Policies

Code of Conduct

Ontario Blind Sports Association
Code of Conduct and Ethics

Definitions
  1. The following terms have these meanings in this Code:
    1. Individuals” – All categories of membership defined in the Association’s Bylaws, as well as all individuals employed by, or engaged in activities with, the Association including, but not limited to, athletes, coaches, convenors, referees, officials, volunteers, managers, administrators, committee members, and directors and officers of the Association
    2. “Association” – Ontario Blind Sports Association                           
Purpose
  1. The purpose of this Code is to ensure a safe and positive environment (within the Association’s programs, activities, and events) by making Individuals 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
  1. This Code applies to Individuals’ 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.
  2. An Individual who violates this Code may be subject to sanctions pursuant to the Association’s Discipline and Complaints Policy.
  3. 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.
  4. This Code also applies to Individuals’ 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
  1. Individuals have a responsibility to:
    1. 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 Individual or the Association
      3. Consistently demonstrating the spirit of sportsmanship, sport 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
    2. Refrain from any behaviour that constitutes harassment. Types of behaviour that constitute harassment include, but are not limited to:
      1. Written or verbal abuse, threats, or outbursts
      2. The display of visual material which is offensive or which one ought to know is offensive
      3. Unwelcome remarks, jokes, comments, innuendo, or taunts
      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 cause awkwardness or embarrassment, endanger a person’s safety, or negatively affect performance
      7. Any form of hazing
      8. Unwanted physical contact including, but not limited to, touching, petting, pinching, or kissing
      9. Unwelcome sexual flirtations, advances, requests, or invitations
      10. Physical or sexual assault
      11. Behaviours such as those described above that are not directed towards a specific individual or group but have the same effect of creating a negative or hostile environment
      12. Retaliation or threats of retaliation against an individual who reports harassment
    3. Refrain from any behaviour that constitutes workplace harassment or workplace violence, where workplace harassment is defined as conduct against a worker in a workplace that is known or ought reasonably to be known to be unwelcome; and where workplace violence is defined as the exercise 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. Workplace matters should not be confused with legitimate, reasonable management actions that are part of the normal work function, including measures to correct performance deficiencies, such as placing someone on a performance improvement plan, or imposing discipline for workplace infractions. Types of behaviour that constitute workplace harassment or workplace violent include, but are not limited to:
      1. Workplace Harassment
        1. Bullying
        2. Repeated offensive or intimidating phone calls or emails
        3. Inappropriate touching, advances, suggestions or requests
        4. Displaying or circulating offensive pictures, photographs or materials
        5. Psychological abuse
        6. Discrimination
        7. Intimidating words or conduct (offensive jokes or innuendos)
        8. Words or actions which are known or should reasonably be known to be offensive, embarrassing, humiliating, or demeaning 
      2. Workplace Violence
        1. Verbal threats to attack a worker
        2. Sending to or leaving threatening notes or emails
        3. Making threatening physical gestures
        4. Wielding a weapon
        5. Hitting, pinching or unwanted touching which is not accidental
        6. Blocking normal movement or physical interference, with or without the use of equipment
        7. Sexual violence
        8. Any attempt to engage in the type of conduct outlined above
    4. 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
    5. 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
    6. 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)
    7. Refrain from the use of power or authority in an attempt to coerce another person to engage in inappropriate activities
    8. Refrain from consuming alcohol, tobacco products, or recreational drugs while participating in Association programs, activities, competitions, or events
    9. 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
    10. Respect the property of others and not wilfully cause damage
    11. Adhere to all federal, provincial, municipal and host country laws
    12. Comply, at all times, with the Association’s bylaws, policies, procedures, and rules and regulations, as adopted and amended from time to time
Board/Committee Members and Staff
  1. In addition to section 7 (above), Association’s Directors, Committee Members, and Staff will have additional responsibilities to:
    1. Function primarily as a member of the board and/or committee(s) of Association; not as a member of any other particular member or constituency
    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 Individuals’ 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. 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
    13. Conform to the bylaws and policies approved by Association
Coaches
  1. In addition to section 7 (above), coaches have many additional responsibilities. The coach-athlete relationship is a privileged one and plays a critical role in the personal, sport, and athletic development of the athlete. Coaches must understand and respect the inherent power imbalance that exists in this relationship and must be extremely careful not to abuse it, consciously or unconsciously. Coaches will:
    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
  1. In addition to section 7 (above), athletes will have additional responsibilities to:
    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
  1. In addition to section 7 (above), officials will have additional responsibilities to:
    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 Individuals
    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
  1. In addition to paragraph 7 above, Parents/Guardians and Spectators at events will:
    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 athletes 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

 

