The Central Alberta Hockey League Governors Information Handbook

Transcription

1 The Central Alberta Hockey League Governors Information Handbook June 18, 2016 Revision 2 1

2 TABLE OF CONTENTS 1. Introduction Governors Roles and Responsibilities Governors Administrative Responsibilities Discipline Process for the CAHL Discipline Forms and Spreadsheet Tiering Processes and Crossover Game Issues Game Changes, Postponements, Cancellations and Weather Issues Game Data Entry Verification Official Communication Procedures Timely Communication Notes CAHL Complaints Process Fines to be Reviewed for Action CAHL Expense Reimbursement Information Document History

3 1. Introduction The CAHL operating model places the Governor in the direct line of management of the tier they are assigned.the Governors areappointed by the Governor in Chief and approvedby the CAHL President.The Governors are supported by the League Administrator, Governor in Chief, Lead Governors and the CAHL Vice Presidents who are all assigned responsibilities for a tier or Division. CAHL Governors are the faces of the League for many people and for some teams / participants the only league official they are in contact with. While many people may not see the importance of the Tier governor, it is one of the most critical roles that make the CAHL successful for thousands of participants each year. Training and support is provided to the Governors and many Governors enjoy the process, involvement and the challenges of Leading their assigned tier or Division. Objectives of the Governors The CAHL Governors are the direct reports of the assigned Lead Governors, the Governor in Chief and the CAHL Vice Presidents. The objectives of the Governors each season are to: Be the Primary Contact and Manager of their assigned tier for the entire season Provide consistent leadership of the assigned tier for the entire season Manage the Tiering process for the assigned tier and make recommendations on team placements for the Tiering review Confirm all tier activities as needed by other League Volunteers Be the communication link with the participants and League Volunteers Track and record the Tiers activities including fines, suspensions and issues Provide feedback to the Lead Governors and CAHL Executive identifying issues, corrections that are need or fines/suspensions Objectives of the Lead Governors The CAHL Lead Governors are the direct reports of the Governor in Chief and the CAHL Vice Presidents. The objectives of the Lead Governors each season are to: Be the Primary Contact and Manager of their assigned Division for the season Provide consistent leadership of the assigned division for the season Assist with the Tiering process for the assigned Division and make recommendations on team placements for the Tiering review Confirm all Division activities as needed by other League Volunteers Provide mentorship, assist with the direction and training of the Governors Be the communication link with the Division Governors and League Volunteers Track and record the assigned Divisions activities 3

4 Abilities and Experience That Make a Well Rounded Governor: While many of our Governors are great volunteers, there are basic experience and skills that make being a Governor easier and more effective. Some of those are: Have prior experience as a team official (i.e. Coach, Manager, etc.) Have a computer and access to a scanner Have strong computer, software and proficiency Be available to communicate consistently with Lead Governors and other CAHL Executives. Be able to communicate professionally and effectively with others Possess strong problem solving skills Be patient and thorough when managing and working through issues Understand the basic rules and strategies of the game of hockey All governor candidates must attend the training scheduled at the beginning of the season and follow the direction of the CAHL Executive and other appointed volunteers as provided. Game attendances: It is not mandatory to attend all or a specific selection of CAHL games in your tier each season. However, when the situation presents itself, attending games for your tier is good opportunity to meet the Team Managers you are communicating with in person and gain a feel for the level of hockey you are managing for the Tier. While these are not official visits, they do provide benefit and improve the interaction of the Governor and their tier. It may also reveal indications of issues to be dealt with in the future. These game visits are considered unofficial and when attending these games be aware that you must not get drawn into issues or make sudden decisions regarding the activities. You also must not get drawn into managing the games problems given that the CAHL has very little authority for On-Ice activities and Officials until after the game has been completed. As a result you should never interfere with a game in progress. It is best to wait until you have had an opportunity to review the situation, consult the policies, regulations or other League volunteers. You can also make a phone call for advice if you are not sure to one of the other League Volunteers. 4

