Policies

Ontario Blind Sports Association

Code of Conduct and Ethics

Definitions

1. The following terms have these meanings in this Code:
   1. Association – Ontario Blind Sports Association.
   2. Athlete Support Personnel – Any coach, trainer, manager, agent, team staff, official, medical, paramedical personnel, parent or any other person working with, treating or assisting an athlete participating in or preparing for sports competition. 
   3. Bullying – Offensive behaviour and/or abusive treatment of a Participant that typically, but not always, involves an abuse of power.
   4. Harassment – A vexatious comment (or comments) or conduct against a Participant or group, regardless of whether the comment or conduct occurs in person or via any other media, including social media, which is known or ought to reasonably be known to be unwelcome. Types of behaviour that constitute Harassment include, but are not limited to:
      1. Written or verbal abuse, threats, or outbursts;
      2. Persistent unwelcome remarks, jokes, comments, innuendo, or taunts;
      3. Racial harassment, which is racial slurs, jokes, name calling, or insulting behaviour or terminology that reinforces stereotypes or discounts abilities because of racial or ethnic origin;
      4. Leering or other suggestive or obscene gestures;
      5. Condescending or patronizing behaviour which is intended to undermine self-esteem, diminish performance or adversely affect working conditions;
      6. Practical jokes which endanger a person’s safety, or which may negatively affect performance;
      7. Hazing, which is any form of conduct which exhibits any potentially humiliating, degrading, abusive, or dangerous activity expected of a junior-ranking individual by a more senior individual, which does not contribute to either individual’s positive development, but is required to be accepted as part of a team or group, regardless of the junior-ranking individual’s willingness to participate. This includes, but is not limited to, any activity, no matter how traditional or seemingly benign, that sets apart or alienates any teammate or group member based on class, number of years on the team or with the group, or ability;
      8. Unwanted physical contact including, but not limited to, touching, petting, pinching, or kissing;
      9. Deliberately excluding or socially isolating a person from a group or team;
      10. Persistent sexual flirtations, advances, requests, or invitations;
      11. Physical or sexual assault;
      12. Behaviours such as those described above that are not directed towards a specific person or group but have the same effect of creating a negative or hostile environment; and
      13. Retaliation or threats of retaliation against a person who Reports harassment to the Association
   5. Participant – Refers to all categories of individual members and/or registrants defined in the By-laws of the Association who are subject to the policies of the Association, as well as all people employed by, contracted by, or engaged in activities with, the Association including, but not limited to, employees, contractors, athletes, coaches, instructors, officials, volunteers, managers, administrators, parents or guardians, spectators, committee members, and Directors and Officers.
   6. Workers – All individuals who perform work for the Association including employees, managers, supervisors, temporary workers, volunteers, student volunteers, part-time workers, and independent contractors. 
   7. Workplace – Any place where business or work-related activities are conducted. Workplaces include but are not limited to, the registered office(s), work-related social functions, work assignments outside the registered office(s), work-related travel, the training and competition environment, and work-related conferences or training sessions.
   8. Workplace Harassment – A course of vexatious comment or conduct against a Participant in a Workplace that is known or ought reasonably to be known to be unwelcome. Workplace Harassment should not be confused with legitimate, reasonable management actions that are part of the normal work/training function, including measures to correct performance deficiencies, such as placing someone on a performance improvement plan, or imposing discipline for workplace infractions.
   9. Workplace Violence – The use of or threat of physical force by a person against a worker in a Workplace that causes or could cause physical injury to the worker; an attempt to exercise physical force against a worker in a Workplace that could cause physical injury to the worker; or a statement or behaviour that it is reasonable for a worker to interpret as a threat to exercise physical force against the worker in a Workplace that could cause physical injury to the worker

Purpose

2. The purpose of this Code is to ensure a safe and positive environment (within the Association’s programs, activities, and events) by making Participants aware that there is an expectation, at all times, of appropriate behaviour consistent with this Code. The Association supports equal opportunity, prohibits discriminatory practices, and is committed to providing an environment in which all individuals are treated with respect and fairness. 

Application of this Code

3. This Code applies to Participants’ conduct during the Association’s business, activities, and events including, but not limited to, competitions, practices, tryouts, training camps, travel associated with the Association’s activities, the Association’s office environment, and any meetings.

4. A Participant who violates this Code may be subject to sanctions pursuant to the Association’s Harassment, Dispute and Discipline Policy.

5. An employee of the Association found to have breached this Code will be subject to appropriate disciplinary action subject to the terms of the Association’s Human Resources Policy as well as the employee’s Employment Agreement, as applicable.

6. This Code also applies to Participants’ conduct outside of the Association’s business, activities, and events when such conduct adversely affects relationships within the Association (and its work and sport environment) and is detrimental to the image and reputation of the Association. Such applicability will be determined by the Association at its sole discretion.

Responsibilities

7. Participants have a responsibility to:

1. 1. Refrain from any behaviour that constitutes Bullying, Harassment, or Workplace Violence, or Workplace Harassment
   2. Maintain and enhance the dignity and self-esteem of the Association members and other individuals by:
      1. Demonstrating respect to individuals regardless of body type, physical characteristics, athletic ability, age, ancestry, colour, race, citizenship, ethnic origin, place of origin, creed, disability, family status, marital status, gender identity, gender expression, sex, and sexual orientation
      2. Focusing comments or criticism appropriately and avoiding public criticism of a Participant or the Association
      3. Exhibit sportsmanship, leadership, and ethical conduct
      4. Acting, when appropriate, to correct or prevent practices that are unjustly discriminatory
      5. Consistently treating individuals fairly and reasonably
      6. Ensuring adherence to the rules of the sport and the spirit of those rules
   3. Refrain from any behaviour that constitutes sexual harassment, where sexual harassment is defined as unwelcome sexual comments and sexual advances, requests for sexual favours, or conduct of a sexual nature. Types of behaviour that constitute sexual harassment include, but are not limited to:
      1. Sexist jokes
      2. Display of sexually offensive material
      3. Sexually degrading words used to describe a person
      4. Inquiries or comments about a person’s sex life
      5. Unwelcome sexual flirtations, advances, or propositions
      6. Persistent unwanted contact
   4. Abstain from the non-medical use of drugs or the use of performance-enhancing drugs or methods. More specifically, the Association adopts and adheres to the Canadian Anti-Doping Program. The Association will respect any penalty enacted pursuant to a breach of the Canadian Anti-Doping Program, whether imposed by the Association or any other sport Association
   5. Refrain from associating with any person for the purpose of coaching, training, competition, instruction, administration, management, athletic development, or supervision of the sport, who has incurred an anti-doping rule violation and is serving a sanction involving a period of ineligibility imposed pursuant to the Canadian Anti-Doping Program and/or the World Anti-Doping Code and recognized by the Canadian Centre for Ethics in Sport (CCES)Participants must reasonably cooperate with the CCES or another anti-doping organization that is investigating anti-doping rule violations
   6. Coaches, trainers and other athlete support personnel who use methods or substances prohibited by the CADP without valid and acceptable justification may not coach, train, or otherwise support athletes
   7. Participants may not harass, intimidate or otherwise conduct themselves offensively towards a doping control official or other individual involved in doping control
   8. Refrain from the use of power or authority in an attempt to coerce another person to engage in inappropriate activities
   9. Refrain from consuming alcohol, tobacco products, or recreational drugs while participating in Association programs, activities, competitions, or events
   10. In the case of adults, avoid consuming alcohol in situations where minors are present and take reasonable steps to manage the responsible consumption of alcohol in adult-oriented social situations associated with the Association’s events
   11. Respect the property of others and not wilfully cause damage
   12. Adhere to all federal, provincial, municipal and host country laws
   13. Comply, at all times, with the Association’s bylaws, policies, procedures, and rules and regulations, as adopted and amended from time to time

8. Directors, Committee Members, and Employees In addition to section 7 (above), Directors, Committee Members, and Staff will have additional responsibilities to:

1. 1. Function primarily as a Director, committee member or employee of the Association (as applicable) and ensure to prioritize their duty of loyalty to the Association (and not to any other organization or group) while acting in this role.
   2. Act with honesty and integrity and conduct themselves in a manner consistent with the nature and responsibilities of the Association’s business and the maintenance of Participants’ confidence 
   3. Ensure that the Association’s financial affairs are conducted in a responsible and transparent manner with due regard for all fiduciary responsibilities 
   4. Conduct themselves openly, professionally, lawfully and in good faith in the best interests of Association
   5. Be independent and impartial and not be influenced by self-interest, outside pressure, expectation of reward, or fear of criticism
   6. Behave with decorum appropriate to both circumstance and position 
   7. Keep informed about the Association’s activities, the provincial sport community, and general trends in the sectors in which they operate
   8. Exercise the degree of care, diligence, and skill required in the performance of their duties pursuant to the laws under which the Association is incorporated
   9. Respect the confidentiality appropriate to issues of a sensitive nature
   10. When acting as a Director or Committee Member, respect the decisions of the majority and resign if unable to do so
   11. Commit the time to attend meetings and be diligent in preparation for, and participation in, discussions at such meetings
   12. Have a thorough knowledge and understanding of all Association governance documents

Athlete Support Personnel

9. In addition to Section 7 (above), Athlete Support Personnel have many additional responsibilities.

10. Athlete Support Personnel must understand and respect the inherent power imbalance that exists in their relationship with athletes and must be extremely careful not to abuse it, either consciously or unconsciously.

11. Athlete Support Personnel will:

1. 1. Ensure a safe environment by selecting activities and establishing controls that are suitable for the age, experience, ability, and fitness level of the involved athletes
   2. Prepare athletes systematically and progressively, using appropriate time frames and monitoring physical and psychological adjustments while refraining from using training methods or techniques that may harm athletes
   3. 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 treatments
   4. Accept and promote athletes’ personal goals and refer athletes to other coaches and sports specialists as appropriate
   5. Support the coaching staff of a training camp, provincial team, or national team; should an athlete qualify for participation with one of these programs
   6. Provide athletes (and the parents/guardians of minor athletes) with the information necessary to be involved in the decisions that affect the athlete
   7. Act in the best interest of the athlete’s development as a whole person
   8. Comply with the Association’s Screening Policy
   9. Report to the Association any ongoing criminal investigation, conviction, or existing bail conditions, including those for violence, child pornography, or possession, use, or sale of any illegal substance
   10. Under no circumstances provide, promote, or condone the use of drugs (other than properly prescribed medications) or performance-enhancing substances and, in the case of minors, alcohol and/or tobacco
   11. Respect athletes playing with other teams and, in dealings with them, not encroach upon topics or actions which are deemed to be within the realm of ‘coaching’, unless after first receiving approval from the coaches who are responsible for the athletes
   12. Not engage in a sexual relationship with an athlete under 18 years old, or an intimate or sexual relationship with an athlete over the age of 18 if the coach is in a position of power, trust, or authority over the athlete
   13. 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
   14. Dress professionally, neatly, and inoffensively
   15. Use inoffensive language, taking into account the audience being addressed

Athletes

12. In addition to section 7 (above), athletes will have additional responsibilities to:

1. 1. Report any medical problems in a timely fashion, when such problems may limit their ability to travel, practice, or compete; or in the case of carded athletes, interfere with the athlete’s ability to fulfill their carded athlete requirements 
   2. Participate and appear on-time, well-nourished, and prepared to participate to their best abilities in all competitions, practices, training sessions, tryouts, tournaments, and events
   3. Properly represent themselves and not attempt to participate in a competition for which they are not eligible by reason of age, classification, or other reason
   4. Adhere to the Association’s rules and requirements regarding clothing and equipment
   5. Act in a sportsmanlike manner and not display appearances of violence, foul language, or gestures to other athletes, officials, coaches, or spectators
   6. Dress in a manner representative of the Association; focusing on neatness, cleanliness, and discretion
   7. Act in accordance with the Association’s policies and procedures and, when applicable, additional rules as outlined by coaches or managers

Officials

13. In addition to section 7 (above), officials will have additional responsibilities to:

1. 1. Maintain and update their knowledge of the rules and rules changes
   2. Work within the boundaries of their position’s description while supporting the work of other officials
   3. Act as an ambassador of the Association by agreeing to enforce and abide by national and provincial rules and regulations
   4. Take ownership of actions and decisions made while officiating
   5. Respect the rights, dignity, and worth of all individuals
   6. Not publicly criticize other officials or any club or the Association
   7. Act openly, impartially, professionally, lawfully, and in good faith 
   8. Be fair, equitable, considerate, independent, honest, and impartial in all dealings 
   9. Respect the confidentiality required by issues of a sensitive nature, which may include ejections, defaults, forfeits, discipline processes, appeals, and specific information or data about Participants
   10. Honour all assignments unless unable to do so by virtue of illness or personal emergency, and in these cases inform the assignor or the Association at the earliest possible time
   11. When writing reports, set out the true facts 
   12. Dress in proper attire for officiating

Parents/Guardians and Spectators 

14. In addition to paragraph 7 above, Parents/Guardians and Spectators at events will: 

1. 1. Encourage athletes to play by the rules and to resolve conflicts without resorting to hostility or violence
   2. Condemn the use of violence in any form 
   3. Never ridicule a participant for making a mistake during a performance or practice
   4. Provide positive comments that motivate and encourage participants continued effort
   5. Respect the decisions and judgments of officials, and encourage athletes to do the same. Feedback on competition performances is provided by officials only to the coaching staff, so parents are encouraged to discuss any questions with your athlete’s coach
   6. Recognize that officials, executives and staff act in good faith, and in the best interests of the athletes and sport as a whole. 
   7. Respect the decisions and judgments of officials, and encourage athletes to do the same
   8. Never question an officials’ or staffs’ judgment or honesty
   9. Support all efforts to remove verbal and physical abuse, coercion, intimidation and sarcasm 
   10. Respect and show appreciation to all competitors, and to the coaches, officials and other volunteers 
   11. Refrain from the use of bad language, nor harass competitors, coaches, officials, parents/guardians or other spectators

Ontario Blind Sports Association (OBSA)
Harassment, Dispute and Discipline Policy

Definitions

1. The following terms have these meanings in this Policy:
   1. Appeal Chair – A single individual appointed by the Board to hear appeals of decisions made by the Discipline Chair.
   2. Appeal Panel – A group of three (3) individuals appointed by the Case Manager to hear appeals of decisions made by the Discipline Panel.
   3. Case Manager – An individual appointed by the Discipline Chair to administer major complaints and disputes under this Harassment, Dispute and Discipline Policy. The Case Manager does not need to be a member of, or affiliated with, the Association.
   4. Complainant – The party making a complaint.
   5. Days – Days including weekends and holidays.
   6. Discipline Chair – A single individual appointed by the Board to be the first point-of-contact for all dispute and complaint matters reported to the Association.
   7. Discipline Panel – An individual or group of individuals appointed by the Case Manager to decide major complaints or disputes.
   8. Participant – Refers to all categories of individual members and/or registrants defined in the By-laws of the Association who are subject to the policies of the Association, as well as all people employed by, contracted by, or engaged in activities with, the Association including, but not limited to, employees, contractors, athletes, coaches, instructors, officials, volunteers, managers, administrators, parents or guardians, spectators, committee members, and Directors and Officers.
   9. Respondent – The party responding to the complaint.

Purpose

2. Participants are expected to fulfill certain responsibilities and obligations including, but not limited to, complying with the Association’s policies, By-laws, rules and regulations, and the Code of Conduct and Ethics. Non-compliance with the Code may result in sanctions pursuant to this Policy. 

Discipline Chair

3. The Discipline Chair will be a Director of the Board, or an individual appointed by the Board to handle the duties of the Discipline Chair. The Association may appoint a standing Discipline Chair or may appoint a Discipline Chair on an as-needed basis. The Discipline Chair appointed to handle a complaint or dispute must be unbiased and not in a conflict of interest situation.

Application of this Policy

4. This Policy applies to all Participants.

5. This Policy applies to matters that may arise during the Association’s business, activities, and events including, but not limited to, competitions, practices, tryouts, training camps, travel associated with the Association’s activities, and any meetings.

6. This Policy also applies to Participants’ conduct outside of the Association’s business, activities, and events when such conduct adversely affects relationships within the Association (and its work and sport environment), is detrimental to the image and reputation of the Association, or upon the acceptance of the Association. Applicability will be determined by the Discipline Chair at their sole discretion.

7. This Policy does not prevent immediate discipline or sanction from being applied as reasonably required. Further discipline may be applied according to this Policy. Any infractions or complaints occurring within competition will be dealt with by the procedures specific to the competition, if applicable. In such situations, disciplinary sanctions will be for the duration of the competition, training, activity, or event only. 

8. An employee of the Association who is a Respondent will be subject to appropriate disciplinary action per the Association’s human resources procedures, as well as the employee’s Employment Agreement, if applicable. Violations may result in a warning, reprimand, restrictions, suspension, or other disciplinary actions up to and including termination of employment. 

Adult Representative

9. Complaints may be brought for or against a Participant who is a minor. Minors must have a parent/guardian or other adult serve as their representative during this process. 

10. Communication from the Discipline Chair or Case Manager, as applicable, must be directed to the minor’s representative.

11. A minor is not required to attend an oral hearing, if held.

Reporting a Complaint or Dispute

12. Any individual may report a complaint or dispute to the Discipline Chair in writing.

13. Reports should contain the following:

1. 1. Identity of the Complainant and their contact information
   2. Identity of the Respondent(s) and their contact information (if known)
   3. Date(s) the incident(s) occurred
   4. Description of the incident(s)
   5. Identification of the section(s) of the Code of Conduct and Ethics and/or any other Association policy that the Respondent(s) allegedly violated (if applicable)
   6. Other evidence including, but not limited to, witness statements, emails, pictures, videos, etc.
   7. Suggested sanction or resolution

14. At the Association’s discretion, the Association may act as the Complainant and initiate the complaint process under the terms of this Policy. In such cases, the Association will identify an individual to represent the Association.

