ROPSSAA COACH S HANDBOOK

ROPSSAA COACH S HANDBOOK

Table of Contents 1 Item Page Number Coach s Code 2 Pre-Season Information 3 Communication with ROPSSAA Coach & Player Code of Conduct 6 8 Game Day Checklist Home Game 9 Game Day Checklist Away Game 10 Post Season Checklist 11 Officials Procedure No Shows 12 Deportment Procedure 13 Jury of Appeal Details 14 Insurance Letter to Parents Score Reporting & Game Sheet Upload Instructions Appendix A Appendix B

2 Coach s Code Be a resource able to assist the athlete to develop his/her athletic potential and self-dependency. Recognize individual differences in athletes and always think of the athlete s long-term best interests. Aim for excellence based upon realistic goals and the athlete s growth and development. Lead by example. Teach and practice co-operation, self-discipline, respect for officials and opponents and proper attitudes in language, dress and deportment. Make sport challenging and fun. Skills and techniques need not be learned painfully. Be honest and consistent with athletes. They appreciate knowing where they stand. Be prepared to interact with the media, league officials and parents. They too have important issues to play in sport. Coaching involves training by responsible people who are flexible and willing to continually learn and develop. Physical fitness should be a lifelong goal for all Canadians. Encourage athletes to be fit all year, every year and not just for the season! Borrowed from the Coaching Association of Canada (CAC) and the National Coaching Certification Program (NCCP)

3 ROPSSAA Coach s Pre-Season Information The Region of Peel Secondary School Athletic Association (ROPSSAA) Executive thanks you for your interest and dedication to ROPSSAA athletics. We all recognize the importance that extra-curricular athletics plays in the life of students everywhere, as well as the importance of good coaches and role models for our students to follow. The following is a checklist of all the things that need to be done for your team before the season gets underway. Please pay close attention to this list, as these items ensure that both your team(s), and ROPSSAA have a safe, smooth and successful season. If you have any questions regarding this package contact your school s Athletic Contact. If your Athletic Contact is unable to answer your questions please have him or her contact one of the ROPSSAA Athletic Convenors. 1. Intents: Prior to each season, each school must complete an intent form. The intent forms indicate an individual school s desire to participate in a given activity. It also identifies the head coach, uniform colours and tier (if applicable). This information is used by the Athletic Convenors to prepare for the coming season. A list of ROPSSAA sports and the seasons they occur can be found on the ROPSSAA website, or in the ROPSSAA Constitution. Please speak with your Athletic Contact if you intend to operate a sport at your school. 2. Pre-Season Meeting: Each sport will have its own pre-season meeting to discuss expectations for the upcoming season. Dates for these meetings are listed on the co-curricular schedule and notices about these meetings will be sent out to coaches one week prior. THIS IS A MANDATORY MEETING! If your school wishes to participate, a staff member must attend. If the Head Coach cannot attend, an assistant coach must attend in his/her place. If no coach shows up and the school still wishes to participate in the sport that season, the school is subject to a $25 fine and the coach must arrange to come to the ROPSSAA office within 5 school days to pick up the package and speak with the Athletic Convenor regarding the key points that were brought up in the meeting.

4 3. Game Change Deadline: ROPSSAA acknowledges that some teams at some schools may wish to participate in activities that prohibit them from playing on the date originally scheduled. In these instances the coach is responsible for completing the ROPSSAA game change form and arranging with the other school a rescheduled date. Please pay close attention to the deadline for your sport, as each sport has a different deadline and requests received after the deadline may not be processed. Note: ROPSSAA Game Change requests are to be submitted online. Each Athletic Contact and head coach has been provided the link to the form and it will be available via the ROPSSAA website. There must be agreement between all participating schools before a game change request is submitted. If there is a problem with the game change form, you will be contacted. If the game change request is approved, it will be reflected on the next version of the ROPSSAA schedule. 4. Eligibility Sheet Deadline: In each coach s package you will find a copy of the ROPSSAA eligibility sheet. Every team is required to submit a completed version of this form by the date specified at the pre-season meeting. Failure to do so will result in a $25.00 fine as per the ROPSSAA Constitution. Each coach is responsible for ensuring ALL athletes meet ROPSSAA eligibility requirements. Peel District School Board schools must use the eligibility process within SIS. 5. Transfer Students: As the head coach, it is your responsibility to ensure that none of your potential athletes have attended another secondary school in the last 12 months. If they have, then ROPSSAA/OFSAA requires the student and school to complete a transfer form. This form is available from your school s Transfer Contact. (Instructions on how to complete the forms are available on the ROPSSAA website. Please be careful when filling out the form and submit them to your Transfer Contact for submission to ROPSSAA.) Please see your Transfer Contact. DO NOT have students fill out the forms. a. Additionally, any Grade 9 student(s) who does not live in your school boundaries or attend a regional program at your school, must complete a ROPSSAA Transfer form. (Grade 9 ROPSSAA Transfer form).