Discipline and Complaints Policy

Ontario Blind Sports Association (OBSA)
Discipline and Complaints Policy

Definitions
  1. The following terms have these meanings in this Policy:
    1. Association” – Ontario Blind Sport Association
    2. Complainant” – The Party alleging an infraction
    3. Days” – Days including weekend and holidays
    4. Individuals” – All categories of membership defined in the Association’s Bylaws, as well as all individuals employed by, or engaged in activities with, the Association including, but not limited to, athletes, coaches, convenors, referees, officials, volunteers, managers, administrators, committee members, and directors and officers of the Association
    5. Parties” – The Complainant, Respondent, and any other Individuals, persons, or organizations affected by the complaint
    6. Respondent” – The alleged infracting Party
Purpose
  1. Membership in the Association, as well as participation in its activities, brings many benefits and privileges. At the same time, Individuals and participants are expected to fulfill certain responsibilities and obligations including, but not limited to, complying with Association’s policies, bylaws, rules and regulations, and Codes of Conduct. Non-compliance by Individuals may result in sanctions pursuant to this Policy.
Application of this Policy
  1. This Policy applies to all Individuals relating to matters that may arise during the course of Association’s business, activities, and events including, but not limited to, competitions, practices, tryouts, training camps, travel associated with Association activities, and any meetings.
  2. This Policy does not prevent discipline from being applied, during a competition or event, according to the procedures in place for the particular event. Further discipline may be applied according to this Policy.
  3. 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. Further sanctions may be applied but only after review of the matter in accordance with the procedures set out in this Policy.
  4. Discipline matters and complaints arising within the business, activities, or events organized by entities other than the Association will be dealt with pursuant to the policies of these other entities unless requested and accepted by the Association at its sole discretion
Reporting a Complaint
  1. Any Individual may report any complaint to the Association. A complaint must be in writing and signed, and must be filed within fourteen (14) days of the alleged incident. Anonymous complaints may be accepted at the sole discretion of the Association.
  2. A Complainant wishing to file a complaint outside of the fourteen (14) day period must provide a written statement giving reasons for an exemption to this limitation. The decision to accept, or not accept, the complaint outside of the fourteen (14) day period will be at the sole discretion of the Association. This decision may not be appealed.
  3. 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.
Mediation
  1. Upon the consent of the Parties, the dispute may be referred to Association’s Dispute Resolution Policy with the objective of resolving the dispute.
Case Manager
  1. Should the Dispute Resolution Policy, if applicable, not resolve the dispute, the Association will appoint a Case Manager to oversee the management and administration of complaints submitted in accordance with this Policy and such appointment is not appealable. The Case Manager is not required to be a member of the Association. The Case Manager has a responsibility to:
    1. Determine whether the complaint is frivolous or vexatious and within the jurisdiction of this Policy. If the Case Manager determines the complaint is frivolous or vexatious or outside the jurisdiction of this Policy, the complaint will be dismissed immediately. The Case Manager’s decision to accept or dismiss the complaint may not be appealed.
    2. Determine if the complaint is a minor or major infraction
    3. Appoint the Panel, if necessary
    4. Coordinate all administrative aspects
    5. Provide administrative assistance and logistical support to the Panel as required
    6. Provide any other service or support that may be necessary to ensure a fair and timely proceeding
  2. The Case Manager will inform the Parties if the incident is to be dealt with as a minor infraction or major infraction and the matter will be dealt with according to the applicable section relating to the minor or major infraction.
Minor Infractions
  1. Minor infractions are single incidents of failing to achieve expected standards of conduct that generally do not result in harm to others, Association, or the sport. Examples of minor infractions can include, but are not limited to, a single incident of:
    1. Disrespectful, abusive, racist, or sexist comments or behaviour
    2. Disrespectful conduct
    3. Conduct contrary to the values of the Association
    4. Neglecting attendance at Association events and activities at which attendance is expected or required
    5. Non-compliance with the Association’s policies, procedures, rules, or regulations
    6. Minor violations of the Association’s Codes of Conduct
  2. All disciplinary situations involving minor infractions will be dealt with by the appropriate person who has authority over both the situation and the Individual involved. If applicable, discipline specific to the particular event or competition shall be applied. The person in authority can be, but is not restricted to being, staff, officials, coaches, judges, organizers, or the Association’s decision-makers.
  3. Provided that the Respondent being disciplined is told the nature of the infraction and has an opportunity to provide information concerning the incident, procedures for dealing with minor infractions will be informal (compared to the procedures for major infractions) and will be determined at the discretion of the person responsible for discipline of such infractions (as noted above).
  4. Penalties for minor infractions, which may be applied singularly or in combination, include the following:
    1. Verbal or written reprimand from the Association to one of the Parties
    2. Verbal or written apology from one Party to the other Party
    3. Service or other contribution to the Association
    4. Removal of certain privileges of membership for a designated period of time
    5. Suspension from the current competition, activity, or event
    6. Fines
    7. Any other sanction considered appropriate for the offense
    8. Discipline specific to the event or competition, if applicable
  5. Repeat minor infractions may result in further such incidents being considered a major infraction.