Discipline Chair Responsibilities 

15. Upon receipt of a complaint, the Discipline Chair has the following responsibilities (and none of the Discipline Chair’s decisions or determinations in this section may be appealed):

1. 1. Determine whether the complaint is frivolous and/or within the jurisdiction of this Policy
      1. This is a low standard. A frivolous or vexatious complaint is a complaint that is submitted with no substance or one that has been previously submitted in another form by the same Complainant. A complaint that is outside of the jurisdiction of the Policy is one that would be better handled by another organization (e.g., a club or national sport organization) or one that did not allege a violation of the Code of Conduct and Ethics and/or other Association policy.
      2. If the Discipline Chair determines the complaint is frivolous or outside the jurisdiction of this Policy, the complaint will be dismissed immediately.
   2. Consider attempting to resolve the complaint through the use of alternative dispute resolution such as mediation or negotiation
      1. The Discipline Chair should ascertain from the Complainant whether they believe they can work together with the Respondent(s) to find a mutually-agreeable resolution to the dispute. If so, the Discipline Chair (or designate) should act as a go-between to facilitate offers and counter-offers between the Parties.
      2. If a resolution is reached, the Discipline Chair (or designate) must draft a short agreement describing the nature of the dispute, the agreed-upon resolution, and the Complainant’s promise to withdraw their complaint since the dispute has been resolved. All parties should sign the agreement. Negotiated agreements are not appealable and are not published.
      3. If a resolution is not reached, the Discipline Chair should resume their responsibilities per this Policy and discount the offers and counter-offers that had been previously proposed by the Parties during their negotiation.
   3. Choose which process should be followed, and use the following examples as a general guideline:
      1. Minor Incident Process – the Complaint alleges the following incidents:
         1. Disrespectful conduct
         2. Minor incidents of violence
         3. Conduct contrary to the values of the Association
         4. Non-compliance with the Association’s policies, procedures, rules, or regulations
         5. minor violations of the Association’s Code of Conduct and Ethics
      2. Major Incident Process – the Complaint alleges the following incidents:
         1. Repeated minor incidents
         2. Disrespectful, abusive, racist, or sexist comments or behaviour
         3. Any incident of hazing 
         4. Behaviour that constitutes harassment, sexual harassment, or sexual misconduct
         5. Major incidents of violence
         6. Pranks, jokes, or other activities that endanger the safety of others
         7. Conduct that intentionally interferes with a competition or with any athlete’s preparation for a competition 
         8. Conduct that intentionally damages the Association’s image, credibility, or reputation 
         9. Consistent disregard for the Association’s Bylaws, policies, rules, and regulations 
         10. Major or repeated violations of the Association’s Code of Conduct and Ethics
         11. Intentionally damaging the Association’s property or improperly handling the Association’s monies
         12. Abusive use of alcohol, any use or possession of alcohol by minors, or use or possession of illicit drugs and narcotics
         13. A conviction for any Criminal Code offense
         14. Any possession or use of banned performance enhancing drugs or methods

Minor Incident Process: Handled by Discipline Chair

Sanctions

16. Following the determination that the complaint or incident should be handled under the Minor Incident Process, the Discipline Chair must send the complaint documents to the Respondent and request a written response submission by a specified deadline. The Discipline Chair will review the submissions related to the complaint or dispute and determine one or more of the following sanctions:

1. 1. Verbal or written reprimand 
   2. Verbal or written apology 
   3. Service or other contribution to the Association 
   4. Removal of certain privileges for a short period of time
   5. Suspension from certain teams, events, and/or activities (up to a maximum of one week and/or two competitions)
   6. Any other minor sanction considered appropriate for the offense

17. The Discipline Chair will inform the Parties of the sanction in writing, which will take effect immediately.

18. Failure by the Respondent to comply with the sanction, by a deadline set by the Discipline Chair, will result in the Respondent’s indefinite suspension until the Respondent has complied with the sanction.

19. Records of all decisions and sanctions will be maintained by the Association.

Appeals

20. Within two (2) days of the Discipline Chair’s decision, the sanction(s) issued under the Minor Incident Process may be appealed by either Party to the Association’s President (provided they are not in a conflict of interest and have not been involved in the dispute) or to an individual designated by the Association’s Board (provided this person is not in a conflict of interest and has not been involved in the dispute). This individual will be the Appeal Chair.

21. An appeal submitted by either Party must contain the following:

1. 1. Description of the complaint/dispute and sanction; and
   2. Explanation of an appealable ground; i.e., why the decision was either:
      1. tainted by bias or conflict of interest;
      2. grossly unreasonable; and/or
      3. made without following the procedures described in this Policy.

22.The Appeal Chair must provide the appeal documents to the other Party. Within two (2) days, the other Party may submit a written response to the appeal.

23. Within three (3) days of receiving all the appeal documents, the Appeal Chair must make one of the following decisions (none of which may be appealed):

1. 1. Reject the appeal for being submitted past the deadline for appeals or for not identifying an appealable ground; 
   2. Accept the appeal and substitute their own decision and/or sanction;
   3. Accept the appeal and refer the matter back to the Discipline Chair for a new decision and/or sanction (while instructing the Discipline Chair to fix any errors related to bias or conflict, reasonableness, or procedure); or
   4. Reject the appeal.

24. The decision of the Appeal Chair is final.

25. Records of all appeal decisions will be maintained by the Association.

Major Incident Process: Handled by Case Manager

Case Manager

26. Following the determination that the complaint or incident should be handled under the Major Incident Process, the Association will appoint a Case Manager to oversee management and administration of the complaint or incident. The Case Manager should not be in a conflict of interest and should have expertise in dispute resolution matters. Such appointment is not appealable.

27. The Case Manager has a responsibility to:

1. 1. Apply the Investigation Procedure (Appendix A), if necessary
   2. Appoint the Discipline Panel
   3. Coordinate all administrative aspects and set timelines
   4. Provide administrative assistance and logistical support to the Discipline Panel as required
   5. Provide any other service or support that may be necessary to ensure a fair and timely proceeding

Procedures 

28. The Case Manager will establish and adhere to timelines that ensure procedural fairness and that the matter is heard in a timely fashion. 

29. The Case Manager will appoint a Discipline Panel, which shall consist of a single Arbitrator, to hear the complaint. In extraordinary circumstances, and at the discretion of the Case Manager, a Discipline Panel of three persons may be appointed to hear the complaint. In this event, the Case Manager will appoint one of the Discipline Panel’s members to serve as the Chair.

30. The Case Manager, in cooperation with the Discipline Panel, will then decide the format under which the complaint will be heard. This decision may not be appealed. The format of the hearing may be an oral in-person hearing, an oral hearing by telephone or other communication medium, a hearing based on a review of documentary evidence submitted in advance of the hearing, or a combination of these methods. The hearing will be governed by the procedures that the Case Manager and the Discipline Panel deem appropriate in the circumstances, provided that:

1. 1. The Parties will be given appropriate notice of the day, time, and place of the hearing, in the case of an oral in-person hearing or an oral hearing by telephone or other communication medium
   2. Copies of any written documents which the parties wish to have the Discipline Panel consider will be provided to all Parties, through the Case Manager, in advance of the hearing
   3. The Parties may engage a representative, advisor, or legal counsel at their own expense
   4. The Discipline Panel may request that any other individual participate and give evidence at the hearing
   5. The Discipline Panel may allow as evidence at the hearing any oral evidence and document or thing relevant to the subject matter of the complaint, but may exclude such evidence that is unduly repetitious, and shall place such weight on the evidence as it deems appropriate
   6. The decision will be by a majority vote of the Discipline Panel

31. If the Respondent acknowledges the facts of the incident, the Respondent may waive the hearing, in which case the Discipline Panel will determine the appropriate sanction. The Discipline Panel may still hold a hearing for the purpose of determining an appropriate sanction. 

32. The hearing will proceed in any event, even if a Party chooses not to participate in the hearing.

33. In fulfilling its duties, the Discipline Panel may obtain independent advice.

Decision

34. After hearing and/or reviewing the matter, the Discipline Panel will determine whether an infraction has occurred and, if so, the sanctions to be imposed. Within fourteen (14) days of the hearing’s conclusion, the Discipline Panel’s written decision, with reasons, will be distributed to all Parties, the Case Manager, and the Association. In extraordinary circumstances, the Discipline Panel may first issue a verbal or summary decision soon after the hearing’s conclusion, with the full written decision to be issued before the end of the fourteen (14) day period. The publication of the decision will be guided by the Confidentiality Policy.

Sanctions

35. The Discipline Panel may apply the following disciplinary sanctions, singularly or in combination:

1. 1. Verbal or written reprimand 
   2. Verbal or written apology 
   3. Service or other contribution to the Association 
   4. Removal of certain privileges 
   5. Suspension from certain teams, events, and/or activities
   6. Suspension from all the Association’s activities for a designated period
   7. Payment of the cost of repairs for property damage
   8. Suspension of funding from the Association or from other sources
   9. Expulsion from the Association
   10. Any other sanction considered appropriate for the offense

36. Unless the Discipline Panel decides otherwise, any disciplinary sanctions will begin immediately, notwithstanding an appeal. Failure to comply with a sanction as determined by the Discipline Panel will result in an automatic suspension until such time as compliance occurs.

37. Records of all decisions and sanctions will be maintained by the Association.

Appeals

38. Within five (5) days of the Discipline Panel’s decision, the sanction(s) issued under the Major Incident Process may be appealed by either Party to the Case Manager. The Case Manager will appoint three individuals (at least one of whom is connected to the Association but who is not in a conflict of interest and who has not been involved in the dispute). This group of individuals will be the Appeal Panel.

39. An appeal submitted by either Party must contain the following:

1. 1. An appeal fee of one-hundred and fifty dollars ($150);
   2. Description of the complaint/dispute and sanction; and
   3. Explanation of an appealable ground; i.e., why the decision was either:
      1. tainted by bias or conflict of interest;
      2. grossly unreasonable; and/or
      3. made without following the procedures described in this Policy.

40. The Case Manager must first provide the appeal documents to the other Party. Within three (3) days, the other Party may submit a written response to the appeal. The Case Manager must facilitate the exchange of documents between and among the Parties and the Appeal Panel.

41. Within five (5) days of receiving all the appeal documents, the Appeal Panel must make one of the following decisions (none of which may be appealed):

1. 1. Reject the appeal for being submitted past the deadline for appeals or for not identifying an appealable ground; 
   2. Accept the appeal and substitute their own decision and/or sanction;
   3. Accept the appeal and refer the matter back to the Discipline Panel for a new decision and/or sanction (while considering any instructions from the Appeal Panel related to bias or conflict, reasonableness, or procedure); or
   4. Reject the appeal.

42. The decision of the Appeal Panel is final.

43. Records of all appeal decisions will be maintained by the Association.

Suspension Pending a Hearing

44. The Association may determine that an alleged incident is of such seriousness as to warrant suspension of a Participant pending completion of a criminal process, the hearing, or a decision of the Discipline Chair or Discipline Panel.

Criminal Convictions

45. A Participant’s conviction for a Criminal Code offense, as determined by the Association, will be deemed an infraction under this Policy and will result in a presumptive sanction of expulsion from the Association. Criminal Code offences may include, but are not limited to: 

1. 1. Any child pornography offences
   2. Any sexual offences
   3. Any offence of physical violence
   4. Any offence of assault
   5. Any offence involving trafficking of illegal drugs

Confidentiality of Process

46. The discipline and complaints process is confidential and involves only the Parties, the Discipline Chair or Discipline Panel (as applicable), the Case Manager (if applicable), the Appeal Chair or Appeal Panel (if applicable), and any independent advisors to the Discipline Panel (if applicable). None of the Parties will disclose confidential information relating to the discipline and complaints or appeal processes to any person not involved in the proceedings.

Timelines

47. If the circumstances of the complaint are such that adhering to the timelines outlined by this Policy will not allow a timely resolution to the complaint, the Discipline Chair or Case Manager (as applicable) may direct that these timelines be revised.

Records and Distribution of Decisions

48. Unless otherwise directed by the Discipline Chair or Discipline Panel, as applicable, the decision of the Discipline Chair or Discipline Panel, as applicable, is confidential and distribution and publication of the decision will be guided by the procedures in the Confidentiality Policy.

49. Unless the matter involves a minor, once the appeal deadline has expired, the Association may publish on its website, or distribute to other individuals or groups as necessary, the outcome of the discipline and complaints process, the provision(s) of the relevant policies that have been violated, the name(s) of the Participant(s) involved and the sanction(s) imposed, if any. Identifying information regarding minors will never be published.

30. As may be required by law, by Sport Canada, or by another organization, other individuals or organizations, including but not limited to, national sport organizations, provincial sport organizations, sport clubs, etc., may be advised of any decisions rendered in accordance with this Policy.

Appendix A – Investigation Procedure

Determination

1. When a complaint is submitted pursuant to the Harassment, Dispute and Discipline Policy and handled under the Major Incident Process, the Case Manager (in consultation with the Association) will determine if the incident should be investigated.

Investigation

2. The Case Manager will appoint an Investigator. The Investigator must be an independent third-party skilled in investigating. The Investigator must not be in a conflict of interest situation and should have no connection to either party.

3. Federal and/or Provincial legislation related to workplace harassment may apply to the investigation if Harassment was directed toward a worker in a workplace. The Investigator should review workplace safety legislation, the organization’s policies for human resources, and/or consult independent experts to determine whether legislation applies to the complaint.

4. The investigation may take any form as decided by the Investigator, guided by any applicable Federal and/or Provincial legislation. The investigation may include:

1. 1. 1. Interviews with the Complainant
      2. Witness interviews
      3. Statement of facts (Complainant’s perspective) prepared by Investigator, acknowledged by the Complainant and provided to the Respondent
      4. Interviews with the Respondent
      5. Statement of facts (Respondent’s perspective) prepared by Investigator, acknowledged by the Respondent and provided to the Complainant

Investigator’s Report

5. Upon completion of their investigation, the Investigator shall prepare a report that should include a summary of evidence from the parties (including both statements of facts, if applicable) and recommendations from the Investigator of whether, on a balance of probabilities, a breach of the Code of Conduct and Ethics occurred.

6. The Investigator must be aware that sport-specific differences exist with respect to such aspects as acceptable levels of touch, physical contact, and aggression during training or competition and will consider such differences during the investigative process.

7. The Investigator’s Report will be provided to the Case Manager who will disclose it, at their discretion, to the Association.

8. Should the Investigator find that there are possible instances of offence under the Criminal Code, particularly related to Criminal Harassment (or Stalking), Uttering Threats, Assault, Sexual Interference, or Sexual Exploitation, the Investigator shall advise the Complainant and the Association to refer the matter to police. 

9. The Investigator must also inform the Association of any findings of criminal activity. The Association may decide whether to report such findings to police but is required to inform police if there are findings related to the trafficking of prohibited substances or methods (as indicated in the version of the World Anti-Doping Agency’s Prohibited List currently in force), any sexual crime involving minors, fraud against the Association, or other offences where the lack of reporting would bring the Association into disrepute.

Reprisal and Retaliation

10. A Participant who submits a complaint to the Association or who gives evidence in an investigation may not be subject to reprisal or retaliation from any individual or group. Any such conduct may constitute Maltreatment and will be subject to disciplinary proceedings pursuant to the Harassment, Dispute and Discipline Policy.

False Allegations

11. Participant who submits allegations that the Investigator determines to be malicious, false, or for the purpose of retribution, retaliation or vengeance (or that otherwise fall within the definition of Maltreatment) may be subject to a complaint under the terms of the Harassment, Dispute and Discipline Policy and may be required to pay for the costs of any investigation that comes to this conclusion. The Association or the Participant against whom the allegations were submitted, may act as the Complainant. 

Confidentiality

12. The Investigator will make reasonable efforts to preserve the anonymity of the complainant, respondent, and any other party. However, the Association recognizes that maintaining full anonymity during an investigation may not be feasible.

Ontario Blind Sports Association (OBSA)

Appeal Policy

Definitions

1. The following terms have these meanings in this Policy:

1. 1. Affected Party – Any individual or entity, as determined by the Appeal Manager, who may be affected by a decision rendered under the Appeal Policy and who may have recourse to an appeal in their own right
   2. Appeal Manager – An individual, who may be any staff member, Committee Member, volunteer, Director, or an independent third party, who is appointed to oversee the Appeal Policy. The Appeal Manager will have responsibilities that include using decision making authority empowered by the Appeal Policy
   3. Appellant – The Party appealing a decision
   4. Association – Ontario Blind Sports Association 
   5. Days – Days including weekend and holidays 
   6. Participant – Refers to all categories of individual members and/or registrants defined in the By-laws of the Association who are subject to the policies of the Association, as well as all people employed by, contracted by, or engaged in activities with, the Association including, but not limited to, employees, contractors, athletes, coaches, instructors, officials, volunteers, managers, administrators, parents or guardians, spectators, committee members, and Directors and Officers.
   7. Parties – The Appellant, Respondent, and any Affected Party
   8. Respondent – The body whose decision is being appealed

Purpose

2. The Association provides Participants with this Appeal Policy to appeal certain decisions made by the Association. 

Scope and Application of this Policy

3. Any Participant who is directly affected by an Association decision will have the right to appeal that decision; provided there are sufficient grounds for the appeal under the ‘Grounds for Appeal’ section of this Policy.