b. The first application deadlines are September 15 and 29. All application deadlines for the school year are available on the cocurricular schedule located on the ROPSSAA website. 5 c. STUDENTS THAT HAVE TRANSFERRED FROM ANOTHER SCHOOL ARE NOT ELIGIBLE TO PARTICIPATE UNTIL THEY HAVE BEEN APPROVED BY THE ROPSSAA TRANSFER COMMITTEE. d. Players awaiting transfer approval are allowed to be on the game sheet as long as they are designated ATA and do not participate in the game. They may not be in uniform during games. e. Prep/Elite programs are becoming more common in Ontario and Canada with several operating in ROPSSAA Schools. Students participating in prep/elite programs who naturally live in the school s boundary may participate in the full complement of ROPSSAA sports EXCEPT the sport that the prep program supports. Students who have been recruited from outside of the schools boundary to participate on a prep/elite team cannot participate in ANY ROPSSAA activities for the duration of their enrollment in the program. f. Category E is for non OFSAA eligible varsity team athletes. Junior athletes who participate on a JUNIOR team, will not be granted eligibility under category e. They must be approved under another section of the transfer policy. 6. Score Reporting: It is the responsibility of the WINNING team to report the score of the game online at www.ropssaa.org by 12:00noon the day after the game. If the game occurs on a Friday, the score is due by 12:00noon Saturday. If this timeline is not met, the score and result of the game will not be recorded and will not count towards the standings. In the event of a tie both teams should attempt to report the score to ROPSSAA in order for the results of the game to stand. In the playoffs scores must be reported by 7:00pm the night of the game. If this timeline is not met the score and result will not be recorded and neither team will advance. Note: See your Athletic Contact for your school s username and password. Username: Password:

6 Communication with ROPSSAA Please remember that ROPSSAA s Athletic Convenors are balancing the needs of multiple sports at the same time. There are often many ways to find the answer to the question you have without emailing or calling ROPSSAA directly. Before asking your Athletic/Transfer Contact or Sport Convenor please first check: - Coaches package - Individual Sport Playing Regulations - www.ropssaa.org ROPSSAA Convenors do not deal directly with parents and students. All concerns or questions are to be expressed through the school Athletic or Transfer Contact. Parents Students Community members Individual Coach Community Coach Athletic Contact Transfer Contact Principal ROPSSAA Convenor Principal Rep. ROPSSAA Council Sport Convenor Types of Communication Jury of Appeal (JOA) Requests - JOA requests must be submitted to the Sport Convenor and the Athletic Convenors within 48 hours of the game ending. JOA requests are to be accompanied by all necessary evidence for the review of the appeal. - The JOA may request further information prior to making a decision - All parties involved in the JOA should receive a copy of the appeal. - JOA requests will NOT review judgment calls made by officials.

7 Board of Inquiry (BOI) - Upon receipt of an incident report or a BOI request ROPSSAA must notify the affected parties within 48 hours that a BOI has been requested and will be scheduled. - Formal notice of date/time would be sent out closer to the date. - All reports are to be submitted to the BOI members in advance of the meeting - Letter notifying participants of the decision of the board to be written by the chair of the BOI and emailed within 5 school days of the meeting. - Any appeal of the BOI decision must be submitted in writing to the Athletic Convenors prior to the next ROPSSAA Council Meeting. Board of Reference (BOR) - Upon receipt of an incident report or a BOI appeal request ROPSSAA must notify the affected parties within 48 hours that a BOR has been requested and will be scheduled. - Formal notice of date/time would be sent out closer to the date - ROPSSAA Council members are notified of a BOR prior to the meeting. - BOR s occur during monthly ROPSSAA Council meetings. - Decision of the BOR is to be sent by email within 5 school days of the meeting. - BOR decisions are FINAL

8 ROPSSAA Coach and Player Code of Conduct In light of the fact that interscholastic athletics is an enriching aspect of the total school program, it is crucial that the positive values of human interaction be encouraged. Cross-sport consistency in all ROPSSAA schools is a priority. All athletes and coaches are expected to uphold the highest ideals of sportsmanship and fair play. Respect must be shown to teammates, opponents, coaches, officials, and spectators. The following behaviours will not be tolerated in practices, in travel, or at competitions: 1. Obscene language 2. Gestures viewed as disrespectful, aggressive, or violent 3. Insulting the opposition, trash talk All members of a team including coaches and managers are to refrain from smoking while attending ROPSSAA events. It is the responsibility of the coach to ensure that the Code of Behaviour is followed for the enjoyment of all participants and spectators. The coach shall be a positive role model. Any person who has a concern regarding behaviour in an athletic match (violent or otherwise) is required to fill out an incident report form (found on www.ropssaa.org under resources) and notify the Region of Peel Secondary School Athletic Association executive. The report is to be submitted to the Athletic Convenors as soon as possible and no later than 3 days following the incident.

