed by the Board of
Directors with input from the Screening Committee.
Appendix “A”
Phased Implementation of this Policy
18. This policy will be implemented in a phased manner as follows:
a. For those individuals in ‘designated positions’ who are in full-time, continuing
employment contracts, this policy will take effect February 1, 2009.
b. For those individuals who are in ‘designated positions’ who are in short term
contracts, this policy will take effect upon the renewal of such contracts.
c. For those individuals not yet hired for or appointed to ‘designated positions’, this
policy will take effect immediately.
19. Where required, Synchro Alberta will revise all contracts of employment and contracts for
services, as they come up for revision or renewal, to reflect the requirements of this policy.
This policy will be communicated immediately to all staff and volunteers of Synchro Alberta
who will be affected by this policy, and will be incorporated into Synchro Alberta’s Personnel
Policy when that policy is next reviewed and consolidated.
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