4. This Policy will apply to decisions relating to:

1. 1. Eligibility
   2. Selection
   3. Conflict of Interest
   4. Membership

5. This Policy will not apply to decisions relating to:

1. 1. Discipline (appeals of discipline decisions are handled pursuant to the Harassment, Dispute and Discipline Policy)
   2. Employment
   3. Infractions for doping offenses 
   4. The rules of the sport 
   5. Substance, content and establishment of team selection criteria 
   6. Budgeting and budget implementation
   7. Operational structure and committee appointments
   8. Volunteer appointments and the withdrawal of termination of those appointments
   9. Decisions or discipline arising within the business, activities, or events organized by entities other than Association (appeals of these decisions shall be dealt with pursuant to the policies of those other entities unless requested and accepted by Association at its sole discretion)
   10. Commercial matters 
   11. Decisions made under this Policy 

Timing of Appeal

6. Participants who wish to appeal a decision have seven (7) days from the date on which they received notice of the decision to submit, in writing to the Association, the following:

1. 1. Notice of the intention to appeal
   2. Contact information and status of the appellant
   3. Name of the respondent and any affected parties, when known to the appellant
   4. Date the appellant was advised of the decision being appealed
   5. A copy of the decision being appealed, or description of decision if written document is not available
   6. Grounds for the appeal
   7. Detailed reasons for the appeal
   8. All evidence that supports these grounds
   9. Requested remedy or remedies 
   10. An administration fee of five hundred dollars ($500) which will be refunded if the appeal is successful or forfeited if the appeal is denied

7. A Participant who wishes to initiate an appeal beyond the seven (7) day period must provide a written request stating the reasons for an exemption. The decision to allow, or not allow, an appeal outside of the seven (7) day period will be at the sole discretion of the Appeal Manager and may not be appealed.

Grounds for Appeal

8. An appeal may only be heard if there are sufficient grounds for appeal. Sufficient grounds include the Respondent:

1. 1. Made a decision that it did not have the authority or jurisdiction (as set out in the Respondent’s governing documents) to make 
   2. Failed to follow its own procedures (as set out in the Respondent’s governing documents)
   3. Made a decision that was influenced by bias (where bias is defined as a lack of neutrality to such an extent that the decision-maker appears not to have considered other views) 
   4. Made a decision that was grossly unreasonable

9. The Appellant must demonstrate, on a balance of probabilities, that the Respondent has made a procedural error as described in the ‘Grounds for Appeal’ section of this Policy.

Screening of Appeal

10. Upon receiving the notice of the appeal, the fee, and all other information (outlined in the ‘Timing of Appeal’ section of this Policy), the Association may suggest the appeal to be heard under the Association’s Harassment, Dispute and Discipline Policy.

11. Appeals resolved by mediation under the Association’s Harassment, Dispute and Discipline Policy will cause the administration fee to be refunded to the Appellant.   

12. Should the appeal not be resolved by using the Harassment, Dispute and Discipline Policy, the Association will appoint an independent Appeal Manager who has the following responsibilities:

1. 1. Determine if the appeal falls under the scope of this Policy
   2. Determine if the appeal was submitted in a timely manner
   3. Decide whether there are sufficient grounds for the appeal

13. If the appeal is denied on the basis of insufficient ground, because it was not submitted in a timely manner, or because it did not fall under the scope of this Policy, the Appellant will be notified, in writing, of the reasons for this decision. This decision may not be appealed.

14. If the Appeal Manager is satisfied there are sufficient grounds for an appeal, the Appeal Manager will appoint an Appeals Panel which shall consist of a single Adjudicator, to hear the appeal. In extraordinary circumstances, and at the discretion of the Appeal Manager, a Panel of three persons may be appointed to hear the appeal. In this event, the Appeal Manager will appoint one of the Panel’s members to serve as the Chair. 

Determination of Affected Parties

15. In order to confirm the identification of any Affected Parties, the Appeal Manager will ask the Association. The Appeal Manager may determine whether a party is an Affected Party in their sole discretion.

Procedure for Appeal Hearing

16. The Appeal Manager shall then decide the format under which the appeal will be heard. This decision is at the sole discretion of the Appeal Manager and may not be appealed. 

17. If a Party chooses not to participate in the hearing, the hearing will proceed in any event.

18. The format of the hearing may involve an oral in-person hearing, an oral hearing by telephone/telecommunications or other electronic means, a hearing based on a review of documentary evidence submitted in advance of the hearing, or a combination of these methods. The hearing will be governed by the procedures that the Appeal Manager and the Panel deem appropriate in the circumstances, provided that:

1. 1. The hearing will be held within a timeline determined by the Appeal Manager
   2. The Parties will be given reasonable notice of the day, time and place of the hearing
   3. Copies of any written documents which the parties wish to have the Panel consider will be provided to all Parties in advance of the hearing
   4. The Parties may be accompanied by a representative, advisor, or legal counsel at their own expense
   5. The Panel may request that any other individual participate and give evidence at the hearing
   6. The Panel may allow as evidence at the hearing any oral evidence and document or thing relevant to the subject matter of the appeal, but may exclude such evidence that is unduly repetitious and shall place such weight on the evidence as it deems appropriate
   7. If a decision in the appeal 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
   8. The decision to uphold or reject the appeal will be by a majority vote of Panel members

19. In fulfilling its duties, the Panel may obtain independent advice.

Appeal Decision

20. The Panel shall issue its decision, in writing and with reasons, after the hearing’s conclusion. In making its decision, the Panel will have no greater authority than that of the original decision-maker. The Panel may decide to:

1. 1. Reject the appeal and confirm the decision being appealed
   2. Uphold the appeal and refer the matter back to the initial decision-maker for a new decision
   3. Uphold the appeal and vary the decision 

21. The Panel’s written decision, with reasons, will be distributed to all Parties, the Appeal Manager, and the Association. In extraordinary circumstances, the Panel may first issue a verbal or summary decision soon after the hearing’s conclusion, with the full written decision to be issued thereafter. The decision will be considered a matter of public record unless decided otherwise by the Panel.

Confidentiality

22. The appeals process is confidential and involves only the Parties, the Appeal Manager, the Panel, and any independent advisors to the Panel. Once initiated and until a decision is released, none of the Parties will disclose confidential information to any person not involved in the proceedings.

Final and Binding

23. No action or legal proceeding will be commenced against the Association or Participants in respect of a dispute, unless the Association has refused or failed to provide or abide by the appeal

Ontario Blind Sports Association (OBSA)

Protest Policy

Definitions

1. The following terms have these meanings in this Policy:

1. 1. Association – Ontario Blind Sports Association 
   2. Event – An Association-sanctioned event, program or activity
   3. Protest – An issue lodged by a team captain or a coach to an official that is a formal objection to the interpretation or application of the rules at an Event. Protests may only be made on decisions or interpretations that are considered protestable under the rules for the Event.

Purpose

2. The Association is committed to providing a game environment in which all of the Association’s participants may participate fairly and within the rules of the sport. This Policy outlines how the application or interpretation of the rules may be protested by individuals affected by that application or interpretation. 

Scope and Application of this Policy

3. This Policy will be applied to all Events and will work cooperatively with pre-established protest procedures that sports use.

4. If the Event is being hosted by another organization, the protest procedures of that organization shall replace this procedure. 

5. This Policy does not replace or supersede the Association’s Harassment, Dispute and Discipline Policy.

Protests

6. Most Events are organized to allow the settling of a protest immediately and the procedure described within this Policy may be applied on-site at the Event. If the protest occurs during league play the procedure described within this Policy may be applied at a later date.

7. A protest may be lodged by the head coach or team captain. Once the head coach or team captain indicates that he or she wishes to lodge a protest, the official will then indicate to the scorekeeper that a protest has been lodged. At the discretion of the official, the game may still begin or continue following the lodging of the protest. Once the game has ended, the head coach or captain must describe the incident on the score sheet or on a paper to be attached to the score sheet before the score sheet is signed. This record includes, as applicable, the game number, score, possession, teams, individuals involved, and player position at time of protested decision, as well as the reason for the protest and the rules being mis-interpreted or mis-applied.

8. A Protest Panel will be convened to handle the protest and make a decision on the protest.

Protest Panel

9. The Protest Panel should be composed of at least three individuals: a Chair, a Recording Secretary, and one other person. The individuals should not have a conflict of interest with the matter being protested or the teams or officials involved with the protest.

Protest Procedure

10. The Panel will handle and decide protests per the following procedure:

1. 1. The Panel will read the protest and determine if the decision or interpretation being protested is a protestable decision or interpretation
   2. The Panel will determine if a meeting is necessary to gather more information about the protest. If a meeting:
   3. Is not necessary, the Panel will determine if the protest is valid and make a decision
   4. Is necessary, the Panel will invite the affected parties (which may include the individual making the protest, individual(s) affected by the protest, officials, and any other individual who can add relevant information or insight to the protest) to give submissions in a format determined by the Panel (which may include an in-person meeting, written submissions, or a teleconference) before determining if the protest is valid and making a decision
   5. The Panel’s decision will be communicated to all affected parties and, if the protest is upheld, the panel will order a remedy or method by which the protested decision can be fixed or reversed

11. The Panel will only deal with matters raised in the protest and additional issues (such as discipline) may be addressed under other policies of the Association.

12. The Panel’s decision on the protest or the Panel’s recommended remedy (if the protest is upheld) may not be appealed.

13. A record of the protest and the Panel’s decision will be retained by the Association.

Ontario Blind Sports Association (OBSA)

Privacy Policy

For not-for-profit organizations in Ontario, the privacy of personal information is governed by the Personal Information Protection and Electronic Documents Act (PIPEDA). This Policy is based on the standards required by PIPEDA as interpreted by the Association

Definitions

1. The following terms have these meanings in this Policy:

1. 1. Association – Ontario Blind Sports Association 
   2. Commercial Activity – any particular transaction, act or conduct that is of a commercial character.
   3. Participant – Refers to all categories of individual members and/or registrants defined in the By-laws of the Association who are subject to the policies of the Association, as well as all people employed by, contracted by, or engaged in activities with, the Association including, but not limited to, employees, contractors, athletes, coaches, instructors, officials, volunteers, managers, administrators, parents or guardians, spectators, committee members, and Directors and Officers.
   4. Personal Information – any information about an individual that relates to the person’s personal characteristics including, but not limited to: gender identity, age, income, home address, home phone number, ethnic background, family status, health history, and health conditions
   5. Representatives – Refers to individuals employed by, or engaged in activities on behalf of, the Association. Representatives include, but are not limited to, staff, administrators, committee members, volunteers, and Directors and Officers.

Purpose

2. The Association recognizes Participants’ right to privacy with respect to their Personal Information. This Policy describes the way that the Association collects, uses, safeguards, discloses, and disposes of Personal Information.

Application of this Policy

3. This Policy applies to all Representatives and Participants in connection with personal information that is collected, used or disclosed during Association activity.

4. Except as provided in PIPEDA, the Association’s Board of Directors will have the authority to interpret any provision of this Policy that is contradictory, ambiguous, or unclear.

Obligations

5. The Association is obligated to follow and abide by PIPEDA in all matters involving the collection, use, and disclosure of Personal Information.

6. In addition to fulfilling the legal obligations required by PIPEDA, the Association’s Representatives will not:

1. 1. Publish, communicate, divulge, or disclose to any unauthorized person, firm, corporation, or third party any Personal Information without the consent of the Participant
   2. Knowingly place themselves in a position where they are under obligation to any organization to disclose Personal Information
   3. 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
   4. Derive personal benefit from Personal Information that they have acquired during the course of fulfilling their duties with the Association
   5. Accept any gift or favour that could be construed as being given in anticipation of, or in recognition for, the disclosure of Personal Information

Accountability

7. 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:

Ontario Blind Sports Association 
Suite#184

6-14845 Yonge Street, 

Aurora, ON L4G 6H8

8. The Privacy Officer will:

1. 1. Implement procedures to protect personal information
   2. Establish procedures to receive and respond to complaints and inquiries
   3. Record all persons having access to personal information
   4. Ensure any third party providers abide by this Policy
   5. Train and communicate to staff information about the Association’s privacy policies and practices.

Identifying Purposes

9. The Association may collect Personal Information from Participants and prospective Participants for purposes that include, but are not limited to:

Communications

1. 1. Sending communications in the form of e-news or a newsletter with content related to the Association’s programs, events, fundraising, activities, discipline, appeals, and other pertinent information
   2. Publishing articles, media relations and postings on the Association’s website, displays or posters
   3. Award nominations, biographies, and media relations
   4. Communication within and between Representatives and Participants
   5. Discipline results and long term suspension list
   6. Checking residency status

Registration, Database Entry and Monitoring

1. 1. Registration of programs, events and activities
   2. Database entry at the Coaching Association of Canada and to determine level of coaching certification, coaching qualifications, and coach selection.
   3. Database entry to determine level of officiating certification and qualifications
   4. Determination of eligibility, age group and appropriate level of play/competition
   5. Athlete Registration, outfitting uniforms, and various components of athlete and team selection
   6. Technical monitoring, officials training, educational purposes, sport promotion, and media publications

Sales, Promotions and Merchandising

1. 1. Purchasing equipment, coaching manuals, resources and other products
   2. Promotion and sale of merchandise

General

1. 1. Travel arrangement and administration
   2. Implementation of the Association’s screening program
   3. Medical emergency, emergency contacts or reports relating to medical or emergency issues
   4. Determination of membership demographics and program wants and needs
   5. Managing insurance claims and insurance investigations
   6. Video recording and photography for personal use, and not commercial gain, by spectators, parents and friends
   7. Video recording and photography for promotional use, marketing and advertising by the Association
   8. Payroll, honorariums, company insurance and health plans

10. The Association’s Representatives may collect Personal Information from Participants and prospective Participants for other purposes, provided that consent specifying the use of the Personal Information is obtained from the Participants or prospective Participants.

Consent

11. By providing Personal Information to the Association, Participants are implying their consent to the use of that Personal Information for the purposes identified in the Identifying Purposes section of this Policy.

12. At the time of the collection of Personal Information and prior to the use or disclose of the Personal Information, the Association will obtain consent from Participants by lawful means. The Association may collect Personal Information without consent when it is reasonable to do so and permitted by law.

13. In determining whether to obtain written or implied consent, the Association 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:

1. 1. Completing and/or signing an application form
   2. Checking a check box, or selecting an option (such as ‘Yes’ or ‘I agree’)
   3. Providing written consent either physically or electronically
   4. Consenting orally in person
   5. Consenting orally over the phone

14. The Association 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.

15. A Participant may withdraw consent in writing, at any time, subject to legal or contractual restrictions. the Association will inform the Participant of the implications of withdrawing consent.

16. The Association 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.

17. The Association 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:

1. 1. It is clearly in the Participant’s interests and the opportunity for obtaining consent is not available in a timely way
   2. 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
   3. An emergency threatens a Participant’s life, health, or security 
   4. The information is publicly available as specified in PIPEDA

18. The Association is also not required to obtain consent for the collection of Personal Information if the information is for journalistic, artistic, or literary purposes.

19. The Association may disclose Personal Information without the Participant’s knowledge or consent only:

1. 1. To the National Sport Organization 
   2. To a lawyer representing the Association
   3. To collect a debt that the Participant owes to the Association
   4. To comply with a subpoena, a warrant, or an order made by a court or other body with appropriate jurisdiction
   5. 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
   6. To an investigative body named in PIPEDA or a government institution, if the Association believes the Personal Information concerns a breach of an agreement, contravenes a federal, provincial, or foreign law, or if the Association suspects the Personal Information relates to national security or the conduct of international affairs
   7. 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
   8. In an emergency threatening a Participant’s life, health, or security (the Association will inform the Participant of the disclosure)
   9. To an archival institution
   10. 20 years after the individual’s death or 100 years after the record was created
   11. If it is publicly available as specified in PIPEDA
   12. If otherwise required by law

Accuracy, Retention, and Openness

20. In order to minimize the possibility that inappropriate Personal Information may be used to make a decision about a Member, Personal Information will be accurate, complete, and as up-to-date as is necessary for the purposes for which it will be used.

21. Personal Information will be retained as long as reasonably necessary to enable participation in the Association programs, events, and activities, and in order to maintain historical records as may be required by law or by governing organizations.

22. The Association’s Representatives will be made aware of the importance of maintaining the confidentiality of Personal Information and are required to comply with the Association’s Confidentiality Policy.

23. 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.

24. 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.

25. The Association will make the following information available to Participants upon request:

1. 1. This Privacy Policy
   2. Any additional documentation that further explains the Association’s Privacy Policy
   3. The name or title, and the address, of the person who is accountable for the Association’s Privacy Policy
   4. The means of gaining access to Personal Information held by the Association
   5. A description of the type of Personal Information held by the Association, including a general account of its use
   6. Identification of any third parties to which Personal Information is made available

Access

26. Upon written request, and with assistance from the Association 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.

27. 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:

1. 1. Is prohibitively costly to provide
   2. Contains references to other individuals
   3. Cannot be disclosed for legal, security, or commercial proprietary purposes
   4. Is subject to solicitor-client privilege or litigation privilege 

30. If the Association refuses a request for Personal Information, it shall inform the Participant the reasons for the refusal and identify the associated provisions of PIPEDA that support the refusal.