Game Day Checklist Home Games 9 1. Are the facilities ready? Outdoors: - Field lines - Nets - Flags - Post pads (if necessary) - Benches/bleachers cleaned - Practice balls (each team must provide their own) - Game ball - Score Sheets (if applicable) Indoors: - Benches set up - Floors cleaned - Tables, chairs and score sheet prepared - Score clock working - Dressing rooms free for visiting teams (coordinate with PE classes) - Label the visiting team room - Provide door key or advise that door will not be locked - Ensure all is prepared at least ½ hour before game start time 2. Are first aid supplies on hand? Is the first aid kit properly stocked? If there is a therapist, ensure you have their contact information in case they do not arrive on time. Always have a first aid kit ready, even if your school uses a therapist. 3. Fill in the game sheet properly with all required information. Give a copy to the official and the opposing team for review BEFORE the game begins. 4. Post-Game: Have official sign game sheet (please read any officials comments) Ensure game sheet has been filled in correctly Put away all equipment Winning team reports score to ROPSSAA (or both teams in case of a tie) and post-game sheet online. Report any deportment or other issues to ROPSSAA ASAP (deadline is 9:00 am the day after the game)

Game Day Checklist Away Games 10 1. Ensure you have a complete first aid kit. 2. Notify office of students participating in order to keep accurate class attendance records. 3. Bring team information sheets: a. Have a binder that contains information sheets complete with students parent/guardian phone numbers, any medical conditions, health card numbers, etc. 4. A fully charged cell phone to any game or practice where a phone is not readily available. 5. Bus information: bus number, company phone number, driver name, etc. 6. Warm-up balls or any other necessary equipment. Bring a spare game ball just in case. 7. Fill out game sheet with all necessary information prior to leaving the school. Give a copy to the official and the opposing team BEFORE the game begins. 8. Be sure to arrive no earlier than 45 minutes before the game s scheduled start time. 9. Notify the home school upon arrival to be directed to the field of play/change rooms. REMEMBER, for outdoor sports visiting teams must arrive dressed to play. 10. Players not playing in the game that are located in the bench area are the responsibility of the coach. Ensure that these players are properly supervised and eligible to be in the bench area. All bench personnel must be on the game sheet and eligibility sheet. 11. Post-Game: Have official sign game sheet (please read officials comments) Ensure game sheet has been filled in correctly Winning team reports score to ROPSSAA (or both teams in case of a tie) and posts game sheets online. Report any deportment or other issues to ROPSSAA by 9am

Coach s Post Season Checklist 11 1. All game sheets should have been uploaded to www.ropssaa.org immediately after the game. Review your records to ensure that all of your game sheets have been uploaded. 2. Review playing regulations and think of any potential changes that could be made to them and email your suggestions to the Athletic Convenors and/or Sport Convenor to be put on the agenda for the post season meeting. All motions must be submitted to the Convenors by 4:00pm two days after the ROPSSAA Championship. If no motions are submitted, no post season meeting will be held. 3. Attend post-season meeting to have a say in changes to playing regulations for following season and put forward opinion on new suggestions. While not mandatory, the post season meetings are as important as the pre-season meetings as this meeting gives coaches a chance to introduce, discuss and vote on changes for/to YOUR sport. 4. Review ROPSSAA Constitution and submit any proposals for changes to the Constitution to the Athletic Convenors before May 1. These proposals will be voted on at the June Annual General Meeting. 5. Attend June Annual General Meeting to vote on changes to ROPSSAA Constitution. Remember that each school receives three (3) votes at the AGM, one of which MUST be an administrator.