5 GovernorActivities That Should Be Avoided: Keep in mind the saying when managing your Tier or Division. Sometimes it is not what you do it is the perception of what you have done or are about to do that causes all the issues. As a result,governors should never: Accept and/or take part in communications with participants in the League. Only the CAHL Director or Team Staff for your assigned tier or division should be contacting you. See the Communications flow chartin Section 9 of this document for additional details. Make a decision on anything until all the details and information has been collected and reviewed. This includes consulting with other League Volunteers prior to communicating the decision. Make any decisions, answer any questions when youhave not completely read or are unsure about any applicable CAHL Policy or Game Regulation. Consultation with the Vice President s, Lead Governor or GIC should be done to clarify any questions you may have. Answer any requests or make any decisions without a detailed communication of the issue submitted to you in writing. Approve any team to postpone a game without following the proper policy, regulations and procedures. Never postpone a game with less than a full 7 days notice regardless of the reason. Approve any weather cancellations of games. After consultation with your Lead Governor, these requests are to be forwarded to the CAHL President for review, tracking and records purposes. Governors will not approve any cancellation of any games due to weather, but also they will not advise any team they have to travel. The travelling team must decide if it is safe to travel or not. After the event the CAHL Policies and Regulations may be applied after a thorough review. Approve any team absences outside of the CAHL Policies or regulations. Imply any decisions/potential outcomes around fines or suspensions. Alter any decisions/potential outcomes around fines or suspensions made by any other League Volunteer. Discuss any CAHL or members issues or activity with any print, television, or other electronic media under any circumstances. Any and all media requests are to be forwarded to the League President. Take part or try and facilitate any assistance outside of your assignments. Especially if you are requested to try and help by your association or local teams in any manner that could be perceived as a violation of the CAHL Conflict of Interest Policies. Attend any CAHL games officially, as a CAHL Representative, with the exception of Banner presentation opportunities, without the direct approval of the CAHL President. There is a request process and complaint form policy that must be followed for official visits. 5

6 2. Governors Roles and Responsibilities LEAD GOVERNOR AND GOVERNOR General Governor Information a) All Governors shall be appointed by the Governor in Chief after approval of the CAHL President and may be dismissed for failure to perform his/her duties by either the Governor in Chief or the President. b) All Governors shall have the power to suspend, suspend and fine, or discipline any coach, manager, player, trainer, or other official connected with a team playing within this CAHL and under their jurisdiction for any infringement of the rules or regulations of CAHL, Hockey Alberta or the C.A.H.A.. To obtain consistency within this League each Governor shall contact the CAHL Discipline Committee Coordinator for a ruling and direction before communicating and implementing any disciplinary action. c) All Governors will report to the Lead Governors and the Governor in Chief. They are responsible to the CAHL Executive, under the direct supervision of the Governor in Chief. d) All Governors will assist the executive committee in matters of policy as requested. e) All Governors will immediately advise the President and Past President of any protests filed. f) A Governor may not be a coach, manager, or parent of a player etc., in the same category of hockey (e.g. Bantam T1 coach or parent may not be a Bantam T1 Governor) without permission of the CAHL President and CAHL Governor in Chief. g) All Governors may be reimbursed for expenses to a MAXIMUM of Two Hundred Dollars ($200.00) for the Novice and Atom Age Categories, Three Hundred Dollars ($300.00) for the Pee Wee Age Category, Four Hundred Dollars ($400.00) for the Bantam Age Category and Five Hundred Dollars (500.00) for the Midget Age Category or higher. The following will be considered for reimbursed expenses: Un-official Game visits will not be eligible for mileage reimbursement without approval of the Governor in Chief and the CAHL President. All other Mileage will be calculated at Fifty Cents ($0.50) per kilometer. A Governor attending a CAHL game where a family member is participating may not charge for mileage. Governors may not submit expenses related to attending regular identified league meetings. Exceptions will be made if a Governor is required to address issues at any other meeting for problem resolving purposes when they would normally not be required to attend. Governors shall submit expenses using the provided Governor Expense Form and must be accompanied by receipts. If expenses exceed the fore mentioned maximums, the detailed statement will be reviewed by the Governor in Chief and the CAHL President and may be reimbursed if approved by the CAHL Executive. h) Governors shall have all expenses submitted by the spring AGM so that the financial books can be properly balanced and submitted for audit. i) A member association who s Governor does not complete their duties under the CAHL Bylaws, Policies, Regulations and guiding documents shall be given one warning and then after that will be fined Two Hundred Dollars ($200.00). 6

7 Specific Governor Information Lead Governor: a) After assignment, Lead Governors will be responsible for the overall monitoring and management of their assigned division, provide mentorship and support for the tier governors of that division. In the event that the Lead Governor also assumes a Governor role then they will assume all of those duties as well. b) Lead Governors must provide update reports at all CAHL Meetings, including the AGM. Lead Governors must attend all CAHL meetings; however the Governor in Chief may excuse a Lead Governor from attending. Lead Governors are ultimately responsible for preparing and communicating summarized reports for all tiers in their Age Category at these meetings. If the CAHL Governor in Chief has excused a Lead Governor from attending a meeting, arrangements must be made to provide a replacement attendee in their absence to provide this report. c) Each Lead Governor will ensure that each Governor and Team Manager in their division has their telephone and contact information at the start of the season. Governor: a) After assignment, the Governor will be responsible for the overall monitoring and management of the assigned tier of teams in their age category and to provide communications point for the league activities, leadership, direction, confirmation all entered data, complete all corrections as need, communicate and dispense reprimands as needed to the Teams in their tier. b) Governors will ensure that each Team Manager in their division has their telephone and contact information at the start of the season. c) Governors will provide the League Administrator with details as soon as they approve a game change following the appropriate procedure outlined in Regulation 9 (m). Completed game changes entered should be summarized in the provided form to the Lead Governor weekly. d) Governors will assist the Teams in their tier to arrange and approve cross-over games involving their tier. These crossover games will be communicated to the Lead governors and when played should be reported to the League Administrator and Lead Governor on a weekly basis in the provided form. e) Governors will be responsible to verify the accuracy of the game stats on the website by Wednesday at midnight directly following the weekend of games played. The data entry of the game sheet information will be the responsibility of the designated Data Entry Person of the Home Team of each game. Any Association whose Data Entry Person who fails to complete the data entry of a home game by Monday Midnight after weekend games may be fined Fifty Dollars ($50.00) for each game in violation. f) Governors must provide update reports to their Lead Governor as requested by their Lead Governor. This update will be presented on the Governor s behalf at all CAHL Meetings, including the AGM by their Lead Governor. Governors are encouraged to attend as many CAHL Meetings as possible; however the Governor in Chief will communicate the mandatory meetings that must be attended by the Governor. In rare cases, the Governor in Chief and the Lead Governor may request a Governor attend any other meeting if their presence will assist in the resolution of an issue that is going to be addressed. 7