Major Infractions

  1. Major infractions are instances of failing to achieve the expected standards of conduct that result, or have the potential to result, in harm to other persons, or to the Association. Examples of major infractions include, but are not limited to:
    1. Repeated minor infractions
    2. Any incident of hazing
    3. Incidents of physical abuse
    4. Behaviour that constitutes harassment, sexual harassment, or sexual misconduct
    5. Pranks, jokes, or other activities that endanger the safety of others
    6. Conduct that intentionally interferes with a competition or with any athlete’s preparation for a competition
    7. Conduct that intentionally damages the Association’s image, credibility, or reputation
    8. Consistent disregard for the Association’s bylaws, policies, rules, and regulations
    9. Major or repeated violations of the Association’s Codes of Conduct
    10. Intentionally damaging Association property or improperly handling Association monies
    11. Abusive use of alcohol, any use or possession of alcohol by minors, or use or possession of illicit drugs and narcotics
    12. A conviction for any Criminal Code offense
    13. Any possession or use of banned performance enhancing drugs or methods
  2. Major infractions occurring within competition may be dealt with immediately, if necessary, by a person having authority. In such situations, disciplinary sanctions will be for the duration of the competition, training, activity, or event only. Further sanctions may be applied but only after review of the matter in accordance with the procedures set out in this Policy. This review does not replace the appeal provisions of this Policy.
  3. Major infractions will be handled using the Procedure for Major Infraction Hearing set out in this Policy, except where a dispute resolution procedure contained within a contract, employee agreement, or other formal written agreement takes precedence.
Procedure for Major Infraction Hearing
  1. The Case Manager shall notify the Parties that the complaint shall be dealt with as a major infraction. The Case Manager shall then decide the format under which the complaint will be heard. This decision is at the sole discretion of the Case Manager and may not be appealed.
  2. The Case Manager will appoint a Discipline Panel, which shall consist of a single Adjudicator, to hear the complaint. In extraordinary circumstances, and at the discretion of the Case Manager, a Panel of three persons may be appointed to hear the complaint. In this event, the Case Manager will appoint one of the Panel’s members to serve as the Chair.
  3. If the Respondent acknowledges the facts of the incident, the Respondent may waive the hearing, in which case the Panel will determine the appropriate disciplinary sanction. The Panel may still hold a hearing for the purpose of determining an appropriate sanction.
  4. If a Party chooses not to participate in the hearing, the hearing will proceed in any event.
  5. The Case Manager will determine the format of the hearing, which may involve an oral in-person hearing, an oral hearing by telephone or other telecommunications, 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 deems appropriate in the circumstances, provided that:
    1. The Parties will be given appropriate notice of the day, time, and place of the hearing
    2. 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
    3. The Parties may be accompanied by a representative, advisor, or legal counsel at their own expense
    4. The Panel may request that any other individual participate and give evidence at the hearing
    5. The 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 Panel members
  6. If a decision may affect another party to the extent that the other party would have recourse to a complaint or an appeal in their own right, that party will become a Party to the complaint in question and will be bound by the decision.
  7. In fulfilling its duties, the Panel may obtain independent advice.
Decision
  1. After hearing the matter, the 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 Panel’s written decision, with reasons, will be distributed to all Parties, the Case 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 before the end of the fourteen (14) day period. The decision will be considered a matter of public record unless decided otherwise by the Panel.
Sanctions
  1. The Panel may apply the following disciplinary sanctions, singularly or in combination, for major infractions:
    1. Verbal or written reprimand from Association to one of the Parties
    2. Verbal or written apology from one Party to the other Party
    3. Service or other contribution to Association
    4. Expulsion from Association
    5. Removal of certain membership privileges
    6. Suspension from certain teams, events, and/or activities
    7. Suspension from all Association’s activities for a designated period of time
    8. Withholding of prize money or awards
    9. Payment of the cost of repairs for property damage
    10. Suspension of funding from Association or from other sources
    11. Any other sanction considered appropriate for the offense
  2. Unless the Panel decides otherwise, any disciplinary sanctions will begin immediately. Failure to comply with a sanction as determined by the Panel will result in automatic suspension until such time as compliance occurs.
  3. Major infractions that result in discipline will be recorded and records will be maintained by the Association.
Suspension Pending a Hearing
  1. The Association may determine that an alleged incident is of such seriousness as to warrant suspension of an Individual pending completion of the criminal process, a hearing or a decision of the Panel.
Criminal Convictions
  1. An Individual’s conviction for any of the following Criminal Code offenses will be deemed a major infraction under this Policy and will result in expulsion from the Association and/or removal from the Association’s competitions, programs, activities and events upon the sole discretion of the Association:
    1. Any child pornography offences
    2. Any sexual offences
    3. Any offence of physical or psychological violence
    4. Any offence of assault
    5. Any offence involving trafficking of illegal drugs
Confidentiality
  1. The discipline and complaints process is confidential and involves only the Parties, the Case 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 relating to the discipline or complaint to any person not involved in the proceedings.
Timelines
  1. 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 Panel may direct that these timelines be revised.
Records and Distribution of Decisions
  1. Minor and major infractions that result in discipline, as well as decisions of any appeals, shall be recorded and maintained by the Association.
  2. Other organizations may be advised of any decisions and, if there was an appeal, the appeal decision.
  3. Decisions and appeals are matters of public interest and shall be publicly available with the names of the individuals redacted. Names of persons disciplined may be disclosed to the extent necessary to give effect to any sanction imposed. The Panel may determine that disclosing the person’s identity would unduly violate the person’s privacy and may decide that the decision, or part of the decision, shall be kept confidential.
Appeals Procedure
  1. The decision of the Panel may be appealed in accordance with the Association’s Appeal Policy.

