Policy & Procedures Manual (South Huron Minor Hockey)

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SHMHA Policy & Procedure Manual (March 2014)


Policy # 1 (Player Equipment & Safety):

All registered players must have the following equipment on at all times for any SHMHA on ice related function:
CSA approved helmet (with non expired date on the helmet)
Mouth guard
Neck guard
Shoulder pads
Elbow pads
Hockey gloves
Jock or Jill
Hockey pants
Shin pads
Skates

Policy # 2 (Player Injury & Return To Play):


SHMHA will adhere to the guidelines sets out in the OMHA Hockey Trainers Certification Program (HTCP) as can be found at www.hdco.on.ca and this policy should be understood by and administered by SHMHA team training and coaching staffs

Policy # 3 (Disciplinary Committee):

SHMHA will form a committee to consist of the chairperson, past chairperson, 1st vice chairperson and 2nd vice chairperson as well as the pertinent league representative. The purpose of the committee will be to resolve disputes that arise throughout the season without having to resort to engaging full executive meetings to address same. All complaints to be reviewed by the committee shall be received in writing  and no other complaint or grievance shall be addressed. The decision of the disciplinary  committee shall be by way of recommendation only and any person dissatisfied with the recommendation may appeal the recommendation to the executive.
Complaints made in writing by any member of SHMHA against any member of SHMHA:
Written complaint received by any member of the executive to be provided to the 2nd Vice Chair for further review by the 2nd Vice Chair  and discussion by the 2nd Vice Chair  with the disciplinary committee.




How to report an incident:

Member to submit, in writing, outlining the incident in detail to the 2nd Vice Chair within 7 days of the event occurring
2nd Vice Chair  will review the complaint with the disciplinary committee within 7 days receipt thereof  and will render a decision within 10 days
Decision will be communicated to the parties (complainant and defendant) and either or both parties may appear before SHMHA executive to appeal the decision

Conduct considered to be inappropriate:

Verbal abuse to teammates, coaches, managers, officials, parents etc etc will result in the following suspensions:

PLAYERS:

First offence = warning
Second offence = 1 game suspension
Third offence = 5 game suspension
Fourth offence will result in suspension for the season’s duration and registration will be refunded on a pro rata basis depending on number of practices and games remaining

COACHES:

First offence = warning
Second offence = removal from coaching for the current season
Third offence = removal from coaching and notification to OMHA and Police

Conduct considered to be inappropriate:

Physical abuse (a physical attack causing bodily harm to another)
By a player against team mates, coach, officials etc etc will result in suspension for the remainder of the season and notification to Police and OMHA will occur and there will be no refund of registration or other fees
By a coach towards a player etc etc will result in a lifetime suspension from coaching in South Huron Minor Hockey and Police and OMHA will be notified of the incident


Conduct considered to be inappropriate:

Vandalism by coaches / players will not be tolerated at home or away arenas/venues
The party found responsible for causation of the damages will be suspended until the damages have been paid and there will be no refund of registration or other fees

Policy # 4 (Playing Time):


SHMHA is committed to principles of sportsmanship including making all reasonable attempts to ensure that players receive equal opportunity to contribute towards the team’s success. All coaches will attempt to play all players equitably  except for the following circumstances:
In the case of discipline of a player by a coach, a coach may elect not to play that player for up to one game per occurrence. If the coach feels that further discipline is required then the coach shall contact the coaches committee who shall bring the matter to the disciplinary committee

During the final five (5) minutes of any regular season game, during a power play, during a penalty kill or when part of any final game (tournament or playoff series). The coach needs to discuss this exception with parents and players at the beginning of the season.

For representative team coaching practices and expectations, see the registration package.