8 3. Governors Administrative Responsibilities Lead Governor Administrative Duties: a) Lead Governor must be in communication with their governors during/after each weekend of play. They must communicate with each governor as to the happenings within their division in order to properly derive a report at the general meetings. This is especially imperative on a weekly basis during tiering round. A summarized report of all tiers will be communicated by the Lead Governor, in person for best results, at all CAHL meetings. b) Lead Governors must be present at all CAHL meetings and Governor Training Session. c) Lead Governors may be needed to enter all Crossover games into the website that were communicated by the governors within their division. This will generally be entered by the League Administrator, however from time to time, the Lead Governor may be needed to cover. d) Lead Governors will complete a thorough check that all teams are playing at least once every weekend during tiering round. Ensure that all originally scheduled ice is all being used. There will be no tolerance for burned ice (wasted) and it is ultimately the responsibility of the Lead Governor to ensure this does not happen. NOTE: Lead Governors are to remember some associations have to return any unused ice back to the facilities as much as 2 weeks prior to the date originally scheduled. Lead Governors should always confirm ice impacts when making any changes from the original schedule. The facilities only have to honor the originally promised ice commitment in the original schedule. e) Lead Governors will obtain all Suspension Trackers from all tiers within their division at the end of the season and provide GIC with a list of all Carryover Suspensions. Governor Administrative Duties: a) Governors must print off the CAHL regulations and bylaws, and be fully aware of all procedures in order to accurately enforce and communicate information. The CAHL Game Regulations and the CAHL policies Manual are located on the website at b) Governors will obtain a copy of original game sheet from the home team within 24 hours, or at leastby Monday at Noon following the weekend games. However, if there are write ups, these must be sent immediately to the Governor for ruling. They will then coordinate the ruling with the Discipline Coordinator. As per CAHL Regulation 7(c): Game Sheets and Official Game Reports must be faxed (or scanned and ed) to the Governor within twenty-four (24) hours of the game being completed or a Fifty Dollar ($50.00) fine may be issued. c) Governors will communicate with Team Managers that original copies of gamesheets can be gathered and mailed to them at the end of regular season. Alternatively, they can be delivered to Governor by Association s Director at the CAHL meeting in March. d) Governors will verify scoring information on website within 48 hours of game being played. Data on the website should be accurate within 2 days of all games being played. Please see section 8 of this document for detailed instructions on game verification completion. e) Governors will offer support and advice to Data Entry Persons on proper entry of game results as and if required. 8

9 f) Governors will remind all Data Entry Persons one time at the beginning of the hockey seasonif in violation of entering game results deadlines. After that one reminder and without any prior knowledge as to the reason for the delay, the Governor will advise GIC of any Data Entry Person in violation of entering game results. The GIC will inform the Treasurer to fine the association that the home team Data Entry Person is from. Please state specific game numbers, date, time, teams, and location in your to GIC. g) Governors will approve game changes within their divisionafter following the procedure outlined in this document under Section 7 of this document, and immediately notify the CAHL League Administrator and Lead Governor with the details on the provided Game Change Form. h) Governors will approve and initiate crossover games within their division during tiering round. i) Governors will follow guidelines in Section 6 and 7 of this document. j) Governors will Lead Governor a list of all crossover games scheduled for the upcoming weekend, during tiering round, no later than Wednesday of that week. See Section 7 of this document for detailed instruction on this process. k) Governors will be available to team managers for questions/solutions. See Section 9 regarding detailed communication process. l) Governors will notify the CAHL President and Past President of any match penalty that occurred in a game immediately on being made aware of the penalty. m) It is recommended that Governors attend all meetings when possible; however, mandatory meetings will be identified by the GIC at the beginning of the season. These would include: Attending the mandatory Governor Training meeting in October. Attending the Tiering Meeting in November. Attending the Banner Distribution meeting usually in March. Attending any meeting as requested by the GIC or Lead Governor when specific issues for your tier will be resolved at a Directors meeting. n) Governors will complete an update report on their division and the Lead Governor no later than 24 hours before the next CAHL meeting in order for the Lead Governor to have a reasonable amount of time to complete their summary report for the CAHL meetings. During tiering round, a weekly update is expected to be ed to the Lead Governor on all the teams within their division. 9