Compliance Challenges

31. Participants are able to challenge the Association for its compliance with this Policy.

32. Upon receipt of a complaint, the Association will:

1. 1. Record the date the complaint is received
   2. Notify the Privacy Officer who will serve in a neutral, unbiased capacity to resolve the complaint;
   3. Acknowledge receipt of the complaint and clarify the nature of the complaint within seven (7) days of receipt of the complaint

33. Appoint an investigator using the Association’s personnel or an independent investigator, who will have the skills necessary to conduct a fair and impartial investigation and will have unfettered access to all file and personnel

34. Upon completion of the investigation and within thirty (30) days of receipt of the complaint, the investigator will submit a written report to the Association

35. Notify the complainant the outcome of the investigation and any relevant steps taken to rectify the complaint, including any amendments to policies and procedures

36. The Association will not dismiss, suspend, demote, discipline, harass, or otherwise disadvantage any the Association Participant or Representative who:

1. 1. Challenges the Association for its compliance with this Policy
   2. Refuses to contravene this Policy or PIPEDA
   3. Takes precautions not to contravene this Policy or PIPEDA; even though said precautions may be in opposition to the regular duties performed by the Participant

Ontario Blind Sports Association
Confidentiality Policy

Definitions

1. Terms in this Policy are defined as follows:

1. 1. Confidential Information – Personal information of Participants including but not limited to home address, email address, personal phone numbers, date of birth, financial information, medical information, information submitted as part of a screening process, and information submitted as part of a complaint, appeal, or dispute resolution process. Additionally, Confidential Information also includes information considered to be intellectual property of the Association such as data, proprietary information, membership lists, customer information, business information, and trade secrets.
   2. Participant – Refers to all categories of individual members and/or registrants defined in the By-laws of the Association who are subject to the policies of the Association, as well as all people employed by, contracted by, or engaged in activities with, the Association including, but not limited to, employees, contractors, athletes, coaches, instructors, officials, volunteers, managers, administrators, parents or guardians, spectators, committee members, and Directors and Officers.
   3. Representatives – Refers to individuals employed by, or engaged in activities on behalf of, the Association. Representatives include, but are not limited to, staff, administrators, committee members, volunteers, and Directors and Officers.

Purpose

2. The purpose of this Policy is to ensure the protection of Confidential Information.

Scope and Application

3. This policy applies to all Representatives.

4. Confidential Information does not include the following: name, title, business address, work telephone number, or any other information widely available or in the public domain.

5. Participants voluntarily publishing or consenting to the publication of their personal information in a public forum (such as the listing of an email address on a website) forfeit the expectation of confidentiality for that information for as long as it is available publicly.

Responsibilities 

6. Representatives will not, either during the period of their involvement/employment with the Association or any time thereafter, disclose, publish, communicate, or divulge to any person or organization any Confidential Information acquired during their period of involvement/employment, unless expressly authorized to do so.

7. Representatives will not use, reproduce, or distribute Confidential Information without the express written consent of the Association.

Complaints and Dispute Resolution

8. Information that is submitted by a party as part of a dispute resolution process is considered Confidential Information and may not be disclosed to anyone not involved with the dispute resolution process until such time as the dispute resolution process is completed or stated otherwise in the Association’s policies related to discipline.

9. A written decision rendered at the conclusion of a dispute resolution process, subject to the direction of the decision-maker, may not be disclosed to any individual or group other than those that are identified (such as National Sport Organizations, Provincial/Territorial Organizations, or professional associations) in the applicable policy or as stated by the decision-maker.

10. Notwithstanding the above, the Association may publish a summary letter that discloses the result of the dispute resolution process (Appendix A – Decision Disclosure (Complaint)) provided this letter limits the disclosure of Confidential Information and complies with the Privacy Policy.

Intellectual Property

11. Copyright and any other intellectual property rights for all written material (including material in electronic format or posted on a website) and other works produced in connection with employment or involvement with the Association will be owned solely by the Association, which shall have the right to use, reproduce, or distribute such material and works, in whole or in part, for any purpose it wishes. the Association may grant permission for others to use its intellectual property.

12. Confidential Information that is intellectual property of the Association will remain the property of the Association and, upon cessation of involvement/employment with the Association, for any reason, or upon request of the Association, Representatives will immediately return this information, as well as copies and reproductions, and any other media containing this information.

Enforcement

13. A breach of any provision in this Policy may be subject to legal recourse, termination of the employment or volunteer position, suspension or expulsion from membership, or sanctions following a complaint filed pursuant to the Harassment, Dispute and Discipline Policy.

Appendix A – Decision Disclosure Letter (Complaint)

[insert date]

Re: OBSA Complaint Decision

In [month year], the OBSA received a complaint naming [Respondent’s Name(s)]

The OBSA addressed the complaint in a procedurally fair manner per its Harassment, Dispute and Discipline Policy. A Discipline Panel appointed to hear the case found that the [Respondent’s Name(s)] breached several sections of the Code of Conduct and Ethics and [insert other policies, if applicable].

The Discipline Panel decided the following sanctions:

• [insert all sanctions]

The details of the complaint and the dispute resolution process are confidential pursuant to the Confidentiality Policy and Privacy Policy.

[insert text re: if the Respondents have completed or complied with the sanction]. 

[insert name, position]

Ontario Blind Sports Association

Ontario Blind Sports Association
Conflict of Interest Policy

Definitions

1. The following terms have these meanings in this Policy:

1. 1. Association – Ontario Blind Sports Association 
   2. Conflict of Interest – Any situation in which a Representative’s decision-making, which should always be in the best interests of the Association, is influenced or could be influenced by personal, family, financial, business, or other private interests
   3. 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
   4. Non-Pecuniary Interest – An interest that an individual may have in a matter which may involve family relationships, friendships, volunteer positions or other interests that do not involve the potential for financial gain or loss
   5. Representatives – Refers to individuals employed by, or engaged in activities on behalf of, the Association. Representatives include, but are not limited to, staff, administrators, committee members, volunteers, and Directors and Officers

Background

2. Representatives who act on behalf of an organization have a duty first to that organization and second to any personal stake they have in the operations of the Association. For example, in not-for-profit organizations, Directors are required, by law, to act as a trustee (in good faith, or in trust) of the Association. Directors, and other stakeholders, must not put themselves in positions where making a decision on behalf of the Association is connected to their own personal interests. That would be a conflict of interest situation.

Purpose

3. The Association strives to reduce and eliminate nearly all instances of conflict of interest at the Association – by being aware, prudent, and forthcoming about the potential conflicts. This Policy describes how Representatives will conduct themselves in matters relating to conflict of interest, and will clarify how Representatives shall make decisions in situations where conflict of interest may exist. 

4. This Policy applies to all Representatives.

Obligations

5. Any real or perceived conflict of interest, whether pecuniary or non-pecuniary, between a Representative’s personal interest and the interests of the Association, shall always be resolved in favour of the Association.

6. Representatives will not:

1. 1. Engage in any business or transaction, or have a financial or other personal interest, that is incompatible with their official duties with the Association, unless such business, transaction, or other interest is properly disclosed to the Association and approved by the Association
   2. Knowingly place themselves in a position where they are under obligation to any person who might benefit from special consideration or who might seek preferential treatment
   3. In the performance of their official duties, give preferential treatment to family members, friends, colleagues, or organizations in which their family members, friends, or colleagues have an interest, financial or otherwise
   4. Derive personal benefit from information that they have acquired during the course of fulfilling their official duties with the Association, if such information is confidential or not generally available to the public
   5. Engage in any outside work, activity, or business or professional undertaking that conflicts or appears to conflict with their official duties as a representative of the Association, or in which they have an advantage or appear to have an advantage on the basis of their association with the Association
   6. Without the permission of the Association, use the Association’s property, equipment, supplies, or services for activities not associated with the performance of their official duties with the Association
   7. Place themselves in positions where they could, by virtue of being an Association Representative, influence decisions or contracts from which they could derive any direct or indirect benefit
   8. Accept any gift or favour that could be construed as being given in anticipation of, or in recognition for, any special consideration granted by virtue of being an Association Representative

Disclosure of Conflict of Interest

7. All the Association’s new Directors and candidates for election to the Board, Directors, Officers, Employees, and Committee Members will complete a Declaration Form disclosing any real or perceived conflicts that they might have. Declaration Forms shall be retained by the Association.

8. Representatives shall disclose real or perceived conflicts of interest to the Association’s Board immediately upon becoming aware that a conflict of interest may exist.

9. Representatives shall also disclose any and all affiliations with any and all other organizations involved with the same sport. These affiliations include any of the following roles: athlete, coach, manager, official, employee, volunteer, or Director.

Minimizing Conflicts of Interest in Decision-Making

9. Decisions or transactions that involve a conflict of interest that has been proactively disclosed by an Association Representative will be considered and decided with the following additional provisions:

10. The nature and extent of the Representative’s interest has been fully disclosed to the body that is considering or making the decision, and this disclosure is recorded or noted

1. 1. The Representative does not participate in discussion on the matter
   2. The Representative abstains from voting on the decision
   3. For board-level decisions, the Representative does not count toward quorum
   4. The decision is confirmed to be in the best interests of the Association

12. For potential conflicts of interest involving employees, the Association’s Board will determine whether there is there a conflict and, if one exists, the employee will resolve the conflict by ceasing the activity giving rise to the conflict. The Association will not restrict employees from accepting other employment contracts or volunteer appointments provided these activities do not diminish the employee’s ability to perform the work described in the employee’s job agreement with the Association or give rise to a conflict of interest.

Conflict of Interest Complaints

13. Any person who believes that a Representative may be in a conflict of interest situation should report the matter, in writing (or verbally if during a meeting of the Board or any committee), to the Association’s Board who will decide appropriate measures to eliminate the conflict. The Board may apply the following actions singly or in combination for real or perceived conflicts of interest:

1. 1. Removal or temporary suspension of certain responsibilities or decision-making authority
   2. Removal or temporary suspension from a designated position
   3. Removal or temporary suspension from certain teams, events and/or activities
   4. Expulsion from the Association
   5. Other actions as may be considered appropriate for the real or perceived conflict of interest

14. Any person who believes that a Representative has made a decision that was influenced by real or perceived conflict of interest may submit a complaint, in writing, to the Association to be addressed under the Association’s Harassment, Dispute and Discipline Policy.

15. Failure to comply with an action as determined by the Board will result in automatic suspension from the Association until compliance occurs.

16. The Board may determine that an alleged real or perceived conflict of interest is of such seriousness as to warrant suspension of designated activities pending a meeting and a decision of the Board.

Enforcement

17. Failure to adhere to this Policy may permit discipline in accordance with the Association’s Harassment, Dispute and Discipline Policy.

Appendix A – Conflict of Interest Declaration Form

I have read the Association’s Conflict of Interest Policy, I agree to be bound by the obligations contained therein, and I commit to avoid any real or perceived conflict of interest. I also commit to disclosing the existence of any real or perceived conflict of interest to the Board, as soon as it is known to me.

I declare the following interests which may represent a potential conflicting interest:

___________________ ___________________ _____________________
Name                     Signature                     Date

Accessibility Standards for Customer Service Policy

Providing Goods and Services to People with Disabilities

Definitions

1. The following terms have these meanings in this Policy:
   1. “Association” – Ontario Blind Sports Association

Purpose

2. The purpose of this policy is to fulfill the requirements set out in Ontario Regulation 420/07 of the Accessibility for Ontarians with Disabilities Act, 2005, to establish a policy for the Association for governing the provision of its goods and services to persons with disabilities.

Scope and Application

3. This Policy shall apply to every person who deals with members of the public or other third parties on behalf of the Association whether the person does so as an employee, agent, volunteer or otherwise. Failure to comply with this Policy may result in disciplinary action up to and including termination.

Commitment

4. The Association is committed to excellence in serving all customers/members including people with disabilities. As such, the Association will use reasonable efforts to ensure that its policies, practices and procedures are consistent with the following principles:
   1. The good or services will be provided in a manner that that respects the dignity and independence of persons with disabilities.
   2. The provision of goods or services to persons with disabilities, and others, will be integrated unless an alternate measure is necessary, whether temporarily or on a permanent basis, to enable a person with a disability to obtain, use or benefit from the goods or services.
   3. Persons with disabilities will be given an opportunity equal to that given to others to obtain, use and benefit from the goods or services.
   4. Persons with disabilities may use personal assistive devices and/or support persons in the access of goods and services.
   5. When communicating with a person with a disability, employees, volunteers and contractors shall do so in a manner that takes into account the person’s disability.

Definitions

5. The following terms have these meanings in this policy:
   1. “Assistive Devices” – An auxiliary aid such as communication aids, cognition aids, personal mobility aids and medical aids (i.e.: canes, crutches, wheelchairs, or hearing aids).
   2. “Disabilities” – As per the Ontario Human Rights Code, disability means:
      1. Any degree of physical disability, infirmity, malformation or disfigurement that is caused by bodily injury, birth defect or illness and, without limiting the generality of the foregoing, includes diabetes mellitus, epilepsy, a brain injury, any degree of paralysis, amputation, lack of physical coordination, blindness or visual impairment, deafness or hearing impediment, muteness or speech impediment, or physical reliance on a guide dog or other animal or on a wheelchair or other remedial appliance or device;
      2. A condition of mental impairment or a developmental disability;
      3. A learning disability or a dysfunction in one or more of the processes involved in understanding or using symbols or spoken language;
      4. A mental disorder; orAn injury or disability for which benefits were claimed or received under the insurance plan established under the Workplace Safe and Insurance Act, 1997; (“handicap”)
   3. “Employees” – Every person who deals with members of the public or other third parties on behalf of the Association, whether the person does so as an employee, agent, volunteer or otherwise.
   4. “Persons with Disabilities” – Individuals who are afflicted with a disability as defined under the Ontario Human Rights Code (noted above).
   5. “Service Animals” – Any animal individually trained to do work or perform tasks for the benefit of a person with a disability.
   6. “Support Persons” – Any person whether a paid professional, volunteer, family member, or friend who accompanies a person with a disability in order to help with communications, personal care or medical needs, or with access to goods or services.

Practices and Procedures

6. To implement this Policy, the Association shall establish, evaluate and revise the practices and procedures noted below, as required on providing goods and/or services to persons with disabilities, while following these four core principles:
   1. Dignity
   2. Independence
   3. Integration
   4. Equal Opportunity

Assistive Devices

7. The Association will ensure that staff is trained and familiar with various assistive devices that may be used by customers/members with disabilities while accessing our goods or services. Every employee shall use reasonable efforts to allow persons with disabilities to use their own assistive devices to access goods and/or services.
8. The Association currently provides the following types of assistive devices:
   1. Accessible entrances
   2. Wheelchair accessible washrooms
   3. Written documents/policies
   4. Enlarged font option on website

Communication

9. The Association will offer a variety of methods of communication and interact with people with disabilities in ways that take into account their disability. 

Service Animals

10. Service animals offer independence and security to many people with various disabilities. The Association welcomes people with disabilities and their service animals on the parts of our premises that are open to the public.
11. Examples of service animals include:
    • Dogs used by people who are blind
    • Hearing alert animals for people who are deaf, deafened or hard of hearing
    • Animals trained to alert an individual to an oncoming seizure and lead them to safety.
12. Every employee shall allow persons with disabilities to be accompanied by their guide dog or service animal unless the animal is excluded by law. Where an animal is excluded by law from the premises, the reason why the animal is excluded shall be explained to the persons with disabilities.  Other reasonable arrangements to provide goods and services shall be explored with the assistance of the person with the disability.
13. When a service animal is unruly or disruptive (jumping on people, biting, or other harmful behavior) an employee may ask the person with a disability to remove the animal from the area or refuse access to goods and services. Other reasonable arrangements to provide goods and services shall be explored with the assistance of the person with a disability.

Support Persons

14. Support people assist people with disabilities in a variety of way, by assisting with communication such as an intervener sign language interpreter, or as a Personal Support Worker providing physical assistance. A support person may be a volunteer, friend, or relative who will assist and support the customer/member.
15. Persons with disabilities may be accompanied by their support person while accessing goods and/or services. Support persons may be subject to fees for certain programs and services. We will notify customers/members of this prior to the program and service.

Notice of Temporary Disruption

16. In the event of a planned or unexpected disruption to services or facilities for customers/members with disabilities such as an entrance way that is under repair, renovations that limit access to an area, or technology that is temporarily unavailable, the Association will notify customers/members promptly. This clearly posted notice will include information about the reason for the disruption, its anticipated length of time, and a description of alternative facilities or services, if available.
17. The notice will be placed at 101 – 100 Sunrise Avenue, Toronto, Ontario, M4A 1B3.

Training for Staff

18. The Association will provide training to employees, volunteers and others who deal with the public or other third parties on their behalf. Every provider of goods and services shall receive training on the following:
    1. An overview of the Accessibility for Ontarians with Disabilities Act, 2005 and the requirements of the customer service standard
    2. The Association’ Accessibility Standards for Customer Service Policy
    3. How to interact and communicate with people with various types of disabilities
    4. How to interact with people with disabilities who use an assistive device or require the assistance of a service animal or a support person
    5. How to use any accessible devices provided by the association
    6. What to do if a person with a disability is having difficulty in accessing the Association’ goods and services

19. New employees, agents, volunteers, management, etc. shall receive training as soon as “practicable” after been assigned their role. Ongoing training to changes of policies, procedures and new equipment shall be provided.

Feedback Process

20. Anyone who wishes to provide feedback on the way the Association provides goods and services to people with disabilities can call the office (416-426-7191) or email (info@blindsports.on.ca). All feedback will be directed to the Executive Director. Customers/members can expect to hear back within 10 business days. Complaints will be addressed according to our organization’s regular complaint management procedures.

Provision of Documentation

21. The Association shall upon request, give a copy of the policies, practices and procedures required under the Ontario Regulation 429/07 – Accessibility Standards for Customer Service Policy to any person, in a format agreed upon by the parties.

Review and Amendments

22. Review and amendments shall take place annually at the Annual General Meeting. Any Association policy that does not respect and promote the dignity and independence of people with disabilities will be modified or removed. 

NOTICE – ADMISSION FEES FOR SUPPORT PERSONS

In accordance with the Association’s Accessibility Standards for Customer Service Policy, support persons accompanying persons with disabilities are allowed access to our facilities, however an admission fee may be charged to that support person if applicable.