Privacy Policy

Ontario Blind Sports Association
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. “Association” – Ontario Blind Sports Association
    2. “Commercial Activity” – any particular transaction, act or conduct that is of a commercial character.
    3. Individual” – All categories of membership defined in the Association’s Bylaws, as well as all individuals employed by, or engaged in activities with, the Association including, but not limited to, athletes, coaches, convenors, referees, officials, volunteers, managers, administrators, committee members, and directors and officers of the Association
    4. Personal Information” – any information about an individual that relates to the person’s personal characteristics including, but not limited to: gender, age, income, home address, home phone number, ethnic background, family status, health history, and health conditions
    5. Stakeholder” – Individuals employed by, or engaged in activities on behalf of, the Association including: coaches, staff members, contract personnel, volunteers, managers, administrators, committee members, and directors and officers of the Association
Purpose
  1. The Association recognizes Individuals’ 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
  1. This Policy applies to all Stakeholders and Individuals in connection with personal information that is collected, used or disclosed during Association activity.
  2. 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
  1. The Association is obligated to follow and abide by PIPEDA in all matters involving the collection, use, and disclosure of Personal Information.
  2. In addition to fulfilling the legal obligations required by PIPEDA, the Association’s Stakeholders will not:
    1. Publish, communicate, divulge, or disclose to any unauthorized person, firm, corporation, or third party any Personal Information without the consent of the Individual
    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
  1. 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
100 Sunrise Ave, Suite 101
Toronto, Ontario
M4A 1B3