10 4. Discipline Process for the CAHL The CAHL will have two Discipline Coordinators. One will manage the discipline for the Novice - Atom - Pee Wee Groups cahldiscipline2@gmail.com and one will manage the Bantam and Midget Groups cahldisciplinecommitee@gmail.com. The Governors will forward their tier suspensions to the applicable Discipline person for rulings. a) The CAHL Discipline Coordinator will issue all suspension rulings. Governors will provide the applicable DC (Discipline Coordinator) all game documentation (i.e. Gamesheets and write-ups) immediately upon their receipt of it from their team managers. The Governors will then communicate the ruling to the affected participants and complete the sign-off at the bottom of the Suspension Notification Form. b) Governors will warn Team Managers that participants must NOT play until notification of the pending suspension from the CAHL DC has been completed. This includes Team Coaches/Staff that have been suspended and should NOT be on the bench, within 5 meters of the bench, communicating with the bench in any way or in the Dressing Room area until notification of suspension from CAHL DC has been delivered. Always advise WHEN IN DOUBT - SIT THEM OUT until the review is completed and they have been notified. c) In addition to the CAHL Discipline Coordinator, Governors will also notify the CAHL President and Past President immediately if a match penalty has occurred during a game. d) Governors will communicate, track, confirm/document and retain a list of all suspensions issued by CAHL DC within their division using the Suspension Tracker Template. (See FORMS on Home Page of website). This tracker must be ed to the Lead Governor at the end of the season displaying any carryover suspensions. The Lead Governor will then forward to the CAHL GIC. See Section 5 of this document for detailed instruction of completion of Suspension Tracker Template. Discipline Issues notification Table 10

11 In an effort to make the actions clear around the notification process for discipline issues please review the following table. Event or Request Any unacceptable code of conduct behaviour towards a League Volunteer. You can complete a complaint form and forward it X = To and cc = copy them for information purposes Lead Governor Division Governor In Chief VP Discipline Coordinator President& Past President cc cc cc X cc Any Misconduct < 10 minutes left in Game X cc Any Minor Penalty with a Misconduct cc Any Major Penalty X cc Any Game Misconduct X cc Any Game Ejection (2 misconducts, etc) X cc Any Match Penalty X cc cc cc X Any Team Roster Staff Ejection X cc cc Any Player exceeding the CAHL Penalty Minute Rules Any failure to report a 5 minute major penalty or any game ejection in any game with in the time periods allowed (see CAHL Regulation 12) X cc cc cc cc cc X cc Anything that may be controversial cc cc X cc Any Pregame, Post Game or Fan/Facility Related issues including complaints cc cc X cc The Governor will when forwarding the Game Sheet and Game Report forms, communicate to the Discipline Coordinator if any named participant has received a suspension already in the current season for any reason. This is so the Discipline Coordinator is aware and can review / assess the participant for additional penalties under the Hockey Alberta Minimum Suspensions Guidelines accordingly. They will do this by reviewing the participant within the records of the suspension tacking file for repeat participants. Once ruling(s) have been returned to the Governor from the Discipline Coordinator, the Governor will communicate the suspension following the check list at the bottom of the Notification of Suspension form shown on the following page. Unless otherwise advised, any suspension rulings for greater than 3 games or involves a Team Coach, Trainer or Team Manager please also ensure the CAHL President and Past President are notified. This can be done by an cc to them in one of the confirmation s that are sent out. 11

12 5. Discipline Forms and Spreadsheet CAHL Suspension Notification Form Note: The Governor does not have to contact the Suspended Player or Coach directly if they can contact and advise the Team`s Manager. The Team Manager can provide the notification to the Team Level participants. 12

13 Example of CAHL Suspension Tracker Template Instructions to Complete CAHL Suspension Tracker Template: 1) In Row 1, Type in your Division that you Govern 2) In Date column, enter the date of the game that the suspension occurred, including the year. 3) In the Team column, enter the team name as identified on website as their team name. I.e. Okotoks MT1 Green 4) In the Player Column, enter the player s name that received the suspension as identified on the Team Roster on the CAHL website. 5) In the Player # Column, enter the player s jersey number that received the suspension. 6) In the # Games Column, enter the number of games suspended in total that have been issued by the CAHL Discipline Coordinator. 7) In the Rule Column, enter the Hockey Canada Infraction Number for the suspension issued. 8) In the Description Column, enter the description of the Hockey Canada Infraction Number for the suspension issued. 9) In the Dates Suspension Served Column, enter ALL dates of games where the suspension has been served. 10) In the Complete? Column, enter YES when all games suspended have been served. Leave blank if not complete. 13