• “Support Person” shall mean any person whether a paid professional, volunteer, family member, friend who accompanies a person with a disability in order to help with communications, personal care or medical needs or with access to goods or services.
• “Persons with Disabilities” – shall mean those individuals that have a disability defined under the Ontario Human Rights Code, as follows:
  1. Any degree of physical disability, infirmity, malformation or disfigurement that is caused by bodily injury, birth defect or illness and, without limiting the generality of the foregoing, includes diabetes mellitus, epilepsy, a brain injury, any degree of paralysis, amputation, lack of physical coordination, blindness or visual impairment, deafness or hearing impediment, muteness or speech impediment, or physical reliance on a guide dog or other animal or on a wheelchair or other remedial appliance or device;
  2. A condition of mental impairment or a developmental disability;
  3. A learning disability or a dysfunction in one or more of the processes involved in understanding or using symbols or spoken language;
  4. A mental disorder; or
  5. An injury or disability for which benefits were claimed or received under the insurance plan established under the Workplace Safe and Insurance Act, 1997; (“handicap”).  

CUSTOMER FEEDBACK FORM

The Association is working hard to ensure that our facilities and services meet your needs and expectations.  Your feedback is important to us – by answering the questions below, you will help us to better assist you by identifying opportunities for improvement.

1. Date and Time of your Visit:
2. Did we respond to your customer service needs today?
   • Yes
   • No
3. Was our customer service provided to you in an accessible manner?
   • Yes
   • No (please explain below)
   • Somewhat (please explain below)
4. Did you encounter any problems in accessing our facilities or services?
   • Yes (please explain below)
   • No
   • Somewhat (please explain below)
5. Please add any other comments you may have:

6. Contact Information (optional):

Thank You for Input!  Your comments will be reviewed and carefully considered.

NOTICE OF SERVICE DISRUPTION

Please Note:

• There will be a scheduled service disruption at the [insert location].
• There is currently an unexpected service disruption at the [insert location].

The estimated time of the service disruption will be from [insert time] to [insert time].

These disruptions include:

• [list items here]

Alternate services have been made available as follows:

• [list options here]

On behalf of the Association, we would like to thank you for your patience in this matter.

For questions or additional information please contact:

Workplace Emergency Plan for Mobility-Impaired Persons

1. For fire and/or emergency safety planning purposes, mobility-impairment is a physical or medical disability which would prevent that person from descending the stairs in an evacuation situation at a rate of speed consistent with the normal flow of other building occupants, or which would cause such person physical harm if they attempted to descend the stairs.
2. In order to prevent further harm or injury, occupants who require assistance in evacuating during an alarm are responsible for:
   • Advising the Executive Director so that a pre-plan can be established;
   • Assisting the Executive Director in appointing one monitor who will be responsible for the occupant during the evacuation plan;
   • Telling their monitor how much help they may need; and
   • Practicing the evacuation procedures.

MONITORS FOR MOBILITY-IMPAIRED PERSONS

3. The Association, in consultation with the mobility-impaired person, provides these monitors. Monitors should meet the following criteria:
   • They should be physically capable of performing the task as assigned;
   • They should have no mobility-impairment of their own (e.g., a heart condition, epilepsy, asthma);
   • They should work the same hours as the mobility-impaired person to which they are assigned; and
   • They should work either in the same area or close enough so that they can respond quickly.

EVACUATION – DUTIES IN CASE OF ALARM

4. Monitors should:
   • Attend immediately to the mobility-impaired person(s); and
   • Follow the procedures noted below.

5. When the alarm sounds:
   • Mobility-impaired persons go with their monitors at the main entrance to the office. In the event that this location is inaccessible, another location is the hallway through the storage room;
   • Contact the local fire department at 911 to specify the location and the number of mobility-impaired persons;
   • Once the main flow of evacuees has passed, the mobility-impaired should leave the building with their monitors, in short stages if necessary;
   • Return to the building only when authorized by the Municipal Fire Chief or by the Executive Director. 

ACCESSIBILITY STANDARDS FOR CUSTOMER SERVICE
TRAINING RECORD

DATE:

LOCATION:

TRAINING CONTENT:

TRAINERS:

Ontario Blind Sports Association 
Screening Policy

Definitions

1. The following terms have these meanings in this Policy:

1. 1. Association – Ontario Blind Sports Association 
   2. Criminal Record Check (CRC) – A search of the RCMP Canadian Police Information Centre (CPIC) system for adult convictions
   3. Enhanced Police Information Check (E-PIC) – a Criminal Record Check plus a search of Local Police Information, available from Sterling Backcheck
   4. Local Police Information (LPI) – Additional conviction and selected non-conviction information in national and local police data sources which may be relevant to the position sought
   5. Participant – Refers to all categories of individual members and/or registrants defined in the By-laws of the Association who are subject to the policies of the Association, as well as all people employed by, contracted by, or engaged in activities with, the Association including, but not limited to, employees, contractors, athletes, coaches, instructors, officials, volunteers, managers, administrators, parents or guardians, spectators, committee members, and Directors and Officers
   6. Vulnerable Sector Check (VSC) – A detailed check that includes a search of the RCMP Canadian Police Information Centre (CPIC) system, Local Police Information, and the Pardoned Sex Offender database

Preamble

2. The Association understands that screening personnel and volunteers is a vital part of providing a safe sporting environment and has become a common practice among sport organizations that provide programs and services to the community.

Application of this Policy

3. This Policy applies to all individuals whose position with the Association is one of trust or authority which may relate to, at a minimum, finances, supervision, young people, or people with a disability. 

4. Not all individuals associated with the Association will be required to undergo screening through a PRC-VS and a Screening Disclosure Form because not all positions pose a risk of harm to the Association or to its participants. The Association will determine which individuals will be subject to screening using the following guidelines (variations from the guidelines are at the sole discretion of the Association):

Level 1 – Low Risk – Participants involved in low risk assignments that are not in a supervisory role, not directing others, not involved with financial/cash management, and/or do not have access to minors or people with a disability. Examples:

1. 1. Parents, youth, guides, or volunteers who are helping out on a non-regular informal basis

Level 2 – Medium Risk – Participants involved in medium risk assignments who may be in a supervisory role, may direct others, may be involved with financial/cash management,  and/or who may have limited access to minors or people with a disability. Examples:

1. 1. Non-coach employees or managers
   2. Athlete support personnel 
   3. Directors
   4. Coaches who are typically under the supervision of another coach
   5. Officials

Level 3 – High Risk – Participants involved in high risk assignments who occupy positions of trust and/or authority, have a supervisory role, direct others, are involved with financial/cash management, and who have access to minors or people with a disability. Examples:

1. 1. Full time coaches 
   2. Coaches who travel with athletes
   3. Coaches who could be alone with athletes

Policy

5. It is the Association’s policy that:

1. 1. Level 1 individuals will:
      1. Complete a Screening Disclosure Form
      2. Complete an Application Form indicating that the individual has read and understands the Association’s policies and procedures
   2. Level 2 individuals will:
      1. Complete and provide a CRC
      2. Complete a Screening Disclosure Form
      3. Complete an Application Form indicating that the individual has read and understands the Association’s policies and procedures
      4. Provide one letter of reference related to the position sought
      5. Participate in orientation as determined by the Association
      6. Provide a driver’s abstract, if requested
   3. Level 3 individuals will:
      1. Complete and provide a CRC with VSC
      2. Complete a Screening Disclosure Form
      3. Complete an Application Form indicating that the individual has read and understands the Association’s policies and procedures
      4. Provide one letter of reference related to the position sought
      5. Participate in orientation as determined by the Association
      6. Provide a driver’s abstract, if requested
   4. Failure to participate in the screening process as outlined in this policy will result in the individual’s ineligibility for the position sought.
   5. If an individual subsequently receives a conviction for, or is found guilty of, an offense they will report this circumstance immediately to the Association.
   6. If an individual provides falsified or misleading information, the individual will immediately be removed from their position with the Association position and may be subject to further discipline in accordance with the Association’s Harassment, Dispute and Discipline Policy.

Screening Committee 

6. The implementation of this policy is the responsibility of the Association’s Screening Committee which is a committee of three (3) to five (5) members appointed by the Association. Quorum for the Screening Committee will be three members. 

7. The Association may remove any member of the Screening Committee. When a position on the Screening Committee becomes vacant, either because a member has been removed or because a member has resigned, the Association will appoint a replacement member. 

8. The Screening Committee will carry out its duties, in accordance with the terms of this policy, independent of the Board.

9. The Screening Committee is responsible for reviewing all CRC-VSCs and Screening Disclosure Forms and, based on such reviews, making decisions regarding the appropriateness of individuals filling positions within the Association. In carrying out its duties, the Screening Committee may consult with independent experts including lawyers, police, risk management consultants, volunteer screening specialists, or any other person. 

Procedure

10. The Association and its Participants understand that the Police Record Checks Reform Act, 2015 requires the individual to consent in writing before requesting a criminal record check (such as an E-PIC). The Act also requires the individual to consent in writing for any disclosure of the results to the requesting organization.

11. The Association has joined the Coaching Association of Canada’s Responsible Coaching Movement and therefore has access to the E-PIC at a discounted rate. Participants can obtain an E-PIC via https://www.sterlingtalentsolutions.ca/landing-pages/c/cac_ace/

12. The Screening requirements defined in this policy will be submitted to the Association in an envelope marked “Confidential” to:

Ontario Blind Sports Association 
Suite#184

6-14845 Yonge Street

Aurora, ON L4G 6H8

13. If required, the Association will provide a letter confirming the potential position within the Association. 

14. Participants who do not undertake the screening requirements required by this policy will receive a notice to that effect and will be informed that their application and/or position will not proceed until such time as the screening requirements are followed.  

15. The Screening Committee will review all submitted documents and determine if the individual has committed a relevant offense.

16. Subsequent to its review, the Screening Committee, by majority vote, will: 

1. 1. Request more information; or
   2. Approve an individual’s participation; or
   3. Deny an individual’s participation; or
   4. Approve an individual’s participation subject to terms and conditions as the Screening Committee deems appropriate

17. If an individual’s documents do not reveal a relevant offense, the Screening Committee will advise that the individual is eligible. If an individual’s documents reveal a relevant offense, the Screening Committee will render its decision and provide notice of its decision. After providing notice, the Screening Committee will return or destroy the CRC-VSC.

18. PRC-VSs are valid for a period of three years and Screening Disclosure Forms must be completed on an annual basis. However, the Screening Committee may request that an individual provide a CRC-VSCor a Screening Disclosure Form for review and consideration at any time. Such request will be in writing and reasons will be provided for such a request. 

19. Following the review of the screening documents, the Screening Committee will decide:

1. 1. The individual has passed screening and may participate in the desired position;
   2. The individual has passed screening and may participate in the desired position with conditions;
   3. The individual has not passed screening and may not participate in the desired position; or
   4. More information is required from the individual.

20. In making its decision, the Screening Committee will consider the type of offense, date of offense, and relevance of the offense to the position sought. 

21. The Screening Committee must decide that an individual has not passed screening if the screening documentation reveals any of the following:

1. 1. If imposed in the last three years: 
      1. Any offense involving the use of a motor vehicle, including but not limited to impaired driving
      2. Any offense of assault, physical or psychological violence
      3. Any offense involving trafficking or possession of illegal drugs
      4. Any offense involving conduct against public morals
      5. Any offense involving theft or fraud
   2. If imposed at any time: 
      1. Any offense involving a Minor or Minors
      2. Any offense involving the possession, distribution, or sale of any child-related pornography
      3. Any sexual offense

Conditions and Monitoring

If the screening documentation reveals an offense that does not automatically cause the individual to not pass screening (described in the above subsection), the Screening Committee may determine that incidents revealed on an individual’s screening documents may allow the individual to pass the screening process and participate in a desired position with conditions imposed. The Screening Committee shall have the sole and unfettered discretion to apply and remove conditions, determine the length of time for the imposition of conditions, and determine the means by which adherence to conditions may be monitored.

Records

22. 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.

23. The records kept as part of the screening process include but are not limited to:

1. 1. An individual’s Vulnerable Sector Check
   2. An individual’s E-PIC (for a period of three years)
   3. An individual’s Screening Disclosure Form (for a period of three years)
   4. An individual’s Screening Renewal Form (for a period of one year)
   5. Records of any conditions attached to an individual’s registration by the Screening Committee
   6. Records of any discipline applied to any individual by the Association or by another sport organization

Ontario Blind Sports Association
Social Media Policy and Guidelines

Definitions

1. Terms in this Policy are defined as follows:

1. 1. Participant – Refers to all categories of individual members and/or registrants defined in the By-laws of the Association who are subject to the policies of the Association, as well as all people employed by, contracted by, or engaged in activities with, the Association including, but not limited to, employees, contractors, athletes, coaches, instructors, officials, volunteers, managers, administrators, parents or guardians, spectators, committee members, and Directors and Officers.
   2. Person in Authority – Any Participant who holds a position of authority within the Association including, but not limited to, coaches, instructors, officials, managers, support personnel, chaperones, committee members, and Directors and Officers.
   3. Social Media – The catch-all term that is applied broadly to new computer-mediated communication media such as blogs, YouTube, Facebook, Instagram, Tumblr, TikTok, Snapchat, and X.

Preamble

2. The Association is aware that Participant interaction and communication occurs frequently on Social Media. The Association cautions Participants that any conduct falling short of the standard of behaviour required by this Social Media Policy and the Code of Conduct and Ethics may be subject to the disciplinary sanctions identified within the Harassment, Dispute and Discipline Policy.

Application of this Policy

3. This Policy applies to all Participants. 

Conduct and Behaviour

4. All conduct and behaviour occurring on Social Media must comply with the Code of Conduct and Ethics.

5. Participants may not engage in the following behaviour on Social Media:

1. 1. Posting a disrespectful, hateful, harmful, disparaging, or insulting comment on a social medium that is directed at a Participant, at the Association, or at other individuals connected with the Association
   2. Posting a picture, altered picture, or video on a social medium that is harmful, disrespectful, insulting, embarrassing, suggestive, provocative, or otherwise offensive, and that is directed at a Participant, at the Association, or at other individuals connected with the Association
   3. Creating or contributing to a Facebook group, webpage, Instagram account, X feed, blog, or online forum devoted solely or in part to promoting negative or disparaging remarks or commentary about the Association or its Participants or reputation
   4. Any instance of cyber-bullying or cyber-harassment between one Participant and another Participant (including a teammate, coach, opponent, volunteer, or official), where incidents of cyber-bullying and cyber-harassment can include but are not limited to the following conduct on any social medium, via text-message, or via email: regular insults, negative comments, vexatious behaviour, pranks or jokes, threats, posing as another person, spreading rumours or lies, or other harmful behaviour.

Participants Responsibilities

6. Participants should be aware that their social media activity may be viewed by anyone; including the Association.

7. If the Association unofficially engages with a Participant in Social Media (such as by retweeting a tweet or sharing a photo on Facebook) the Participant may, at any time, ask the Association to cease this engagement.

8. When using Social Media, a Participant must model appropriate behaviour befitting the Participant’s role and status in connection with the Association.

9. Removing content from Social Media after it has been posted (either publicly or privately) does not excuse the Participant from being subject to the Harassment, Dispute and Discipline Policy. 

10 An individual who believes that a Participant’s Social Media activity is inappropriate or may violate policies and procedures should report the matter to the Association in the manner outlined by the Harassment, Dispute and Discipline Policy. 

Association Responsibilities

11. The Association has a responsibility to understand if and how Persons in Authority and athletes are using Social Media to communicate with each other. Persons in Authority and athletes may need to be reminded that behaviour in Social Media is still subject to the Code of Conduct and Ethics and Social Media Policy.

12. Complaints and concerns about the behaviour of a Person in Authority or athlete in Social Media can be addressed under the Harassment, Dispute and Discipline Policy.

Guidelines

13. The Guidelines in this section provide Persons in Authority and athletes with tips and suggestions for Social Media use. Persons in Authority and athletes are strongly encouraged to develop their own strategy for Social Media use (either written down or not) and ensure that their strategy for Social Media use is acceptable pursuant to the Code of Conduct and Ethics.

14. Given the nature of Social Media as a continually developing communication sphere, the Association trusts its Persons in Authority and athletes to use their best judgment when interacting with Social Media. These Guidelines are not hard and fast rules or behavioural laws; but rather recommendations that will inform individuals’ best judgment.