(416) 426-7191 office

  1. The Privacy Officer will:
    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
  1. The Association may collect Personal Information from Individuals and prospective Individuals for purposes that include, but are not limited to:
    1. Communications
      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 Stakeholders and Individuals
      5. Discipline results and long term suspension list
      6. Checking residency status
    2. Registration, Database Entry and Monitoring
      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
    3. Sales, Promotions and Merchandising
      1. Purchasing equipment, coaching manuals, resources and other products
      2. Promotion and sale of merchandise
    4. General
      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
  2. The Association’s Stakeholders may collect Personal Information from Individuals and prospective Individuals for other purposes, provided that consent specifying the use of the Personal Information is obtained from the Individuals or prospective Individuals.
Consent
  1. By providing Personal Information to the Association, Individuals are implying their consent to the use of that Personal Information for the purposes identified in the Identifying Purposes section of this Policy.
  2. 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 Individuals by lawful means. The Association may collect Personal Information without consent when it is reasonable to do so and permitted by law.
  3. In determining whether to obtain written or implied consent, the Association will take into account the sensitivity of the Personal Information, as well the Individuals’ reasonable expectations. Individuals may consent to the collection and specified use of Personal Information in the following ways:
    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
  4. The Association will not, as a condition of providing a product or service, require Individuals 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.
  5. An Individual may withdraw consent in writing, at any time, subject to legal or contractual restrictions. the Association will inform the Individual of the implications of withdrawing consent.
  6. The Association will not obtain consent from Individuals 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.
  7. The Association is not required to obtain consent for the collection of Personal Information, and may use Personal Information without the Individual’s knowledge or consent, only if:
    1. It is clearly in the Individual’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 an Individual’s life, health, or security
    4. The information is publicly available as specified in PIPEDA
  1. 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.
  2. The Association may disclose Personal Information without the Individual’s knowledge or consent only:
    1. To the National Sport Organization
    2. To a lawyer representing the Association
    3. To collect a debt that the Individual 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 lawTo 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
    6. 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
    7. In an emergency threatening an Individual’s life, health, or security (the Association will inform the Individual of the disclosure
    8. To an archival institution
    9. 20 years after the individual’s death or 100 years after the record was created
    10. If it is publicly available as specified in PIPEDA
    11. If otherwise required by law
Accuracy, Retention, and Openness
  1. 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.
  2. 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.
  3. The Association’s Stakeholders 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.
  4. 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.
  5. Personal Information that has been used to make a decision about an Individual 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.
  6. The Association will make the following information available to Individuals upon request:
    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
  1. Upon written request, and with assistance from the Association after confirming the Individual’s identity, Individuals may be informed of the existence, use, and disclosure of their Personal Information and will be given access to that Personal Information. Individuals 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.
  2. Unless there are reasonable grounds to extend the time limit, requested Personal Information will be disclosed to the Individual, at no cost to the Individual, within thirty (30) days of receipt of the written request.
  3. Individuals may be denied access to their Personal Information if the information
    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
  4. If the Association refuses a request for Personal Information, it shall inform the Individual the reasons for the refusal and identify the associated provisions of PIPEDA that support the refusal.
Compliance Challenges
  1. Individuals are able to challenge the Association for its compliance with this Policy.
  2. Upon receipt of a complaint, the Association will:
    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
    4. 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
    5. 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
    6. Notify the complainant the outcome of the investigation and any relevant steps taken to rectify the complaint, including any amendments to policies and procedures
  1. The Association will not dismiss, suspend, demote, discipline, harass, or otherwise disadvantage any the Association Individual or Stakeholder who:
    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 Individual

Confidentiality Policy

Ontario Blind Sports Association
Confidentiality Policy

Definitions
  1. The following terms have these meanings in this Policy:
    1. Individuals” – All categories of membership defined in the Association’s Bylaws, as well as all individuals employed by, or engaged in activities with, the Association including, but not limited to, athletes, coaches, convenors, referees, officials, volunteers, managers, administrators, committee members, and directors and officers of the Association
    2. “Association” – Ontario Blind Sports Association
Purpose
  1. The purpose of this Policy is to ensure the protection of Confidential Information that is proprietary to the Association.
Application of this Policy
  1. This Policy applies to all Individuals.
Confidential Information
  1. The term “Confidential Information” includes, but is not limited to, the following:
    1. Personal information of Individuals including:
      1. Home address
      2. Email address
      3. Personal phone numbers
      4. Date of birth
      5. Financial information
      6. Medical history
      7. Police Vulnerable Sector Checks
    2. Association intellectual property, proprietary information, and business related to the Association’s programs, fundraisers, procedures, business methods, forms, policies, marketing and development plans, advertising programs, creative and training materials, trade secrets, knowledge, techniques, data, products, technology, computer programs, manuals, registration lists, software, financial information, and information that is not generally or publicly known or distributed.
  2. Confidential Information does not include the following: name, title, business address, work telephone number, or any other information widely available or posted publicly.
  3. Individuals voluntarily publishing or consenting to the publication of basic personal information in a public forum (such as the listing of an email address on a website) forfeit the expectation of confidentiality for that personal information for as long as it is available publicly.
Responsibilities
  1. Individuals will not:
    1. Either during the period of their involvement/employment with the Association or any time thereafter, disclose to any person or organization any Confidential Information acquired during their period of involvement/employment, unless expressly authorized to do so.
    2. Publish, communicate, divulge, or disclose to any unauthorized person, firm, corporation, or third party any Confidential Information without the express written consent of the Association.
    3. Use, reproduce, or distribute Confidential Information without the express written consent of the Association.
  2. All files and written materials relating to Confidential Information will remain the property of the Association and, upon termination of involvement/employment with the Association or upon request of the Association, the Individual will immediately return all written or tangible Confidential Information, as well as copies and reproductions, and any other media containing Confidential Information.
Intellectual Property
  1. 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.
Enforcement
  1. A breach of any provision in this Policy may be subject to legal recourse, termination of the employment or volunteer position, or sanctions pursuant to the Association’s Discipline and Complaints Policy.