14 6. Tiering Processes and Crossover Game Issues Please refer to CAHL Regulation 2 (a) through (c) regarding these changes. Important Things to Consider During Tiering Round: Ensure all teams have played eight (8) games played during tiering round that have provided a true indication of where the team s abilities reside. Every attempt and opportunity must be considered to successfully complete these games. If this is not possible the Governor in Chief and President must be advised as soon as possible. When at all possible, and when it makes sense, try to keep originally scheduled games within the tiering round. This is especially essential to do for at least the first two weekends of tiering round. You may always add additional games to the schedule if ice permits and if teams are only playing one game that weekend in the original schedule. After the first two weekends, if a team starts to look like they don t fit with the other teams within their tier, then look for an opponent in either the tier above or a tier below that is somewhere in the middle of the standings. This is done through communication with the tier s Governor. There is no benefit to arrange a game with the leader or the bottom team of that tier. It will provide no valuable information. Never waste any originally scheduled ice..this is more commonly known as burned ice. However, if a team had home ice and the Governor has now found a road trip to create for them with newly acquired ice from an opposing team, there may be a possibility that the originally scheduled home ice could be used by another division or tier. It is the responsibility of the originally scheduled ice team Governor to ensure the ice is confirmed as being used before the Governor will agree to any new ice arrangements. The 3 rd and 4 th weeks of tiering round become like a big puzzle, trying to find appropriate teams for everyone to play that will give the most informed information the Governors of all tiers. Governors must be willing to volunteer many hours to complete this process to the best of their abilities. If at any time the puzzle becomes too large and too complicated for the Governor to manage on their own, the Lead Governor, the Governor in Chief, Vice President s and the League Administrator are all at their avail to help derive a plan. Teams should never have to play three games in a tiering weekend. Try to keep to a maximum of two. CAHL likes to see all teams have 4 games played by the end of the second weekend of tiering. Keep an eye on rumours that a team is playing their players in unfamiliar positions with the hopes of underestimating their team s ability in tiering round. Be aware that this does happen in Minor Hockey! Always try to be helpful in finding a solution to help out another Governor with finding a game for a team when at all possible. Keep notes on all conversations that you have with other Governors and Team Managers. These notes will be heavily relied upon during the final tiering placement. Offer encouragement to teams to not underestimate the ability of their team. Many Team Managers will try to convince you that they will never be competitive with the teams in their current division. They will base this off past year s experience, however, every year is a new year. Trust the tiering process. A team can never refuse to play a crossover game nor should the Governor ever accept any reason from a team as to why a crossover game should not happen. If any team refuses in any way to play a crossover game, forward it immediately to notify the Lead Governor and the Governor in Chief, please cc the Vice President of the division, the CAHL Past President and the CAHL President. If all Governors do their job in the tiering process, CAHL will be most successful in placing all teams in tiers that give them the most competitive environment. This still means that there has to be a top placed team and a last placed team, but it is still competitive. 14

15 7. Game Changes, Postponements, Cancellations and Weather Issues The CAHL Game Change Form 15