Social Media Guidelines for Persons in Authority

15. Persons in Authority should consider the following guidelines to inform their own strategy for Social Media use:

1. 1. With minor athletes, ensure that parents/guardians are aware if some interactions may take place on Social Media and the context for those interactions, and give parents/guardians the option to prohibit or restrict communication in this space
   2. Attempt to make communication with athletes in Social Media as one-sided as possible. Be available for athletes if they initiate contact – athletes may wish to have this easy and quick access to you – but avoid imposing yourself into an athlete’s personal Social Media space
   3. Ensure all Social Media communication is professional, unambiguous, and on-topic. Avoid emojis and unspecific language that can be interpreted in multiple ways
   4. Choosing not to engage with Social Media is an acceptable strategy. Be prepared to inform athletes (and/or parents/guardians) why you will not engage in this space and explain which media you will use to communicate with them 
   5. athletes will search for your Social Media accounts. Be prepared for how you will respond when an athlete attempts to interact with you on Social Media
   6. Annually review and update the privacy settings on all your Social Media accounts
   7. Consider monitoring or being generally aware of athletes’ public Social Media behaviour to ensure compliance with Code of Conduct and Ethics and this Policy 
   8. Never demand access to an athlete’s private posts on X, Instagram, or Facebook
   9. Do not send friend requests to athletes. Never pressure athletes to send you a friend request or follow your Social Media accounts
   10. If you accept a friend request from one athlete, you should accept these requests from all athletes. Be careful not to show favouritism on Social Media
   11. Consider managing your Social Media so that athletes do not have the option to follow you on X or send you a friend request on Facebook
   12. Do not identify minor athletes on publicly available Social Media
   13. Seek permission from adult athletes before identifying them on publicly available Social Media
   14. Avoid adding athletes to Snapchat and do not send snapchats to athletes 
   15. Do not post pictures or videos of minor athletes on your private Social Media accounts
   16. Be aware that you may acquire information about an athlete that imposes an obligation of disclosure on your part (such as seeing pictures of underage athletes drinking during a trip)
   17. If selection decisions and other official team business are announced on Social Media, ensure they are also posted on a less-social medium like a website or distributed via email
   18. Never require athletes to join Facebook, join a Facebook group, subscribe to a X feed, or join a Facebook page about your team or organization
   19. If you create a page on Facebook or Instagram for your team or athlete, do not make this Social Media site the exclusive location for important information. Duplicate important information in less-social channels (like on a website or via email)
   20. Exercise appropriate discretion when using Social Media for your own personal communications (with friends, colleagues, and other Persons in Authority) with the knowledge that your behaviour may be used as a model by athletes 
   21. Avoid association with Facebook groups, Instagram accounts, or X feeds with explicit sexual conduct or viewpoints that might offend or compromise your relationship with an athlete
   22. Never misrepresent yourself by using a fake name or fake profile

Social Media Guidelines for Athletes

16. The following tips should be used by athletes to inform their own strategy for Social Media use:

1. 1. Set your privacy settings to restrict who can search for you and what private information other people can see.
   2. Coaches, teammates, officials, or opposing competitors may all add you to Facebook or follow you on Instagram or X. You are not required to follow anyone or be Facebook friends with anyone.
   3. Avoid adding Persons in Authority to Snapchat and do not send snapchats to Persons in Authority.
   4. If you feel harassed by someone in a social medium, report it to your coach or another Person in Authority with your organization.
   5. You do not have to join a fan page on Facebook or follow a X feed or Instagram account.
   6. Content posted on a social medium, relative to your privacy settings, is considered public. In most cases, you do not have a reasonable expectation of privacy for any material that you post.
   7. Content posted to a social medium is almost always permanent – consider that other individuals may take screencaps of your content (even snapchats) before you can delete them.
   8. Avoid posting pictures of, or alluding to, participation in illegal activity such as: speeding, physical assault, harassment, drinking alcohol (if underage), and smoking marijuana (if underage).
   9. Model appropriate behaviour in Social Media befitting your status as a) an athlete, and b) a member of your organization and its governing organizations. As a representative of your organization, you have agreed to the Code of Conduct and Ethics and must follow that Code when you post material and interact with other people through Social Media.
   10. Be aware that your public Facebook page, Instagram account, or X feed may be monitored by your organization, coach, or by another organization and content or behaviour demonstrated in Social Media may be subject to sanction under the Harassment, Dispute and Discipline Policy.

Ontario Blind Sports Association
Social Media Use Policy

Definitions

1. The following terms have these meanings in this Policy:
   3. “Association” – Ontario Blind Sports Association
   4. “Association-branded social media” – Official social media engagement by the Association including the Association’s Facebook page(s), Twitter feed, photo sharing accounts, YouTube channels, blogs, or other social media engagement; both those that exist currently and those that will be created by the Association in the future
   5. “Representative” – All individuals employed by, or engaged in activities on behalf of, the Association. Representatives include, but are not limited to, staff, administrators, directors and officers of the Association, committee members, and volunteers.
   6. “Social media” – The catch-all term that is applied broadly to new computer-mediated communication media such as blogs, YouTube, Instagram, Snapchat, Facebook, and Twitter

Purpose

2. The Association encourages the use of social media by its Representatives to enhance effective internal communication, build the Association brand, and interact with members. Since there is so much ambiguity in the use of social media, the Association has created this policy to set boundaries and standards for Representatives’ social media use.

Application of this Policy

3. This Policy applies to all Representatives.

Representatives’ Responsibilities

4. Representatives will not:
5. 1. Use social media for the purpose of fraud or any other activity that contravenes the laws of Canada, the Code of Conduct and Ethics, or any other applicable jurisdiction
   2. Use social media for the purpose of fraud or any other activity that contravenes the laws of Canada, the Association’s Code of Conduct and Ethics, or any other applicable jurisdiction
   3. Impersonate any other person or misrepresent their identity, role, or position with the Association
   4. Display preference or favourtism with regard to clubs, athletes, or other members
   5. Upload, post, email, or otherwise transmit:
      1. Any content that is offensive, obscene, unlawful, threatening, abusive, harassing, defamatory, hateful, invasive or another person’s privacy, or otherwise objectionable
      2. Any material which is designed to cause annoyance, inconvenience, or needless anxiety to others
      3. Any material that infringes on the patent, trademark, trade secrets, copyright, or other proprietary right of any other party
      4. Any material that is considered the Association’s confidential information or intellectual property, as per the Association’s Confidentiality Policy

5. Representatives shall refrain from discussing matters related to the Association or its operations on Representatives’ personal social media. Instead, matters related to the Association or its operations should be handled through more official communication channels (like email) or through the Association-branded social media.
6. Representatives must engage with social media only in the context(s) described in their contract of employment, volunteer position, or position with the Association. For example, an Association Head Coach shall not represent the Association in answering a question on the Association-branded social media that is directed at, and better addressed in more official communication channels by, the Association’s Treasurer
7. Representatives shall use their best judgment to respond to controversial or negative content posted by other people on the Association-branded social media. In some cases, deletion of the material may be the most prudent action. In other cases, responding publicly may be preferred. If a Representative questions the correct action to take, the Representative shall consult with another Representative who has more decision-making authority at the Association.
8. Representatives shall use a clear and appropriate writing style.

Association Responsibilities

9. The Association will:
   1. Ensure that Representatives only use social media in a positive manner when connecting with others
   2. Properly vet and understand each social medium before directing Representatives to engage with, or create, the Association-branded social media
   3. Host expert training sessions on the topic of social media; in the event that the social media engagement directed by the Association is unclear or not fully understood
   4. Ensure that Representatives balance personal and professional information posted via social media and inform Representatives that a balance is necessary and positive
   5. Monitor Representatives’ use of social media

Enforcement

Failure to adhere to this Policy may permit discipline in accordance with the Association’s Discipline and Complaints Policy, legal recourse, or termination of employment/volunteer position.

Ontario Blind Sports Association

Travel Policy

Definitions

1. The following terms have these meanings in this Policy:
   1. Association – Ontario Blind Sports Association 

Purpose

2. The purpose of this Policy is to inform athletes, parents, and coaches travelling to events outside of the Province of Ontario of their responsibilities and the expectations of the Association.

Application of this Policy

3. Specific individuals have responsibilities when teams travel outside of the province. These individuals include:
   1. Parents traveling with the athlete
   2. Parents not traveling with the athlete
   3. Chaperones
   4. Coaches
   5. Team Managers 
   6. Athletes

Travel Consent Form

4. Minor athletes traveling with individuals other than their parent/guardian must keep with them a Travel Consent Form (signed by their parent/guardian). A Travel Consent Form is attached provided as Appendix A.

Responsibilities

5. Parents traveling with a minor athlete are responsible for their child during the entirety of the event and have the following additional responsibilities:
   1. Pay all event fees prior to the start of travel
   2. Register for event accommodations in a timely manner. Accommodations outside of those arranged by the manager (such as staying with family, or at a different hotel) must be approved by the coach in advance of arrangements being made
   3. Punctual drop off and pick up of their children at times and places indicated by coaches
   4. Adhere to coach or manager requests for parent meetings, team meetings, or team functions and be punctual to such events
   5. Adhere to coach requests for athlete curfew times
   6. Adhere to coach requests for limiting outside activities (swimming, shopping, etc.)
   7. Report any athlete illness or injury
   8. Report any incident likely to bring discredit to the Association
   9. Adhere to the Association’s policies and procedures, particularly the Code of Conduct and Ethics
   10. If travelling outside of Canada, ensure that all passports are valid and not expired
6. Parents not traveling with the athlete have the following responsibilities:
   1. Assign to their child a chaperone
   2. Provide the chaperone with a Travel Consent Form
   3. Provide the chaperone with emergency contact information
   4. Provide the chaperone with any necessary medical information
   5. Pay all event fees prior to the start of travel
   6. Provide the child with enough funds to pay for food and incidentals
   7. If travelling outside of Canada, ensure that all passports are valid and not expired
7. Chaperones have the following responsibilities:
   1. Obtain and carry any Travel Consent Forms, emergency contact information, and medical information
   2. Punctual drop off and pick up of their children at times and places indicated by coaches
   3. Adhere to coach or manager requests for parent meetings, team meetings, or team functions and be punctual to such events
   4. Adhere to coach requests for athlete curfew times
   5. Adhere to coach requests for limiting outside activities (swimming, shopping, etc.)
   6. Report any athlete illness or injury
   7. Report any incident likely to bring discredit to the Association
   8. Inspect hotel rooms rented for damage before check in and after check out. Report any damage to the coach
   9. Approve visitors to the athlete accommodations, at their discretion
   10. Adhere to the Association’s policies and procedures, particularly the Code of Conduct and Ethics
8. Coaches have the following responsibilities: 
   1. Arrange all team meetings and training sessions
   2. Determine curfew times
   3. Work in close co-operation with the chaperones on all non-sport matters
   4. Report to the Association incident likely to bring discredit to the Association
   5. Together with the chaperones, decide temporary disciplinary action to be taken at the scene of an incident, and report such incident and action to the parents of the athletes involved as well as to the Association for further disciplinary action, if applicable, under the Association’s Harassment, Dispute and Discipline Policy
   6. Adhere to the Association’s policies and procedures, particularly the Code of Conduct and Ethics
9. Team/Event Managers have the following responsibilities:
   1. Ensure an appropriate chaperone-to-athlete ratio that does not exceed five athletes per chaperone
   2. Organize accommodations and inform parents and chaperones how to register and pay for accommodations
   3. Room female and male athletes separately. Coaches and chaperones must be roomed separately from athletes, unless the athlete is the child of the coach or chaperone
   4. Coordinate and collect all travel expenses from parents
10. Athletes have the following responsibilities:
    1. Arrive at each event ready to participate
    2. Make any visitor requests to chaperones before the visit is expected
    3. Represent the Association to the best of their abilities at all times
    4. Communicate any problems or concerns to the coaches and chaperone just as they would their own parents
    5. Check in with the chaperone when leaving their rooms
    6. Not leave the hotel alone or without permission of the coach/chaperone and check-in when returning
    7. Adhere to the Association’s policies and procedures, particularly the Code of Conduct and Ethics

Concussion Policy

Preamble

1. This Policy is based on the 5th Consensus Statement on Concussion in Sport that was released in April 2017. This Policy interprets the information contained in the report that was prepared by the 2017 Concussion in Sport Group (CISG), a group of sport concussion medical practitioners and experts, and adapts concussion assessment and management tools.
2. This Policy is intended to be compliant with Ontario’s Rowan’s Law (Concussion Safety), 2018. If any provision of the policy is in conflict with Rowan’s Law, the legislation shall take precedence.
3. The CISG suggested 11 ‘R’s of Sport-Related Concussion (“SRC”) management to provide a logical flow of concussion management. This Policy is similarly arranged. The 11 R’s in this Policy are: Recognize, Remove, Re-Evaluate, Rest, Rehabilitation, Refer, Recover, Return to Sport, Reconsider, Residual Effects, and Risk Reduction.
4. A concussion is a clinical diagnosis that can only be made by a physician.

Definitions

5. The following terms have these meanings in this Policy:
   1. Participant – Refers to all categories of individual members and/or registrants defined in the By-laws of the Association who are subject to the policies of the Association, as well as all people employed by, contracted by, or engaged in activities with, the Association including, but not limited to, employees, contractors, athletes, coaches, instructors, officials, volunteers, managers, administrators, parents or guardians, spectators, committee members, and Directors and Officers
   2. Suspected Concussion – means the recognition that an individual appears to have either experienced an injury or impact that may result in a concussion or who is exhibiting unusual behaviour that may be the result of concussion.
   3. Sport-Related Concussion (“SRC”) – A sport-related concussion is a traumatic brain injury induced by biomechanical forces. Several common features that may be used to define the nature of a SRC may include:
      1. Caused either by a direct blow to the head, face, neck or elsewhere on the body with an impulsive force transmitted to the head.
      2. Typically results in the rapid onset of short-lived impairment of neurological function that resolves spontaneously. However, in some cases, signs and symptoms evolve over a number of minutes to hours.
      3. May result in neuropathological changes, but the acute clinical signs and symptoms largely reflect a functional disturbance rather than a structural injury and, as such, no abnormality may be visibly apparent
      4. Results in a range of clinical signs and symptoms that may or may not involve loss of consciousness. Resolution of the clinical and cognitive features typically follows a sequential course. However, in some cases symptoms may be prolonged.

Purpose

6. The Association is committed to ensuring the safety of Participants in its activities. The Association recognizes the increased awareness of concussions and their long-term effects and believes that prevention of concussions is paramount to protecting the health and safety of Participants.
7. This Policy describes the common signs and symptoms of a concussion and how to identify them, the protocol to be followed in the event of a possible concussion, and a Return to Sport protocol should a concussion be diagnosed. Awareness of the signs and symptoms of concussion and knowledge of how to properly manage a concussion is critical to recovery and helping to ensure the individual is not returning to physical activities too soon, risking further complication.
8. This Policy applies to all activities and events for which the Association is the governing or sanctioning body including, but not limited to, competitions, practices, and training sessions.

Registration

9. When an individual under the age of 26 years old registers with the Association, the individual must provide written or electronic confirmation that they have reviewed concussion awareness resources within the past 12 months. The Ontario Government has produced age-appropriate concussion resources located here:
   1. Ages 10 and under
   2. Ages 11-14
   3. Ages 15+
10. Participants under the age of 26 years old must also sign the Concussion Code of Conduct (Appendix A).
11. For athletes younger than 18 years old, the athlete’s parent or guardian must also provide confirmation that they have also reviewed the concussion resources as well and signed the Concussion Code of Conduct.
12. Coaches, officials and team trainers must provide confirmation that they have also reviewed the concussion resources and sign the Concussion Code of Conduct; but not if they will be interacting exclusively with athletes who are 26 years old or older.

Recognizing Concussions

13. If a Participant demonstrates or reports any of the following red flags, an on-site licensed healthcare professional shall be summoned and, if deemed necessary, an ambulance should be called:
    1. Neck pain or tenderness
    2. Double vision
    3. Weakness or tingling / burning in arms or legs
    4. Severe or increasing headache
    5. Seizure or convulsion
    6. Loss of consciousness 
    7. Deteriorating conscious state
    8. Vomiting more than once
    9. Increasingly restless, agitated, or combative
    10. Increased confusion
14. The following observable signs may indicate a possible concussion:
    1. Lying motionless on the playing surface
    2. Slow to get up after a direct or indirect hit to the head
    3. Disorientation or confusion / inability to respond appropriately to questions
    4. Blank or vacant look
    5. Balance or gait difficulties, absence of regular motor coordination, stumbling, slow laboured movements
    6. Facial injury after head trauma
15. A concussion may result in the following symptoms:
    1. Headache or “pressure in head”
    2. Balance problems or dizziness
    3. Nausea or vomiting
    4. Drowsiness, fatigue, or low energy
    5. Blurred vision
    6. Sensitivity to light or noise
    7. More emotional or irritable
    8. “Don’t feel right”
    9. Sadness, nervousness, or anxiousness
    10. Neck pain
    11. Difficulty remembering or concentrating
    12. Feeling slowed down or “in a fog”
16. Failure to correctly answer any of these memory questions may suggest a concussion:
    1. What venue are we at today?
    2. Where was your last major competition?
    3. What day is it?
    4. What event are you participating in?

Removal from Sport Protocol

17. In the event of a Suspected Concussion where there are observable signs of a concussion, symptoms of a concussion, or a failure to correctly answer memory questions, the Participant should be immediately removed from participation by a designated person who is either an on-site the Association staff member and/or Head Coach or Head Referee.
18. After removal from participation, the following actions should be taken:
    1. The designated person who removed the Participant should consider calling 9-1-1;
    2. The Association must make and keep a record of the removal;
    3. The designated person must inform the Participant’s parent or guardian if the Participant is younger than 18 years old, and the designated person must inform the parent or guardian that the Participant is required to undergo a medical assessment by a physician or nurse practitioner before the Participant will be permitted to return to participation; and
    4. The designated person will remind the Participant, and the Participant’s parent or guardian as applicable, of the Association’s Return-to-Sport protocol as described in this Policy.
19. Participants who have a Suspected Concussion and who are removed from participation should:
    1. Be isolated in a dark room or area and stimulus should be reduced
    2. Be monitored
    3. Have any cognitive, emotional, or physical changes documented
    4. Not be left alone (at least for the first 1-2 hours)
    5. Not drink alcohol
    6. Not use recreational/prescription drugs
    7. Not be sent home by themselves
    8. Not drive a motor vehicle until cleared to do so by a medical professional
20. A Participant who has been removed from participation due to a suspected concussion should not return to participation until the Participant has been assessed medically, preferably by a physician who is familiar with the Sport Concussion Assessment Tool – 5th Edition (SCAT5) (for Participants over the age of 12) or the Child SCAT5 (for Participants between 5 and 12 years old), even if the symptoms of the concussion resolve.

Re-Evaluate

21. A Participant with a Suspected Concussion should be evaluated by a licensed physician who should conduct a comprehensive neurological assessment of the Participant and determine the Participant’s clinical status and the potential need for neuroimaging scans.

Rest and Rehabilitation

22. Participants with a diagnosed SRC should rest during the acute phase (24-48 hours) but can gradually and progressively become more active so long as activity does not worsen the Participant’s symptoms. Participants should avoid vigourous exertion.
23. Participants must consider the diverse symptoms and problems that are associated with SRCs. Rehabilitation programs that involve controlled parameters below the threshold of peak performance should be considered.

Refer

24. Participants who display persistent post-concussion symptoms (i.e., symptoms beyond the expected timeline for recovery – 10-14 days for adults and 4 weeks for children) should be referred to physicians with experience handling SRCs.