Accessibility Policy

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
  1. 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
  1. 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
  1. 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
  1. 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
  1. 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

  1. 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.
  2. 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
  1. 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
  1. 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.
  2. 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.
  3. 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.
  4. 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
  1. 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.
  2. 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
  1. 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.
  2. The notice will be placed at 101 – 100 Sunrise Avenue, Toronto, Ontario, M4A 1B3.
Training for Staff
  1. 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
  1. 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
  1. 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
  1. 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
  1. 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:

 

  1. 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:

[Insert name, phone, email and fax] 

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
  1. 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
  1. Monitors should:
    • Attend immediately to the mobility-impaired person(s); and
    • Follow the procedures noted below.
  1. 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:

NAME SIGNATURE

 

Screening Policy

Ontario Blind Sports Association (Association)
Screening Policy

Definitions
  1. The following terms have these meanings in this Policy:
    1. “Association” – Ontario Blind Sports Association
    2. Police Record Check” – A search of the RCMP criminal records database to determine whether the individual has a criminal record (PRC)
    3. Vulnerable Sector Check” – A secondary part of the Police Record Check, for individuals who are volunteering in a vulnerable sector (such as with minor athletes or with persons with a disability), which also searches for the existence of any pardoned sex offenses and/or charges (VS)
    4. Individuals” – All categories of membership defined in the Association’s Bylaws, as well as all individuals employed by, or engaged in activities with, the Association including, but not limited to, athletes, coaches, convenors, referees, officials, volunteers, managers, administrators, committee members, and directors and officers of the Associati
Preamble
  1. 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
  1. 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.
  2. 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 – Individuals 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. Parents, youth, guides, or volunteers who are helping out on a non-regular informal basis

Level 2 – Medium Risk – Individuals 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. Assistant coaches or volunteer head coaches
  2. Athlete support personnel
  3. Coaches who are typically under the supervision of another coach

Level 3 – High Risk – Individuals 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. Full time coaches
  2. Coaches who travel with athletes
  3. Coaches who could be alone with athletes

Policy

  1. It is the Association’s policy that:
    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 PR
      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 PRC-VS
      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 the Association position and may be subject to further discipline in accordance with the Association’s Discipline and Complaints Policy.
Screening Committee
  1. 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
  2. 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.
  3. The Screening Committee will carry out its duties, in accordance with the terms of this policy, independent of the Board.
  4. The Screening Committee is responsible for reviewing all PRC-VSs 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
  1. The Screening requirements defined in this policy will be submitted to the Association in an envelope marked “Confidential” to:

 

Ontario Blind Sports Association
100 Sunrise Avenue, Suite 101
Toronto, Ontario
M4A 1B3

(416) 426-7191 office

  1. If required, the Association will provide a letter confirming the potential position within the Association.
  2. Individuals 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.
  3. The Screening Committee will review all submitted documents and determine if the individual has committed a relevant offense.
  4. Subsequent to its’ review, the Screening Committee, by majority vote, will:
    1. Approve an individual’s participation; or
    2. Deny an individual’s participation; or
    3. Approve an individual’s participation subject to terms and conditions as the Screening Committee deems appropriate
  1. 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 PRC-VSs.

 

  1. 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 PRC-VS or 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.

 

Relevant Offenses

  1. Provided a pardon has not been granted, the following examples are considered to be relevant offenses:
  2. If imposed in the last five years:
    1. Any conduct involving the use of a motor vehicle, including but not limited to impaired driving
    2. Any conduct for trafficking and/or possession of drugs and/or narcotics
  • Any conduct involving conduct against public morals
  1. If imposed in the last ten years:
  2. Any conduct of violence including but not limited to, all forms of assault
  3. Any conduct involving a minor or minors
  4. If imposed at any time:
    1. Any conduct involving the possession, distribution, or sale of any child-related pornography
    2. Any sexual offense
  • Any conduct involving theft or fraud

 

Records

  1. 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.

 

Criminal Convictions

  1. An individual’s conviction for any of the following Criminal Code offenses may result in expulsion from the Association and/or removal from designated positions, competitions, programs, activities and events upon the sole discretion of the Association:
  2. Any offense of physical or psychological violence
  3. Any crime of violence including but not limited to, all forms of assault
  4. Any offense involving trafficking of illegal drugs
  5. Any offense involving the possession, distribution, or sale of any child-related pornography
  6. Any sexual offense
  7. Any offense involving theft or fraud

 

 

Social Media Guidelines

Ontario Blind Sports Association
Social Media Guidelines

The Social Media Guidelines for Coaches and Athletes is a separate document from the Social Media Use Policy