16 a) The Team Manager requesting the reschedule of a game shall contact the opposing Team Manager and initiate the game change request procedure. This Team Manager will also discuss well in advance (Weeks not days) with their Governor the reasoning behind the need for a game change. Governors are expected to keep the originally scheduled game wherever possible unless extreme conditions exist that a game must be rescheduled. While there are many reasons for rescheduling games teams must understand there are some that are not acceptable reasons. For Example: I do not have enough Players. Hockey Canada clearly states that as long as a team has 6 players available to play the game that the game will proceed. Also note that one of the players does not have to be a goalie. The weather is too bad. While the weather is a factor in our season the travelling teams must decide for themselves if it is safe to travel or not. Governors will never approve a weather cancellation under any conditions. The teams must decide as we cannot confirm anything as the league area is much too large geographically. Never allow teams to make a decision to not travel to a game due to weather until the day of the game and at a time that they will be able to contact all players to advise them of the decision. Other reasons for requested cancellations will be responded to after consultation with other League Volunteers. b) The Team Manager requesting the reschedule of a game shall complete a Game Change Request form. Terms shall be agreed to by both parties by proof of their signatures on the document and will then be submitted to the Governor for approval. Teams will NEVER assume a game change is approved until they receive an from their governor communicating an approval of the game change request. c) In the event the teams cannot come to an agreement contact the Lead Governor and they will escalate it to the GIC and VP levels to be addressed as per the current policy. d) The League Web Administrator will provide to all Governors a complete list of tournaments entered by each team in their division and their request to be scheduled around as they have been communicated to the CAHL League Administrator. This will be ed to Governors no later than the second weekend of regularseason play. In addition to these tournament dates, up to a maximum of two (2) game changes can be approved per team requesting the change as the CAHL Regulation 3(f) iv states: After the CAHL regular season schedules for each tier have been released, each team will only be allowed two game changes for the remaining portions of the regular season. Hockey Alberta Provincial Games, Facility issues beyond the teams control and weather related rescheduling will not be counted in each teams total requests. Failure to follow this regulation will result in the offending team paying a penalty to cover the cost of ice and officials for the game and then an additional fine amount to a maximum total of $ for each instance. Note: Game Changes are not allowed during the tiering round, the first two (2) weekends of the Regular Season or the games scheduled in the last weekend of the regular Season All Game Changes will be recorded by the Tier Governor in the Game Change Tracking Spreadsheet to ensure the two allowed changes are not exceeded for any one team. This will create a log of that game change data and the indicated reasons for the change. The Tier Governor must clarify and also make the decision who is requesting the game change so it is assessed to the correct Team. The Governor should then advise that person if the request constitutes a game change. If you are unsure please contact the Lead Governor or the GIC. e) All Governors will immediately notify their Lead Governor of fines resulting from Regulation 3(f) iv. These fines will be strictly enforced and without warning. Lead Governors will subsequently inform the GIC of the fine issued and provide detailed documentation on the fine. f) Lead Governors may be required to enter game changes into the system after they are approved and further instruction will be provided by the League Administrator, if needed. This task will usually be completed by the League Administrator. g) Governors will never approve any cancellation of games related to weather. h) All postponements of games should only be approved if they follow CAHL Regulations and Bylaws. A Game Change Request Form procedure must be followed for any deviation of a game from the original schedule issued by the CAHL League Administrator. 16

17 8. Game Data Entry Verification Game Data Entry is entered by the home team into the CAHL website. Login details will be set up for them through the CAHL League Administrator. It is the responsible of each Governor to verify the game data that has been entered into the website by the Data Entry Persons. In order to do this, the Governor must receive a legible, scanned and ed copy of the original game sheet within 48 hours of game completion. The Governor will then complete the following detailed steps to verify game data entry: 1) Login to the Goalline administrative site by going to the home page of CAHL ( 2) Enter your username and password that has been provided to you from the CAHL League Administrator: 17

18 3) Once logged in, Go to Statistics in Top Menu: 4) Select the current season that you are verifying games for. i.e. 2015/16 CAHL Regular Season(This example chooses one called, Test Season for demonstration purposes) 18

19 5) Select the game that you want to verify by selecting Report beside appropriate game: 6) In Step 1, compare original game sheet for all players and coaches attendance. Verify their numbers and positions as correct. When complete, click on Submit Line-Ups or Click on Step 2 at the top. 19

20 7) On Step 2, verify goals and penalties are correct time and infraction as original scoresheet. You must verify to what is on the original sheet despite what a team official may tell you that deviates from the original scoresheet. If a change is needed, simply click in the area needing the change and edit. When complete, click on Step 3 from top tabs. 8) Step 3, is reporting Goalie Stats appropriately. Please ensure that all starting goalies are recorded correctly and given the Win Loss or Tie. Also, if there was a change in goalie through out the game, ensure times of change are recorded correctly. When verified, click on FINAL STEP. 20

21 9) In the FINAL STEP, you will lock and award the Fair Play Points. (FPP points are now automatically awarded by the system). 10) Click on the Lock this game to prevent any further changes 11) Click on the Game Over to save all the changes. 12) Your game will now be verified and you can click on Report Another Game and it will look like this: 21

22 9. Official Communication Procedures The CAHL has become a large multi-level structure that is required to manage the size and volume of league activities. Please take a moment and review this section as it is intended that the Governor role follows the communications flow paths for the League. The expected communication path is depicted by the arrow that is both connected to the Governor and from the Governor. If there is no arrow, then there is no connection to or from the Governor role, unless otherwise directed by the Lead Governor, the League Administrator, or CAHL Executive. The expectations then are that the Governor should NOT be contacting them. Governors should NOT be accepting any calls or correspondence from any participants other than a Team representative or their CAHL Director. Governors will be actively participating in the top portion of this chart and if they follow their direction and the CAHL Policies and Game Regulations they will have the process mastered. It will take some discipline on the Governor s part to prevent being drawn into the time consuming processes if you accept these inappropriate calls or respond to s. Governors should forward the participant s requests back to the Team Manager and Association Directors. Any other requestsshould follow the direction of the Lead Governors, the CAHL Executive or League Administrator by forwarding them to where they need to be addressed. 22