Recovery and Return to Sport

25. SRCs have large adverse effects on cognitive functioning and balance during the first 24-72 hours after injury. For protocolmost Participants, these cognitive defects, balance and symptoms improve rapidly during the first two weeks after injury. An important predictor of slower recovery from an SRC is the severity of the Participant’s initial symptoms following the first few days after the injury.
26. The table below represents a graduated return to sport for most Participants, in particular those that did not experience high severity of initial symptoms after the following the first few days after the injury.

Table 1 – Return to Sport Strategy

27. An initial period of 24-48 hours of both physical rest and cognitive rest is recommended before beginning the Return to Sport strategy. 
28. There should be at least 24 hours (or longer) for each step. If symptoms reoccur or worsen, the Participant should go back to the previous step.
29. Resistance training should only be added in the later stages (Stage 3 or Stage 4).
30. If symptoms persist, the Participant should return to see a physician.
31. The Participant’s Return-to-Sport strategy should be guided and approved by a physician with regular consultations throughout the process.
32. The Participant must provide the Association with a medical clearance form, signed by a physician, following Stage 5 and before proceeding to Stage 6.

Reconsider 

33. The 2017 Concussion in Sport Group (CISG) considered whether certain populations (children, adolescents, and elite athletes) should have SRCs managed differently.
34. It was determined that all Participants, regardless of competition level, should be managed using the same SRC management principles.
35. Adolescents (13 to 18 years old) and children (5 to 12 years old) should be managed differently. SRC symptoms in children persist for up to four weeks. More research was recommended for how these groups should be managed differently, but the CISG recommended that children and adolescents should first follow a Return to School strategy before they take part in a Return to Sport strategy. A Return to School strategy is described below.

Table 2 – Return to School Strategy

Residual Effects

36. Participants should be alert for potential long-term problems such as cognitive impairment and depression. The potential for developing chronic traumatic encephalopathy (CTE) should also be a consideration, although the CISG stated that “a cause-and-effect relationship has not yet been demonstrated between CTE and SRCs or exposure to contact sports. As such, the notion that repeated concussion or subconcussive impacts cause CTE remains unknown.”

Risk Reduction and Prevention

37. The Association recognizes that knowing a Participant’s SRC history can aid in the development of concussion management and the Return to Sport strategy. The clinical history should also include information about all previous head, face, or cervical spine injuries. The Association encourages Participants to make coaches and other stakeholders aware of their individual histories.

Non-Compliance

38. Failure to abide by any of the guidelines and/or protocols contained within this policy may result in disciplinary action in accordance with the Association’s policies for discipline and complaints.

Liability

39. The Association shall not be liable for any Participant or other individual’s use or interpretation of this Policy. Further, none of the Association’s members, directors, officers, employees, agents, representatives and other individuals involved in any way in the administration of this Policy shall be liable to any other individual in any way, in relation to any lawful acts or omissions committed in the honest application, administration, and/or enforcement of this Policy.

Appendix A – Concussion Code of Conduct

PART A

The following section of the Concussion Code of Conduct must be signed by all Participants under the age of 26 years old. For Participants who are younger than 18 years old, a parent/guardian must also sign this section.

I will help prevent concussions by: 

• Wearing the proper equipment for my sport and wearing it correctly. 
• Developing my skills and strength so that I can participate to the best of my ability.
• Respecting the rules of my sport or activity. 
• Demonstrating my commitment to fair play and respect for all (respecting other athletes, coaches, team trainers and officials).

I will care for my health and safety by taking concussions seriously, and I understand that: 

• A concussion is a brain injury that can have both short-term and long-term effects. 
• A blow to my head, face or neck, or a blow to the body that causes the brain to move around inside the skull may cause a concussion. 
• I don’t need to lose consciousness to have had a concussion.
• I have a commitment to concussion recognition and reporting, including self-reporting of possible concussion and reporting to a designated person when and individual suspects that another individual may have sustained a concussion. (Meaning: If I think I might have a concussion I should stop participating in further training, practice or competition immediately, and I will tell an adult if I think another athlete has a concussion). 
• Continuing to participate in further training, practice or competition with a possible concussion increases my risk of more severe, longer lasting symptoms, and increases my risk of other injuries. 

I will not hide concussion symptoms. I will speak up for myself and others.

• I will not hide my symptoms. I will tell a coach, official, team trainer, parent or another adult I trust if I experience any symptoms of concussion. 
• If someone else tells me about concussion symptoms, or I see signs they might have a concussion, I will tell a coach, official, team trainer, parent or another adult I trust so they can help.
• I understand that if I have a suspected concussion, I will be removed from sport and that I will not be able to return to training, practice or competition until I undergo a medical assessment by a medical doctor or nurse practitioner and have been medically cleared to return to training, practice or competition.  
• I have a commitment to sharing any pertinent information regarding incidents of removal from sport with my school and any other sport organization with which I have registered. (Meaning: If I am diagnosed with a concussion, I understand that letting all of my other coaches and teachers know about my injury will help them support me while I recover).

I will take the time I need to recover, because it is important for my health. 

• I understand my commitment to supporting the return-to-sport process and I will follow my sport organization’s Return-to-Sport Protocol.
• I understand I will have to be medically cleared by a medical doctor or nurse practitioner before returning to training, practice or competition.
• I will respect my coaches, team trainers, parents, health-care professionals, and medical doctors and nurse practitioners, regarding my health and safety. 

By signing here, I acknowledge that I have fully reviewed and commit to this Concussion Code of Conduct.

___________________ __________________________ _____________

Name of Participant (print) Signature of Participant Date of Birth

_________________   __________________ ___________________

Name of Parent or Guardian (print) Signature of Parent or Guardian Date 

PART B

The following section of the Concussion Code of Conduct must be signed by all coaches and team trainers who interact with Participants under the age of 26 years old.

I can help prevent concussions through my:

• Efforts to ensure that my athletes wear the proper equipment and wear it correctly. 
• Efforts to help my athletes develop their skills and strength so they can participate to the best of their abilities. 
• Respect for the rules of my sport or activity and my efforts to ensure that my athletes do too. 
• Commitment to fair play and respect for all (respecting other coaches, team trainers, officials and all participants and ensuring my athletes respect others and play fair).

I will care for the health and safety of all participants by taking concussions seriously. I understand that: 

• A concussion is a brain injury that can have both short-term and long-term effects. 
• A blow to the head, face, or neck, or a blow to the body may cause the brain to move around inside the skull and result in a concussion. 
• A person doesn’t need to lose consciousness to have had a concussion.
• An athlete with a suspected concussion should stop participating in training, practice or competition immediately. 
• I have a commitment to concussion recognition and reporting, including self-reporting of possible concussion and reporting to a designated person when an individual suspects that another individual may have sustained a concussion.
• Continuing to participate in further training, practice or competition with a suspected concussion increases a person’s risk of more severe, longer lasting symptoms, and increases their risk of other injuries or even death.

I will create an environment where participants feel safe and comfortable speaking up. I will:

• Encourage athletes not to hide their symptoms, but to tell me, an official, parent or another adult they trust if they experience any symptoms of concussion after an impact. 
• Lead by example. I will tell a fellow coach, official, team trainer and seek medical attention by a physician or nurse practitioner if I am experiencing any concussion symptoms. 
• Understand and respect that any athlete with a suspected concussion must be removed from sport and not permitted to return until they undergo a medical assessment by a physician or nurse practitioner and have been medically cleared to return to training, practice or competition.
• For coaches only: Commit to providing opportunities before and after each training, practice and competition to enable athletes to discuss potential issues related to concussions.

I will support all participants to take the time they need to recover.

• I understand my commitment to supporting the Return-to-Sport process.

• I understand the athletes will have to be cleared by a physician or nurse practitioner before returning to sport.  

• I will respect my fellow coaches, team trainers, parents, physicians and nurse practitioners and any decisions made with regards to the health and safety of my athletes. 

By signing here, I acknowledge that I have fully reviewed and commit to this Concussion Code of Conduct.

__________________ __________________ _______________

Name and role (print) Signature Date

Ontario Blind Sports Association

Sanctioning Policy

Definitions

1. The following terms have these meanings in this Code:

1. 1. Association – Ontario Blind Sports Association 
   2. Events – includes practices, tournaments, games, playoffs, meetings, and programs
   3. Participant – Refers to all categories of individual members and/or registrants defined in the By-laws of the Association who are subject to the policies of the Association, as well as all people employed by, contracted by, or engaged in activities with, the Association including, but not limited to, employees, contractors, athletes, coaches, instructors, officials, volunteers, managers, administrators, parents or guardians, spectators, committee members, and Directors and Officers

Purpose

2. The Association is committed to providing an environment that promotes standard and fair competition; and as such, organizations and Participants wishing to run Events must first seek approval and sanction from the Association. Irresponsible behaviour, unfair competition, or an unsafe environment can result in severe damage to the Association, and to organizations and Participants. This Policy provides sanctioning regulations that will help ensure that Events are safe, fair, and protect the health and welfare of the participants.
3. Certain Events run by organizations and Participants are pre-sanctioned by the Association and do not require additional approval.

Application of this Policy

4. This Policy applies to all Events that are organized and run by organizations and Participants. 

Insurance

5. Only the Events sanctioned by the Association are covered by the Association’s insurance.

Pre-Sanctioned Events

6. The following Events are pre-sanctioned:
   1. Practices and training sessions
   2. Regular season games
   3. Exhibition Games
   4. Playoff games
   5. Meetings; particularly meetings of the Board of Directors, general meetings, committee meetings, and parent orientations

Events Requiring Sanction

7. Events that are not pre-sanctioned require sanction in accordance with this Policy. Sanctions are required to host the following:
   1. Tournaments (including out of province)
   2. Provincial championships
   3. Coach or official certification clinics
   4. Certain fundraising activities
   5. Outreach programs
   6. Training Camps

Requesting a Sanction

8. Requests for sanctions must be submitted in writing or by email at least thirty (30) days prior to the Event to the appropriate Association staff member or Director.
9. Requests for sanctions with less than thirty (30) days’ notice shall be accompanied by a written statement giving reasons for requesting an exemption to the time limitation. The decision to accept, or not accept, the late sanction request will be at the sole discretion of the Association and may not be appealed.
10. The request for sanction will be approved or denied by the Association. If the sanction is denied, the Association will provide reasons for the decision.
11. Sanctions are not transferable and new sanctions must be obtained each year for annual Events.

Sanction Refusals

12. The Association may refuse, deny, withdraw, or cancel a sanction for reasons that include, but are not limited to:
    1. Poor organization, hosting, or running of a prior sanctioned Event
    2. Failure to meet sanction conditions
    3. Concerns that the organization or Participant requesting the sanction is not capable of meeting Association sanctioning requirements, or other factors relating to the operations of the Event
    4. Late or incomplete sanction request
    5. Failure to pay a sanctioning fee (if required)
    6. The organization or Participant is not in good standing
    7. Any other issue or matter which the Association deems may affect the Association’s ability to obtain insurance coverage
    8. Any other issue or matter which the Association deems may damage the reputation of the Association or that may introduce unreasonable safety concerns

Sanctioned Event Requirements

13. All sanctioned Events, including pre-sanctioned Events, must follow the Association’s rules and policies.
14. Alcohol is not permitted at any Event. 

Enforcement

15. Failure to adhere to this Policy may permit discipline in accordance with the Association’s Harassment, Dispute and Discipline Policy.

Workplace Harassment Policy (Health and Safety Manual) (review)(pdf)

Ontario Blind Sports Association
Team Selection Policy

Definitions

1. The following terms have these meanings in this Policy:
   1. “Association” – Ontario Blind Sports Association

Introduction

2. The Association has the responsibility to organize, develop and select athletes and teams to represent he Association at provincial and national events. This policy sets the Association’s procedures, guidelines, criteria, standards and timelines governing selection of athletes to those teams.

Communication

3. This Policy will be communicated to all eligible athletes via email if requested.

Authority for Selection

4. The Board of Directors of the Association has delegated the authority for all decision-making under this Policy to the Goalball Committee (Program Director, Executive Director, Goalball Advisor).

Goals/Objectives of Team Selection

5. The selection criteria are designed to select athletes who will create the best possible competitive and cohesive team. 

Team Size

6. Team size will be dictated by the event, when this is not the case, the Goalball Committee will have the discretion to name a larger team that will include a greater number of reserve athletes, or to name a smaller team. 

Team Announcement

7. The Association will announce the selected team within seven (7) days of the final selection event by contacting selected athletes directly and potentially posting the team list on the Association’s website.

Athlete Eligibility

8. To be eligible to be considered for selection, an athlete must:
   1. Be a registered member in good standing of the Association;
   2. Be a permanent resident at least 180 days prior to the competition;
   3. Nominated by a head coach or identified by the Association;
   4. Pay any required fees;
   5. Attend all selection events as required; and
   6. Eligible to participate as per the rules of the applicable event.

Residency

9. Eligible athlete will only have one permanent residence.
10. The permanent residence of an athlete will be determined by the Goalball Committee in cooperation with the athlete. Documentation proving residency may be required by the athlete.

Selection Camps

11. The Goalball Committee will host selection events for any eligible athlete wishing for selection on the Team.
12. The following camps and competitions will be selection camps:
    1. High Performance Training Camp
    2. Ottawa Training Camp
    3. Pre-Competition Training Camp
    4. Goalball Provincial Championships

Team Selection Process

13. The Goalball Committee will:
    1. Develop a list of characteristics and physical tests to be completed by each eligible athlete.
    2. Appoint the Head Coach and Assistant Coach to rate results
    3. Rate the eligible athletes based off of established characteristics, physical tests, and other results. The athletes with the highest rating will be selected to the team.
    4. In the event that one of the top ranked athletes decides not to join the team, the next highest ranked athlete will be asked as a replacement.
14. Members of the Selection Committee are required to remove themselves from any discussions, ranking and voting if there exists a conflict of interest.

Exceptions

15. A maximum of four (4) athletes may be added to the team by the Goalball Committee, upon their sole discretion, if the appointed athletes were unable to participate in mandatory events, competitions or evaluations due to illness, injury, other medical circumstance or personal, educational or competitive commitments.
16. If unforeseen circumstances arise which do not allow for this selection process or its timelines to be implemented as planned, the Goalball Committee reserves the right to identify an alternate process or alternate timelines. Should this occur, all eligible athletes will be notified of these changes in a timely manner.

Athlete Requirements to Remain Selected and Removal

19. Upon selection and in order to remain on the Provincial Team may be asked to:
    1. Sign a Team Member Agreement,
    2. Provide to the Association all required documents (medical records, classification card, birth certificate, health card, etc.),
    3. Participate in all team events, activities and meetings,
    4. Ensure proper equipment, clothing and funds,
    5. Obey all rules established by the Association,
    6. Assist the Association in public relation and fundraising project where required.
20. Once selected to a team, an athlete may withdraw or be withdrawn for the following reasons:
    1. Not satisfying the minimum training standards set out by the Head Coach;
    2. Failure to adhere to team rules and the Association’s Code of Conduct and policies;
    3. Remain competitive-ready leading up to the event. Athletes who do not remain competitive-ready by reason of lack of fitness, injury or illness may be removed from the team.  It is the obligation of the athlete to immediately report any injury, illness or change in training that could affect their ability to compete at their highest level.
    4. Voluntary withdrawal/retirement;
    5. Fraudulent misrepresentation.
21. Where an athlete is unable to meet training standards, competitive readiness, violates team rules or the code of conduct or provides fraudulent misrepresentations, the Goalball Committee will have the discretion to remove the athlete from the team, provided the athlete is given an opportunity to be heard, and to replace the athlete with another suitable candidate.
22. The Selection Committee will notify the athlete in writing that she has been removed from the team and reasons for the removal.

Funding

21. Any money required to be contributed by the athlete must be paid to the Association as requested. Failure to pay such monies may result in the athlete removal from the Team.

Appeals

22. Any appeal against a decision of the Goalball Committee can be made in accordance with the Association’s appeals policy.

Ontario Blind Sports Association
Risk Management Policy

Definitions

1. The following terms have these meanings in this Policy:
   1. Participant – Refers to all categories of individual members and/or registrants defined in the By-laws of the Association who are subject to the policies of the Association, as well as all people employed by, contracted by, or engaged in activities with, the Association including, but not limited to, employees, contractors, athletes, coaches, instructors, officials, volunteers, managers, administrators, parents or guardians, spectators, committee members, and Directors and Officers.
   2. Risk – The effect of uncertainty on achieving desired outcomes.
   3. Risk Management – An integrated, documented and system-wide process used to identify, assess and treat risks so as to better achieve desired outcomes and reflect the organization’s values

Preamble

2. The Association is committed to managing risks by ensuring its decisions and actions reflect established standards and organizational values.

Purpose

3. The purpose of this Policy is to provide a guiding statement on how risks will be managed within The Association. In general, The Association views risk management as a comprehensive approach to improving organizational performance. 
4. This policy has other purposes, namely:
   1. Reinforcing an understanding of risk management as having a broad focus, beyond merely preventing lawsuits and financial losses
   2. Performing an educational function for staff and the Board
   3. Over the longer term, contributing to enhancing a ‘risk management culture’ within the Association
5. Ultimately, successful risk management has the following benefits:
   1. Prevents or limits injury or losses to participants, volunteers and staff
   2. Helps to protects the Association and its members against unnecessary litigation
   3. Ensures that the Association is compliant with all applicable laws, regulations and standards
   4. Improves the quality and relevance of the programs and services that The Association provides to its members, partners and sponsors
   5. Promotes improved business management and human resource management practices
   6. Enhances The Association’s brand, reputation and image in the community
   7. Overall, enhances The Association’s ability to achieve its strategic objectives

Principles

6. The International Standard Organization (ISO 31000:2009E) risk management principles are:
   1. Risk management creates and protects value
   2. Risk management is an integral part of all organizational processes
   3. Risk management is part of decision making
   4. Risk management explicitly addresses uncertainty
   5. Risk management is systematic, structures and timely
   6. Risk management is based on the best available information
   7. Risk management is tailored
   8. Risk management considers human and cultural factors into account
   9. Risk management is transparent and inclusive
   10. Risk management is dynamic, iterative and responsive to change
   11. Risk management facilitates continual improvement of the organization

Scope and Authority – Risk Manager

7. The Executive Director the designated Risk Manager for the Association and is responsible for the implementation, maintenance, and communication of this policy. This policy applies to all decisions and activities undertaken on behalf of The Association.