Officials Procedure No Show 12 In case an instance arises where the game official is not present at least 15 minutes prior to the scheduled start time for the game, follow the following procedures. 15 minutes before game start: Call ROPSSAA Athletic Convenor ASAP! If you cannot reach either of the Athletic Convenors contact Namita at ext. 2558. Game time Meet with the opposing coach. If no official is present there are 2 options: 1. Play the game with an agreed upon official (ex. alternate coach, teacher, spectator). 2. Agree on a rescheduled date. If no date is agreed upon and the Athletic Convenors are not notified by 12:00 noon the next day then the game will be rescheduled for you. After a decision has been made: E-mail the Athletic Convenor ASAP. Note: Many official assignors may be refereeing, so the sooner ROPSSAA is informed about a missing official, the better chance we will be able to get in contact with the assignor.

Deportment Procedure 13 While all coaches and players are required to follow the code of conduct, participating in athletics is a high emotion environment and incidents may occur when a player or coach is ejected from the game. When this happens the following procedure must be followed: Player Ejection: 1. Player is to be removed from the bench area immediately following the ejection. 2. Coach should ensure that official leaves written report of the ejection for the correct player on the game sheet. 3. Collect a written account of what happened that led to the ejection. Reports that are accepted and reviewed include the Coaches perspective, the players perspective and the officials report. 4. Ejection report form is to be completed by 9:00 AM the day following the game. The ejection form can be found online at www.ropssaa.org 5. All ejections result in a minimum 1 game suspension. See the playing regulations for the sport you are involved in to see if there is a minimum suspension listed in the deportment section of the regulations. Otherwise, the ROPSSAA Discipline Committee makes decisions based on the guidelines in Appendix O of the Constitution. Coach Ejection: 1. The game is immediately over and the team of the coach who was ejected forfeits. 2. Coach should ensure that official leaves written report of the ejection the game sheet 3. Create a written account of the actions that led to the ejection to be reviewed by ROPSSAA Council. 4. Submit ejection report form to ROPSSAA Athletic office by 9:00 am the day after the game. 5. All coaches who are ejected from a league or playoff game are immediately suspended until a Board of Inquiry has been held. Coaches may not participate in any ROPSSAA activity including but not limited to practices, games, tournaments, and team meetings.

14 Jury of Appeal Procedure All activities are to follow the policies and procedures outlined in the individual playing regulations for each activity. These regulations have been formed over the years and in many cases are very detailed. However, should a situation arise in a game/event that is not covered in either the Playing Regulations or the ROPSSAA Constitution a coach may submit a request for a ruling from the Jury of Appeal. Each ROPSSAA activity has a Jury of Appeal. The jury is made up of the Sport Convenor and 4 volunteer coaches (requests for volunteers occurs at the pre-season meeting). The procedure for convening a Jury of Appeal is as follows: (a) (b) (c) (d) For team sports the appeal must be communicated to the Sport Convenor within one school day. Written documentation must be submitted within 2 school days, with copies to the Principals of the schools involved, unless the game is within the last 2 days of the season or is a playoff game in which case the appeal must be communicated to the Athletic Convenor(s) by 9:00am the morning following the game (Appendix L in ROPSSAA Constitution). For sports where a day tournament or competition is held, the appeal must be communicated to the Sport Convenor or designate with 15 minutes of the protested occurrence, followed by written documentation. A fee of $25 must accompany each appeal and will be forfeited to the Association should the appeal not be sustained. Appeals of referees decisions during games concerning the interpretation and/or application of rules will not be accepted.

15 Region of Peel Secondary School Athletic Association Date: September 5, 2017 To: From: Parents/Guardians of Athletes ROPSSAA Executive Re: Comprehensive Insurance for Student Athletes Dear Parents/Guardians: This year, your son/daughter has decided to play a sport at their school. Your child s coach does their very best to ensure the safety of your child during practice and in competition. However, accidents can happen and with this in mind, the Region of Peel Secondary School Athletic Association (ROPSSAA) and the school are strongly encouraging all parents to purchase Student Accident Insurance. There are a number of different options to look at but each one is quite inexpensive and can provide coverage up to 365 days per year, for 24 hours a day. The plans range in cost from $13.00 to $33.00 per year. This coverage would assist you in paying medical expenses in the event of an accident during athletic competition or practice. For more information regarding Student Accident Insurance, you can obtain a brochure from your school s main office or visit the website www.insuremykids.com. You can also speak with your child s coach or administrator. Sincerely, Paul Freier ROPSSAA Chair

APPENDIX B ROPSSAA.ORG SCORE REPORTING & GAME SHEET UPLOAD Step 1 go to www.ropssaa.org and login using the username and password provided by your athletic contact 16 Step 2 Select game to report

Step 3 Enter score/key statistics 17 Step 4 Upload game sheet The above page comes up immediately after submitting the score. If you do not post the game sheet right away, you will need to follow the process again from the beginning (without changing any information) to get back to this page to upload the game sheet.