23 23

24 10. Timely Communication Notes Pre Season Communication: Upon assignment, the first step that a Governor must complete is to contact all of the Team Managers within their division. They will provide a pre-season introduction of themselves and inform teams of processes and communication expectations throughout the season. A sample template is available from the Lead Governor for this to ensure that all important points are communicated BEFORE the season starts. Examples of points covered are: Warning of Roster Management Rules around Affiliate Usage and Procedure Warning of Data Entry Deadlines Warning of Postponement or Refusal to Play Any Games Warning about playing potentially suspended or suspended players Communication Procedures Warning of Inappropriate Communication Repercussions Gamesheet requirements, delivery and deadlines Reminders about the Team Managers, Data Entry Persons and the Off-Ice Officials Manual that must be followed Tiering Round Communication: It is imperative that a Governor is in contact with their Team Managers weekly, if not daily, during the Tiering Round. Teams feel more confident that their interests are being looked after when they are in direct contact with the Governor. Governors must be in contact with their Lead Governor weekly, if not daily, during the Tiering Round to communicate the happenings within their tier. Regular Season Communication: Governors should continue to be in contact with their Team Managers on a weekly basis. This can be accomplished through , if need be, just to get a general feeling of how things are going. Governors can generally just be contact with their Lead Governor when the need arises or through their monthly updates to their Lead for the CAHL Meeting reports. Too Many Penalty Minutes Communication: Governors with support from the Lead Governors and GIC will be responsible for monitoring the penalty minutes of all players in their tier. They will send timely reminders to the responsible Team Manager should any player become closer than 15 penalty minutes as listed for the division of play in the CAHL policies and Regulations. Pre-Playoff and Playoff Communication: Governors will be responsible for communicating potential play off standings as the regular season is coming to end and then the final standings for the playoffs. This will include the final overall standings, who is the home team for each series and a general time frame for the series to be completed. Year End Communication: A thank you to the Team Managers in your tier for their season efforts a congratulation to the winner of the tier should be completed. As well, all Governors will be responsible providing a summary report for their assigned tier to the Lead Governor and GIC and the end of the season. This will include, but is not be limited to, Banner Winners, the tier suspension tracking log identifying any outstanding suspensions, their Game Change Spreadsheet, a general summary on how they feel their tier was to manage and any other items they would recommend for changes to the CAHL to improve the League. Communication that Should Go Directly to Lead Governors or CAHL Governor in Chief: Any issues that evolve throughout the season that go beyond the scope of the Governor s role as described in this document should be communicated immediately to the Lead Governor first and if unable to reach then should be communicated directly to the CAHL Governor in Chief. 24

25 11. CAHL Complaints Process The CAHL has a formal Complaint Process policy used to collect properly detailed consistent formatted complaints. The intent is that any complaints must be in writing, completed thoroughly on the provided form and then signed by the Members CAHL Director or President. While we all are very helpful by nature we are also at risk of being sucked into time consuming discussions and to be honest the talents of the League Volunteers can be better spent. Complaint notification Table In an effort to make the actions clear around the complaint notification process review the following table for actions required for complaints. Event or Request Any unacceptable code of conduct behaviour towards a League Volunteer. You can complete a complaint form and forward it Game related complaints with a complaint form completed X = To and cc = copy them for information purposes Discipline Coordinator Lead Governor Governor In Chief Division VP President& Past President cc cc cc X cc cc cc X cc Complaints about Game Officials cc cc cc X cc Non-Game related complaints with a complaint form completed Any complaints of potentially Criminal activities, Bullying, Harassment, Discrimination, Intimidation or damage to facilities (public or private) including privately owned items cc cc X cc cc cc X X Anything that may be controversial cc cc X X Any Pregame, Post Game or Fan/Facility Related issues Including complaints Weather related complaints without a completed form Weather related complaints with a completed complaint form Allother complaints without a completed form cc cc X X Immediately returned to the originators CAHL Director with a request for a complaint form, cc of the response to the CAHL President and Past President Forward to the President and Past President, cc of the response to the Lead Governor, GIC and Division VP Immediately returned to the originators CAHL Director 25