Policy

8. The Association makes the following commitments:
   1. Activities and events undertaken by The Association will incorporate the principles of risk management
   2. Systematic and explicit steps will be taken to identify, assess, manage and communicate risks facing the Association in a timely fashion
   3. Risk mitigation strategies will be reasonable and will reflect the reasonable standard of care in any circumstance (where standard of care is determined by written/published standards, industry practices, established case law precedent, and common sense)
9. The Association acknowledges that risk management is a broad activity and a shared responsibility. All Directors, Officers, staff, and volunteers have an ongoing responsibility to take appropriate measures within their scope of authority and responsibility to identify, assess, manage and communicate risks to those that they report to including but not limited to, the Risk Manager. 

Risk Tolerance

10. The ‘significance of a risk’ refers to the combined ranking of the possibility/likelihood of a risk occurring and the consequence should it occur. The Association will maintain a Risk Management Log with reference to risk significance. The risk management log will take the following format:

11. Possibility (P)
    1. Unlikely – less likely to happen than not; occurs every 5 years
    2. Possible – just as likely to happen as not; occurs once every year
    3. Probably – more likely to happen than not; occurs once a month
    4. Almost certain – sure to happen; occurs once a week
12. Consequence (C)
    1. Minor – will have an impact on the achievement of the objective that can be dealt with through small internal adjustments
    2. Moderate – will have an impact on some aspect of the achievement of the objective that will require changes to strategy or program delivery that may require a delay or increase in cost
    3. Serious – will significantly impact the achievement of the objective and require additional time, resources, costs, and thought
    4. Catastrophic – will have a debilitating impact on the achievement of the objective; staff and board need to devote full time resources to managing the situation

Commitment 

13. Risks are identified by both Directors and staff on an ongoing basis. All Low-to-Medium risks are managed by the Risk Manager and captured within program documents.
14. Risks that arise and considered to be High to Very High are treated as follows:
    1. If a High risk is identified, it must be communicated to the President or Executive Director within 48 hours of the risk being identified. The individual will take all reasonable measures to manage the risk including, but not limited to, seeking the advice from other Board members, consulting external experts, etc. Once the individual feels that the risk has been managed or is in the process of being resolved, the Board will be advised using the most appropriate communications, which depending on the nature of the risk, may include an issue document, sharing at the next meeting, or calling a separate Board meeting to keep the Board informed.
    2. If a Very High risk has been identified, the President must be contacted immediately. The President and Executive Director will determine the most appropriate action and if appropriate, may organize a Board meeting within 48 hours of the risk arising. It is understood that factors may arise that prevent this from happening including time zone, availability, nature of the risk, etc. All reasonable efforts will be made to manage the risk as it occurs, taking the necessary measures including, not to limited to, seeking the advice from internal partners, other Directors and external experts. 

Procedures

15. Managing risks involves three steps:
    1. Identifying potential risks using an informed, environmental scan approach
    2. Assessing the significance of a risk by considering its likelihood and consequences
    3. Developing and implementing measures to address those risks deemed significant by reducing likelihood, consequences or both
16. Risks arise from a number of categories of the operations of the Association. The following categories will be used when identifying risks:
    1. Operational / Program Risks
       1. Risks related to the development, sanctioning, and implementation of programs; management of human resources, including staff and volunteers; organizational capacity to meet member and Participant expectations.
       2. Technology and intellectual property risks related to the purchase, leasing, use, and storage of all hardware and software, programs, data, records, information including the protection of all intellectual property assets.
    2. Compliance Risks
       1. Risks related to failure to comply with existing laws and regulations governing employment, privacy, and workplace safety. Also includes complying with anti-doping policies, Sport Canada, other agency standards for funding and accountability, and the fulfillment of contractual obligations.
    3. Communication Risks
       1. Risks related to internal and external communications, information management systems, crisis and issues management, media relations, image and reputation management, missed opportunities to promote and exploit successful outcomes, management of intellectual property, social media opportunities and pitfalls, confidentiality.
    4. External Risks
       1. Risks that are not in direct control of the organization such as funding frameworks from government and other agencies; relations with governments, games organizations and international federations; security threats/risks, involvement in other sport partnerships; hosting decisions and requirements; changing political priorities.
    5. Governance Risks
       1. Risks related to clarity of roles and responsibilities, decision-making and oversight, organizational structure and performance; management of disputes and conflict of interest, planning for diversity and succession of the Board and committees, retention of corporate knowledge, staying current with trends affecting The Association.
    6. Financial Risks
       1. Risks related to financial monitoring and reporting, flexibility to control and direct funds, sponsorship attraction and retention, currency exchange rates, investment and management of reserve funds, protection of revenue streams, long-term financial sustainability.
    7. Health and Safety of Athletes
       1. Risks related to the safety of athletes, abuse and/or harassment of athletes, practice or competition environment, equipment, and progressive training of athletes.
17. All risks faced by The Association can be addressed by one or more of the following four general strategies:
    1. Retain the risk – no action is taken because the possibility and consequence of the risk is low. It may also be that the risk is inherent in the activity itself and thus can be accepted in its present form.
    2. Reduce the risk – steps are taken to reduce the possibility of the risk, and/or its potential consequences, through efforts such as improved planning, policies, delivery, supervision, monitoring, or education.
    3. Transfer the risk – accept the level of risk but transfer some or all of it to others through the use of insurance, waiver of liability agreements or other business contracts.
    4. Avoid the risk – eliminate the risk by avoiding the activity giving rise to the risk – in other words, simply decide NOT to do something, or to eliminate some activity or initiative.
18. The above general strategies translate into a variety of risk control measures, which for the Association may include, but are not limited to:
19. Development of policies, procedures, standards and rules
20. Effective communication
21. Education, instruction, professional development and specialized training
22. Ensuring a core set of organizational values have been identified, defined and communicated throughout the organization
23. Adherence to minimum, mandatory qualifications and/or certifications for key staff and leaders
24. Use of robust and legally sound contracts (i.e., employment agreements, contractor agreements, partnership agreements)
25. Improving role clarity through use of written position descriptions and committee terms of reference
26. Supervision and monitoring of staff, volunteers, participants and activities
27. Establishing and communicating procedures to handle concerns, complaints ad disputes
28. Implementing schedules for regular review, maintenance, repair and replacement of equipment
29. Preparing procedures and protocols for emergency response and crisis management
30. Use of warnings, signage, participation agreements and waiver of liability agreements where warranted
31. Purchasing appropriate insurance coverage for all activities and reviewing regularly

Reporting and Communication

19. To ensure that risk management remains a high priority within the Association and to promote an organizational culture that embraces a risk management perspective, risk management will be a standing item on the agenda of every regular Board meeting, so that staff (if applicable) and Directors can provide updates as required.
20. The Association recognizes that communication is an essential part of risk management. This policy will be communicated to staff, the Board of Directors, Committees and volunteers and The Association will encourage all members to communicate their risk management issues and concerns.

Insurance

21. The Association maintains a comprehensive insurance program that provides General Liability, Accident and Directors and Officers Errors and Omissions coverage to the directors, officers, staff, members, volunteers and sponsors of The Association. On every review of this policy, the Association will consult with the insurance provider to determine if there are any emerging gaps, issues, or deficiencies to be addressed through insurance renewal. Not all risks are insurable. However, as part of its commitment to risk management, the Association will take all reasonable steps to ensure that insurance coverage is available for essential activities.

Ontario Blind Sports Association

Equity and Inclusion Policy

Definitions 

1. The following terms have these meanings in this Policy:
   1. Association – the Ontario Blind Sports Association
   2. Diversity – the presence and integration of a variety of individuals with different personal characteristics, particularly Under-Represented Groups, in a group or organization.
   3. Equity – fairness afforded to individuals with diverse personal characteristics regardless of those characteristics.
   4. Inclusion – acceptance of individuals with diverse personal characteristics into a group or organization regardless of those characteristics.
   5. Under-Represented Groups – Under-Represented Groups include women, children in low income families, Indigenous people, seniors, people with disabilities, newcomers to Canada, and members of the LGBTQ2 community.

Purpose

2. The Association is committed to encouraging diversity, equity and inclusion in its administration, policies, programs, and activities. The purpose of this Policy is to ensure that the Association provides Under-Represented Groups with a full and equitable range of opportunities to participate and lead.

General

3. The Association will:
   1. Support inclusion, equity, and access for Under-Represented Groups
   2. Exercise influence with external agencies to encourage equity

Programming

4. The Association is committed to creating and supporting programs that address diversity, equity, and inclusion issues in sport. For example, the Association will:
   1. Ensure that the achievement of equitable opportunities is a key consideration when developing, updating, or delivering the Association’s programs and policies
   2. Ensure that individuals from Under-Represented Groups have no barriers to participation in the Association’s programs, training, and coaching opportunities
   3. Create and support new programming that specifically addresses diversity, equity, and inclusion
   4. Monitor and evaluate the success of its diversity, equity, and inclusion programming
   5. Fund programs and services equally 
   6. Encourage Under-Represented Groups to act as role models for young participants
   7. Create special opportunities to advance the number and levels of women in coaching
   8. When planning educational sessions, consider the balance of female and male presenters

Staff, Board of Directors, Committees

5. The Association will:
   1. Strive to achieve gender balance in the appointment of all committees, task forces and other decision-making or decision-influencing bodies, and in seeking nominations for and appointments to the Board
   2. Include gender equity as a stated value that is accepted and promoted on nominating and selection committees
   3. Ensure equal opportunities exist for all staff to receive professional development to move towards senior levels of decision-making
   4. Develop, update and deliver all policies, programs and services ensuring the concerns and needs of Under-Represented Groups are identified, promoted and supported
   5. Deal with any incidence of discriminatory behaviour according to the Code of Conduct and Ethics and Harassment, Dispute and Discipline Policy

Media Relations

6. The Association will:
   1. Strive to ensure that Under-Represented Groups are portrayed equitably in promotional materials and official publications, and that gender-neutral language is used in all communications
   2. Produce all written and visual materials in a gender-inclusive manner 
   3. Develop a communication plan that strives to give media visibility to Under-Represented Groups 
   4. Use gender-appropriate or gender-neutral language and positive, active visuals in all publications, graphics, videos, posters and on websites

Human Resource Management

7. As part of its commitment to the use of equitable human resource management practices, the Association will:
   1. Adopt, when possible, work practices such as flex-time, job-sharing and home-based offices
   2. Provide a physically accessible workplace environment
   3. Ensure a non-smoking environment
   4. Use non-discriminatory interview techniques
   5. Provide opportunities for all staff to advance to senior decision-making levels and receive equitable remuneration
   6. Publicly declare the Association to be an equal opportunity employer and respect and implement the principle of pay equity in relation to salaried and contract employees
   7. When appropriate, make available access to Employee Assistance counselling

Ongoing Commitment to Inclusion, Diversity and Equity

8. The Association resolves to continue to incorporate inclusion, diversity, and equity matters in its strategies, plans, actions, and operations; including technical programs, business management, sponsorship, marketing, media and communications. 

Evaluation

9. The Association will continually monitor and evaluate its inclusion, equity, and diversity progress.

Ontario Blind Sports Association

Anti-Doping Policy

Definitions

1. Terms in this Policy are defined as follows:
   1. Association – Ontario Blind Sports Association
   2. CBSA – Canadian Blind Sports Association 
   3. Canadian Centre for Ethics in Sport (CCES) – The CCES is an independent, national, not-for-profit organization responsible for administering Canada’s Anti-Doping Program and the World Anti-Doping Code in Canada.
   4. Canadian Anti-Doping Program (CADP) – The CADP is a set of rules that govern doping control in Canada. The CADP can be viewed here. The 2021 CADP came into effect on January 1, 2021.
   5. Participant – Refers to all categories of individual members and/or registrants defined in the By-laws of the Association who are subject to the policies of the Association, as well as all people employed by, contracted by, or engaged in activities with, the Association including, but not limited to, employees, contractors, athletes, coaches, instructors, officials, volunteers, managers, administrators, parents or guardians, spectators, committee members, and Directors and Officers.
   6. World Anti-Doping Agency (WADA) – An independent, international, not-for-profit organization responsible for administering the World Anti-Doping Code and the promotion of clean sport internationally.
   7. World Anti-Doping Code (WADC) – Set of rules that govern doping control internationally. The full policy can be viewed here.

Purpose

2. The purpose of this policy is to confirm that the Association, through the CBSA, has adopted the 2021 CADP as its primary domestic anti-doping policy.

Scope and Authority

3. This policy applied to all Participants. 
4. In the event of a conflict between this Policy and the 2021 CADP, the 2021 CADP shall prevail.

Commitment, Adoption and Cooperation

5. The Association is committed to clean sport in Canada and endorses the 2021 CADP and the WADC. 
6. The Association has adopted and agrees to abide by the CADP as it may be amended from time to time.
7. The Association is unequivocally opposed to the practice of doping in sport on ethical, medical and legal grounds. 
8. The Association shall cooperate with the CCES’s investigations regarding potential anti-doping rule violations. 

Education and Training

9. The Association, through the CBSA, will provide regular information and news on the CADP domestically and internationally and will arrange for the presentation of an anti-doping educational program with support material from the CCES to groups of athletes and athlete support personnel at camps and competitions whenever possible. Anti-doping links and resources are provided as Appendix A.

Conduct Standards

10. The Association will include the following requirements in the applicable section of its Code of Conduct and Ethics:
    1. Participants must reasonably cooperate with the CCES or another anti-doping organization that is investigating anti-doping rule violations
    2. Coaches, trainers and other athlete support personnel who use methods or substances prohibited by the CADP without valid and acceptable justification may not coach, train, or otherwise support athletes
    3. Participants may not harass, intimidate or otherwise conduct themselves offensively towards a doping control official or other individual involved in doping control 

Sanctions and Reciprocity

11. The Association will comply with the CADP with respect to public announcements of positive test results.
12. The Association will respect any penalty enacted pursuant to the breach of the CADP whether imposed by the CBSA, WADA or the CCES.
13. The Association will respect the sanctions applied to a Participant due to an anti-doping rule violation, whether imposed by the CBSA, WADA, the CCES, or any national or provincial sport organization.
14. All Participants sanctioned for an anti-doping rule violation will be ineligible to participate in any role with the Association or in any competition or activity organized, convened, held, or sanctioned by the Association as per the penalties imposed. 
15. In addition to any sanctions applied to a Participant by the CBSA, WADA, the CCES or the Association, the Association will, at its discretion, apply the same or similar sanctions (such as disqualification from an event) to members of the Participant’s team.

Appendix A – Anti-Doping Links and Resources

Anti-Doping and Values-Based Sport Information: 

• CCES website: www.cces.ca 
• True Sport website: www.truesport.ca 
• CCES E-Learning: contact the CCES for additional information 
• CCES Advisory Notes and Media Releases: www.cces.ca/subscribe 

Substance Information: 

• Global DRO: www.globaldro.com 
• Contacting the CCES: 1-800-672-7775 or substances@cces.ca 

Therapeutic Use Exemptions (TUEs): 

• CCES Medical Exemption Wizard: www.cces.ca/mewizard 
• Contacting the CCES: 1-800-672-7775 or tue-aut@cces.ca 

Report Doping: 

• Report Doping Hotline: 1-800-710-CCES or www.cces.ca/reportdoping 

Note: Various printed resources are available. 

Contact the CCES for more information (education@cces.ca or 1-800-672-7775).

Ontario Blind Sports Association

Membership Policy

Purpose

1. The purpose of this Policy is to describe the application, rights, conditions and obligations for membership within the Association as a Member.

Scope and Application

2. This policy applies to all Members and any individual seeking membership within the Association.

Membership Categories

3. The Association has seven (7) categories of Members:
   1. Athlete
   2. Coach
   3. Official
   4. Support
   5. Volunteer
   6. Board
   7. Open

Membership Application

4. Participants who wish to be Members must apply by the deadline established by the Association, in a form and manner determined by the Association. 

Admission of Members

5. No individual will be admitted as a Member of the Association unless the individual has:
   1. Applied in accordance with this Policy;
   2. Meet the requirements for membership as defined in this Policy and the Association’s By-laws; 
   3. Paid dues as prescribed by the Board, if any; and
   4. Been approved as a Member by the Board or by any committee or individual delegated this authority by the Board.

Directors

6. All Directors are automatically deemed Board Members for their terms as a Director. 

Membership Year and Dues

7. The membership year of Members (excluding Board Members) is September 1st to August 31st. Membership automatically terminates on August 31st and all individuals, excluding Board Members, must re-apply for membership on an annual basis.

Membership Privileges

8. Members in good-standing are entitled to:
   1. Receive communications from the Association
   2. Attend and vote at Association’s meetings of the Members
   3. Nominate and vote for the Association’s Directors
   4. Nominate and vote for the Association’s Auditor
   5. Vote on amendments to the Association’s By-laws
   6. Be nominated and elected to the Association’s Board of Directors

Voting

9. Each registered Member is entitled to one (1) vote at meetings of the members. 
10. Voting by proxy is permitted as described in the By-laws

Interpretation

11. In the event that this Policy conflicts or contradicts the By-laws of the Association, the By-laws shall take precedence.

Amendments

12. The Board of Directors reserves the right, in its sole discretion, to waive or modify any or all of the above criteria or procedures, if it deems that waiving or making modifications to this Policy is in the best interests of the Association.