Policy # 5 (Purchasing Policy):

The executive must  approve all purchases. All purchases will be accompanied by a receipt / invoice and provided to the treasurer. To the extent possible, SHMHA will purchase goods and services from local businesses who currently support or have historically supported SHMHA

Policy # 6 (Remuneration For Volunteers):


SHMHA is a non profit organization. Executive members serve without compensation. As an honorarium the executive members (including head coaches of association teams) in each year are entitled to receive a season’s pass to any SHMHA hockey game. Executive members may from time to time also incur expenses  which will be considered for reimbursement by SHMHA

Policy # 7 (Coaches Selection):


SHMHA objectives for coach selection:
Choose the best available coach for all players and all teams
Ensure that coach selection does not prejudice player selection for any team


Applications for coaching will be available:
Prior to the end of the current hockey season
On the SHMHA website
By contacting any member of the coaches committee (see Constitution as to committee members)
Only those who have applied in writing (application form completed) will be considered for position of head coach of any team.
The selection process will be determined, in no specific order, using these guidelines:
Preference of applicant to coach at a certain level / age group
Applicant’s past coaching experience
Additional information enabling formation of an unbiased opinion  can be considered if the information has a factual and documented basis
Every attempt will be made by coaching committee members to remove personal bias or opinion from the process. The selections shall be made in a timely manner so as to allow the coaches committee to arrange certification or refresher courses for the successful candidates. All selections are presented to SHMHA executive for approval.
All head coaches have the option to appoint or choose their bench staff (trainers, assistant coaches, managers) but again with final approval by SHMHA executive. Coaches are required to organize practices as set out by the coaches committee.

Policy # 8 (Team Selection Process):


The selection committee will be comprised of four (4) evaluators:
The rep team coach
One member of the coaches committee not associated with the team
Two independent parties appointed by coaching committee in conjunction with the tryout coordinator and neither to be associated with the team in any way

Policy # 9 (Police Record Checks):

All officials (coaches, trainers, team managers) as well as executive members will undergo police record checks per OMHA guidelines. Persons who require these checks should review the procedures posted to the SHMHA website under “Police Checks”.
One further note respects police record checks – SHMHA cannot guarantee the complete confidentiality of the information obtained.


Policy # 10 (Tryouts):

To be coordinated between the 1st vice chairperson and the tryout coordinator. Executive will approve all on ice instructors. On ice coordinators shall make every effort to ensure that all players receive equal opportunity to demonstrate their skills. Players trying out at Pee Wee, Bantam and Midget levels will be required to select the position for which they are trying out (ie. defense or forward or goalie).
If more than one local league team is likely for any given division then  the coaching committee will recommend equally balanced teams be selected.
At the end of the selection process, a list of selected players will be compiled by the selection committee and reviewed by the coaches committee for approval. Once a player is chosen for that team then that player cannot be removed from that team roster without consultation with the parents/guardians and the coaches committee.
Once team selections have been made the coach will attempt to notify all selected players on the same day.

Policy # 11 (Affiliation):


Affiliated Players:
Female development or affiliated female players will be governed per the OWHA handbook. The term affiliated below refers to both OMHA and OWHA players:
1. Affiliation per OMHA Manual Of Operations – Rule 7.0
a) No player may be put on an affiliated player list without the consent of that player’s parents or guardians.
b) No player may be used as an affiliated player without the consent of that player’s rostered team management. The rostered team’s management must consent for each game in which that affiliated player is asked to participate.
c) When a conflict exists with an affiliated player’s rostered team schedule consultation will be held with the rostered player’s coach who must give permission for that player to play.
d) Affiliated player’s ice times will be at the discretion of the coach.

Policy # 12 (Player Releases):

SHMHA executive will grant registered representative players an outright release under the following conditions:
Resulting from a legitimate change of principle residence (OMHA Rule 18)
As the result of signing with a higher classified team (ie. AA)
OWHA regulations will apply to Girls’ Teams / Players on this subject

Policy # 13 (Gate Fee/Admission Policy):

SHMHA will abide by the rules/regulations set out by applicable member leagues as to pricing for admission. There shall be no admission charged to any patron for attendance at any female hockey game at any venues used by SHMHA female hockey teams (per OWHA, WOGHL, LLFHL) for home games. Admission costs to SHMHA male teams home games shall be set out by applicable member leagues (OMHA, Shamrock, Lambton Middlesex). There shall be no admission charged at any home game to any member of the SHMHA executive nor to any player member of SHMHA nor to any member of any bench staff of any SHMHA team.
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