Clinics and Camps Sanctioning Policy
TRIATHLON ONTARIO
Sanctioning Policy for Clinics and Camps
1. Sanctioning
Part of the TRIATHLON ONTARIO (TRIATHLON ONTARIO) mandate is to ensure safe and fair environment for all members. Sanctioning of clinics and camps is an integral part of that mandate.
Sanctioning is a good idea because it;
1. Recognizes the environment is safe for all who attend.
2. Includes a comprehensive insurance package
3. insures that the coaches and clinicians are properly trained and certified
4. insures that all appropriate screening procedures have taken place
2. Sanctioning Information
The following provides some information on the sanctioning process for clinics and camps in
Authority
TRIATHLON ONTARIO is the provincial governing body for triathlon, duathlon, winter triathlon, aquathlons and other multi-sport events in
Purpose of Sanctioning
The purpose of sanctioning is to offer guidelines and assistance to coaches and clinicians in providing a safe and fair environment as well as to provide for the health, welfare and safety of its participants including athletes, staff, coaches, and volunteers.
Process
Sanction Forms for races must arrive, in the designated format with all required attachments, in the TRIATHLON ONTARIO office, no less than 3 weeks in advance. This allows time for the Administrator of Technical Programmes to review the documents. These forms can be downloaded from the TRIATHLON ONTARIO website or by contacting TRIATHLON ONTARIO office for the electronic files.
Upon approval of the event and receipt of the sanctioning fee, the Administrator of Technical Programmes will advise the coach or clinician and provide the following information:
1. Letter indicating that the event is sanctioned
2. Posting as a sanctioned event on the TRIATHLON ONTARIO website’s clinics and camps calendar.
3. a form to Request Insurance Certificates
Sanction Fee Refunds
Partial sanction fees will be refunded as follows;
1. If the camp director voluntarily withdraws the application within 14 days of TRIATHLON ONTARIO’s receipt of the sanction documents, the coach or clinician will have 50% of the fee returned
No sanction fees will be refunded in the following cases:
1. Failure to comply with the sanction documents submitted;
2. Where TRIATHLON ONTARIO removes the sanction due to last-minute changes in location, or personnel
3. More than 14 days after sanction papers have been received.
Compliance
Sanctioned clinics and camps must meet the following criteria:
1. The Head Coach must be “fully certified” in the new NCCP Introduction to Competition (
2. Assistant coaches may be “in training” provided they meet all other criteria
3. All coaches, assistants must provide current (less than 1 year old at the time of the clinic or camp) Police Security Checks with Vulnerable Sector Checks* (Due to recent changes in the process for obtaining vulnerable sector checks this requirement is under review. Until further notice a current Police Security Checks will meet the requirement) . Copies must be attached to the sanction application in a sealed envelope. They will only be opened and retained by the Executive Director in a locked and secure place in the TRIATHLON ONTARIO office.
4. Camp or clinic participants must be supervised AT ALL TIMES during workouts ie. From the start of the first person until the last person has left the finished.
5. In the case of minors – participants must be supervised AT ALL TIMES (including travel to and from the camp, and before and after the workouts). Minors may not be left in the care of anyone who has not produced the required Police and Vulnerable Sector Checks.
6. An appropriate EAP (Emergency Action Plan) must be provided with the sanction application. The EAP may be amended at the camp to reflect existing situations and must be in the possession of the head coach at all times.
7. In the case of swim workouts, qualified safety personnel ie lifeguards or such, must be present at all times with all appropriate safety equipment.
8. The Head Coach will have the following information in their possession at all times during the camp or clinic:
a. Signed waivers for all participants (copies will be provided to TRIATHLON ONTARIO on demand)
b. A current and appropriate EAP including on site contact information for all coaches
c. Medical history forms for all participants
d. In the case of minors – signed “Permission to Provide Medical Care In the Case of an Emergency” forms
e. A stocked first aid kit
Refusal
Sanctioning of any clinic or camp in
1. Poor past performance;
2. Failure to adequately supervise the participants;
3. Insufficient time to process the sanctioning request;
5. Incomplete sanctioning requests;
6. Outstanding past requirements and obligations;
7. Not being a member on good standing of TRIATHLON ONTARIO ie. Fees outstanding from the previous season;
8 Failing to comply with conditions of sanctioning;
9. Any other issue, which TRIATHLON ONTARIO deems, is a serious concern, which may affect TRIATHLON ONTARIO’s ability to obtain insurance coverage; or
10. Such other matters as TRIATHLON ONTARIO may consider in preserving the reputation of the association and/or reasonable safety concerns.
3. Review and Approval
This policy was approved by the Board of Directors on January 19, 2008 and will be reviewed annually.