26 12. Fines to be Reviewed for Action The following table lists items that the Governor will take action on when it is noticed or is an issue. The following form on the next page will be used to issue the fine to the team directly unless it is listed as to be reviewed to other volunteers. When fully completed copy the form to the Team Manager of the team in question, that teams CAHL Director, the CAHL Treasurer. These should also be copied to the Lead Governor and Governor In Chief unless otherwise advised. The Discipline Committee Members may also advise you to issue the fine form for offences when the rule on the suspension requests as well. Fine notification Table In an effort to make the actions clear around the recommendation of fines after the first warning, please review the following table. Event or Request Any Game data entry not completed by Monday at Midnight following a weekend. This allows all of Monday to get it completed. Any Team refusing to play a tiering round game, cross-over game, regular season or Playoff game Home Teams not notifying the visiting team that a Ref or Linesman are a relative of a player Failure to follow affiliation rules Game issues in section 5 part a, b, c or j of the Regulations Teams failing to complete their playoff game responsibilities Teams failing to provide a legible, properly filled out and signed game sheet Teams failing to provide start, drop clock or end times of games on the game sheet Any noticeable time sheet alterations or complaints there of When any home team or visiting team does not show up to play a scheduled game, with or without a complaint form Action Required Complete form and Issue Fine, forward the details to the Lead Governor and GIC for review Complete form and forward the details to the Lead Governor and GIC for review cc the President and VP of the division Complete form and Issue Fine, forward the details to the Lead Governor and GIC for review, cc the division VP and President Forward the details to the Lead Governor, GIC and division VP for review cc the President and Past President Forward the details to the Lead Governor, GIC and division VP for review cc the President and Past President Forward the details to the Lead Governor, GIC and division VP for review cc the President and Past President Complete form and Issue Fine, forward the details to the Lead Governor and GIC for review Complete form and Issue Fine, forward the details to the Lead Governor and GIC for review Forward the details to the Lead Governor and GIC for review cc the division VP, President and Past President Forward the details to the Lead Governor, GIC and division VP for review cc the President and Past President In addition to the above table any items forwarded to the Governors group by other CAHL Volunteers will be monitored and communicated as needed. 26

27 CENTRAL ALBERTA HOCKEY LEAGUE Governor Fine Issuance Form Please complete this form and send it to the Team Manager and CAHL Director of the team, cc the CAHL Treasurer at with copies to the appropriate Lead Governors and Governor in Chief. Refer all other fine related issues as mentioned below to the GIC, responsible VP s and/or President. Date: Fine Issued to: Name of Association: Home Team: Game number: Reason(s): Name of League Volunteer: Role of League Volunteer: Click here to enter text. Team Name: Click here to enter text. Visiting Team: League Tier and Division: Regulation 3-b) - Failure to be available for play or refuse or refuse to play during the tiering round, fined $100 - forward to the GIC and President for review Regulation 3-f) - Failure to be available for play the first two (2) weekends of the regular season schedule and for the last weekend of the regular season schedule -forward to the GIC and President for review fine to maximum of $ Regulation 4 d) Failure to advise opposing team that an on Ice Officials is a relative of a player and signed off on the Game Sheet to that fact. Fined a maximum of $ forward to the GIC and President for review Regulation 5 Failure to follow a, b, c or j Drop Clock and Game Management issues. Fined a maximum of $ forward to the GIC and President for review Regulation 7 a) Failure to enter completed weekend games results into the website by Monday at Midnight - $50.00 fine for each game violation Regulation 7 b) Failure to have Game Sheets verified with head Coach or Managers' signature, are not legible, or are not signed by the on-ice and off-ice officials - $50.00 Regulation 7 c) Failure to send a legible copy of the game sheet and/or an Officials Game Report electronically to their Governor within 24 hours of game completion - $50.00 and forward to the GIC and President for review Regulation 7 c) Unable to verify a Game Sheet due to lack of information - $50.00 fine Regulation 7 e) Failure to have legible On-Ice Officials names on a Game Report - $50.00 fine Regulation 7 f) Failure to have legible Game Warm up, Start, End Time of day or drop clock time on the Game Sheet - $25.00 fine per item missed. Regulation 12 Failure to report any incident of Suspension or potential Suspension to the Governor within 12 hours - $ fine per item missed. Regulation 12 Coach or Player participated in a game before being advised they have served their suspension by the governor. - forward to the GIC and President for review Further Comment(s): Total Fine Amount to be Paid - $Click here to enter text. Make all fines payable to and mail to: Central Alberta Hockey League, Box 143 Bassano, Alberta T0J 0B0 27

28 13. CAHL Expense Reimbursement Information At the end of the season, unless specifically authorized by the CAHL President at a different interval; the CAHL Treasurer will reimburse Governor Expenses as per the CAHL Policies and Regulations. The intent is that all expenses not reimbursed by your local Minor Hockey Association will be approved by the league based on the CAHL Policies and Game Regulations. The President may authorize expenses outside of those listed in advance of the expense if satisfactory justification is provided. Any expenses not authorized by the President or not preapproved may result in them not being reimbursed. The following Expense for will be used for all submissions. 28

29 Document History Original approval Review history This document was originally issued by Terry Siverson - September 21, 2015 The following identifies the reviews and all revisions that were completed for the last 36 months on this document. Date Reviewed by Comments Aug 26, 2015 J. Christensen, K. Drennan, A. Arsenault, D. Moultan, C. Parascak, S. Javorsky, D. Sagar Initial implementation of handbook June 18, 2016 S. Javorsky, A. Arsenault, T. Siverson Review and update of manual Revision History Version # Approval Date Description of Changes 1 September 21, 2015 Initial Implementation of manual Section 4 - Updated the addition of a second Discipline person and Regulation 12 2 June 18, 2016 Section 6 Updated to identify the baseline of 8 games for the tiering round for each team wherever and whenever possible Section 12 Updated to identify the addition of a fines form and process for the Governors 29