Definitions
  1. The following term has this meaning in these Guidelines:
    1. “Association” – Ontario Blind Sports Association
    2. Social media” – The catch-all term that is applied broadly to new computer-mediated communication media such as blogs, YouTube, Facebook, Instagram, Snapchat, and Twitter
Purpose
  1. These Guidelines provide coaches and athletes with tips and suggestions for social media use. Coaches 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 Association’s Code of Conduct and Ethics.
  2. Given the nature of social media as a continually developing communication sphere, the Association trusts its coaches 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 ideas that will inform coaches’ and athletes’ best judgment.
Social Media Guidelines for Coaches
  1. The following tips should be used by coaches to inform their own strategy for social media use:
    1. Choosing not to engage with social media is an acceptable social media strategy. But you must have good reasons for your choice and be active in other communication media
    2. Despite what Facebook says, you are not actually “friends” with athletes. Resist commenting on athletes’ personal activities, status updates, or tweets on Twitter
    3. Consider monitoring or being generally aware of athletes’ public social media behaviour to ensure compliance with the Association’s Code of Conduct and Ethics
    4. Coaches may not demand access to an athlete’s private posts on Twitter or Facebook
    5. Do not “friend” athletes on Facebook unless they request the connection. Never pressure athletes to “friend” you
    6. If you accept some “friend” requests, or follow one athlete on Twitter, you should accept all friend requests and follow all the athletes. Be careful not to show favouritism on social media
    7. Consider managing your social media so that athletes do not have the option to follow you on Twitter or “friend” you on Facebook
    8. Seek permission from athletes before posting pictures or videos of the athletes on publicly available social media like a blog or on YouTube
    9. Do not use social media to ‘trap’ athletes if they say one thing to you in person but their social media activity reveals they were doing something different
    10. Keep selection decisions and other official team business off social media
    11. Never require athletes to join Facebook, join a Facebook group, subscribe to a Twitter feed, or join a Facebook fan page about your team or organization
    12. If you create a fan page on Facebook for your team or athlete, do not make this social media site the exclusive location for important information. Duplicate important information in more official channels (like on a website or via email)
    13. Ensure that parents are aware that some coach-athlete interactions may take place on Facebook
    14. Exercise appropriate discretion when using social media for your own personal communications (with friends, colleagues, and other athletes) with the knowledge that your behaviour may be used as a model by your athletes
    15. Avoid association with Facebook groups or Twitter feeds with explicit sexual contact or viewpoints that might offend or compromise the coach-athlete relationship
    16. Never misrepresent yourself by using a fake name or fake profile
    17. 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)
    18. Attempt to make communication with athletes in social media as one-sided as possible. Be available for athletes if they initiate contact via social media – athletes may wish to have this easy and quick access to you – but avoid imposing yourself into an athlete’s personal social media space unless explicitly requested to do so
Social Media Guidelines for Athletes
  1. The following tips should be used by athletes to inform their own strategy for social media use:
    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 Twitter. You are not required to follow anyone or be Facebook friends with anyone
    3. If you feel harassed by someone in a social medium, report it to your coach, club official, or to the Association
    4. Do not feel pressure to join a fan page on Facebook or follow a Twitter feed
    5. 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
    6. Avoid posting pictures of, or alluding to, participation in illegal activity such as: speeding, physical assault, harassment, drinking alcohol (if underage), and smoking marijuana
    7. Model appropriate behaviour in social media befitting your status as a) an elite athlete, and b) a member of your club and of the Association. As a representative of the Association, you have agreed to the Association’s Code of Conduct and Ethics and must follow that Code when you post material and interact with other people through social media
    8. Be aware that your public Facebook page, Instagram or Twitter feed may be monitored by your club, coach, or by the Association and content or behaviour demonstrated in social media may be subject to sanction under the Association’s Discipline and Complaints Policy
Organization Responsibilities
  1. Organizations should not attempt to impose social media restrictions onto coaches or athletes. There are many situations where social media contact is desirable and necessary; yet many situations where social media contact is unwanted and risky. Coaches and athletes should be trusted, pursuant to the Association’s Code of Conduct and Ethics, to navigate social media using their best judgment.
  2. An organization should monitor social media use by its athletes and coaches and should consider regular surveys and reviews to understand how coaches and athletes are using social media. Coaches and athletes may need to be reminded that behaviour in social media is still subject to the Association’s Code of Conduct and Ethics.
  3. Complaints and concerns about an athlete’s or a coach’s conduct or behaviour in social media can be addressed under the Association’s Discipline and Complaints Policy.

 

 

 

 

Social Media Use Policy

Ontario Blind Sports Association (Association)
Social Media Use Policy

Definitions
  1. The following terms have these meanings in this Policy:
    1. “Association” – Ontario Blind Sports Association
    2. 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
    3. 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.
    4. 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
  1. 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
  1. This Policy applies to all Representatives.
Representatives’ Responsibilities
  1. Association Representatives will not:
    1. 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
    2. Impersonate any other person or misrepresent their identity, role, or position with the Association
    3. Display preference or favourtism with regard to clubs, athletes, or other members
    4. 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
  2. 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.
  3. 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
  4. 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.

 

  1. Representatives shall use a clear and appropriate writing style.
Association Responsibilities
  1. 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
  1. 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.

Team Selection Policy

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
  1. 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
  1. This Policy will be communicated to all eligible athletes via email if requested.
Authority for Selection
  1. 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
  1. The selection criteria are designed to select athletes who will create the best possible competitive and cohesive team. 
Team Size
  1. 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
  1. 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

  1. 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
  1. Eligible athlete will only have one permanent residence.
  2. 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
  1. The Goalball Committee will host selection events for any eligible athlete wishing for selection on the Team.
  2. 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
  1. 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.
  2. Members of the Selection Committee are required to remove themselves from any discussions, ranking and voting if there exists a conflict of interest.
Exceptions
  1. 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.
  2. 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
  1. 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.
  2. 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.
  3. 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.
  4. The Selection Committee will notify the athlete in writing that she has been removed from the team and reasons for the removal.
Funding
  1. 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
  1. Any appeal against a decision of the Goalball Committee can be made in accordance with the Association’s appeals policy.

 

Concussion Policy

Risk Management Policy

Ontario Blind Sports Association
Risk Management Policy

Definitions
  1. The following terms have these meanings in this Policy:
    1. “Association” – Ontario Blind Sports Association
    2. “Risk” is the probability of negative consequences (damage, injury, liability, loss) may occur when exposed to a hazard.
    3. “Risk Managementis the implementation and execution of a management system to risk. This includes identification, analysis, implementation, and monitoring.
Purpose
  1. This policy is a formal acknowledgement of the commitment of Ontario Blind Sports Association (OBSA) to risk management. The aim of this policy is to ensure the management of risk while maintaining potential opportunities and minimizing the adverse effects of risk.
  2. The Risk Management Policy applies to the activities and normal operation of OBSA. OBSA has a primary responsibility in ensuring the health and safety of workers and other persons in the workplace.
Application of this Policy
  1. This policy applies to all processes and activities associated with the normal function of the Association.
Facilitation and Execution
  1. Identify hazard or risk i.e. threats or opportunities
  2. Assess and monitor the risk. Understand the likelihood of a hazard causing harm and how serious it could be.
  3. Control and isolate hazard. Implement the most effective control measure that is
  4. Reasonably practicable in the circumstances
  5. Review and reassess control measures are working as planned. Ensure and plan to limit the possibility of the hazard from reoccurring.
Principles
  1. OBSA is proactive in its approach to risk management, balances the cost of managing risk with the anticipated benefits, and undertakes contingency planning in the event that critical risks are realized.
  2. OBSA has a primary responsibility in ensuring the health and safety of workers and other persons in the workplace. A duty to ensure health and safety requires the association to manage risks:
    1. By eliminating health and safety risks so far as is reasonably practicable
    2. If it is not reasonably practicable to eliminate the risks, by minimizing those risks so far as is reasonably practicable.
      1. Deciding what is ‘reasonably practicable’ to protect people from harm requires consideration of certain factors, including the likelihood of a hazard or risk occurring and the degree of harm that would result, and then making a judgment about what is reasonable in the circumstances.
Outcomes
  1. Workers, consumers and other persons should not be put at risk from work carried out by OBSA as far as reasonably practicable.
  2. OBSA is protected from adverse incidents, reduces its exposures to loss, and mitigates and controls loss should it occur.
  3. The costs of risks to OBSA, their workers, and funders is reduced.
Functions and Delegations
  1. Board of Directors
    1. Understand the risks and hazards associated with the operations of OBSA.
    2. Ensure that OBSA has and utilizes appropriate resources and processes to eliminate and mitigate risks.
    3. Review and approve the Risk Management Policy and practices.
  1. Management
    1. Ensure, as reasonably practicable, that workers and other persons are not put at risk from work carried out by OBSA.
    2. Regularly monitors and reviews the Association’s risk profile and risk assessments to ensure appropriateness of risk governance and infrastructure
    3. Establish and implement risk management systems for all functions and activities of OBSA.
    4. Ensure the workplace are without risks to health and safety.
  1. Staff
    1. Responsible in complying with the Risk Management Policy
    2. Contribute to the establishment and implementation of risk management systems for all functions and activities of OBSA.
    3. Responsible for applying processes, practices, models and standards to identify, assess, manage and report on risks, which helps assure risk consciousness in day-to-day activities.
    4. Report unsafe practices and hazards to staff and management
      • All Board members and staff contribute to the establishment and implementation of risk management systems for all functions and activities of OBSA.