Athlete Protection Guidelines

Definitions

The following terms have the meanings set out below:

Person in Authority – An individual who holds a position of authority within the club, including but not limited to coaches, managers, support personnel, chaperones, and directors.
Vulnerable Participants – Includes minors and vulnerable adults who, because of their age, disability, or other circumstances, are in a position of dependence on others or are otherwise at greater risk than the general population of being harmed by individuals in positions of trust or authority.

Purpose

These Athlete Protection Guidelines describe how Persons in Authority can help maintain a safe and respectful sport environment for all athletes.

Interactions Between Persons in Authority and Athletes – Rule of Two

For interactions between Persons in Authority and Athletes, the club strongly recommends following the Rule of Two. The Rule of Two is a directive that an athlete should never be alone one-on-one with an unrelated Person in Authority.

The club recognizes that fully implementing the Rule of Two may not always be possible. At a minimum, interactions between Persons in Authority and Athletes must respect the following principles:

The training environment should be open and transparent so that interactions between Persons in Authority and Athletes are observable.
Private or one-on-one situations should be avoided unless they are open and observable by another adult or Athlete.
Persons in Authority shall not invite or have an unrelated Vulnerable Participant or Vulnerable Participants in their home without the written permission and concurrent knowledge of the Vulnerable Participant’s parent or guardian.
Vulnerable Participants must not be in a situation where they are alone with an unrelated Person in Authority without another screened adult or Athlete present, unless prior written permission has been obtained from the Vulnerable Participant’s parent or guardian.

Practices and Competitions

For practices and competitions, the club recommends the following:

A Person in Authority should never be alone with a Vulnerable Participant before or after a competition or practice unless the Person in Authority is the Vulnerable Participant’s parent or guardian.
If a Vulnerable Participant is the first Athlete to arrive, the Athlete’s parent or guardian should remain until another Athlete or Person in Authority arrives.
If a Vulnerable Participant would potentially be alone with a Person in Authority following a competition or practice, the Person in Authority should ask another Person in Authority, or the parent or guardian of another Athlete, to remain until all Athletes have been picked up.
If another adult is unavailable, another Athlete, preferably one who is not a Vulnerable Participant, should be present to avoid the Person in Authority being alone with a Vulnerable Participant.
Persons in Authority who give instructions, demonstrate skills, or facilitate drills or lessons for an individual Athlete should do so within the earshot and eyesight of another Person in Authority whenever possible.
Persons in Authority and Athletes should take steps to promote transparency and accountability in their interactions. For example, a Person in Authority and an Athlete who expect to be away from other Participants for an extended period should inform another Person in Authority where they are going and when they are expected to return.
Persons in Authority should remain reachable by phone or text message when responsible for Athletes.

Communications

For communication between Persons in Authority and Athletes, the club recommends the following:

Group messages, group emails, or team pages should be used as the regular method of communication between Persons in Authority and Athletes.
Persons in Authority may send personal texts, direct messages on social media, or emails to individual Athletes only when necessary and only for purposes related to team issues and activities, such as communicating non-personal information.
Electronic communication between Persons in Authority and Athletes that is personal in nature should be avoided. If such communication occurs, it should be recorded and made available for review by another Person in Authority and/or the Athlete’s parent or guardian when the Athlete is a Vulnerable Participant.
Parents and guardians may request that their child not be contacted by Persons in Authority through electronic communication and/or may request that certain information about their child not be distributed through electronic communications.
All communication between Persons in Authority and Athletes should take place between 6:00 a.m. and midnight, unless extenuating circumstances exist.
Communication concerning drugs or alcohol use is not permitted, except when discussing their prohibition or applicable club policies.
Persons in Authority are not permitted to ask Athletes to keep a secret for them.
A Person in Authority should not become overly involved in an Athlete’s personal life.

Travel

For travel involving Persons in Authority and Athletes, the club recommends the following:

Teams or groups of Athletes should always have at least two Persons in Authority present.
For mixed-gender teams or groups of Athletes, there should be at least one Person in Authority of each gender whenever possible.
Screened parents or other approved volunteers should be available in situations where two Persons in Authority cannot be present.
No Person in Authority may drive a vehicle alone with an Athlete unless the Person in Authority is the Athlete’s parent or guardian.
A Person in Authority may not share a room with, or be alone in a hotel room with, an Athlete unless the Person in Authority is the Athlete’s parent or guardian.
Room or bed checks during overnight stays must be conducted by two Persons in Authority.
When Athletes share a hotel room during overnight travel, roommates should be age-appropriate, such as being within two years of age, and of the same gender identity.

Locker Room, Changing Area, and Meeting Room

For locker rooms, changing areas, and other enclosed meeting spaces, the club recommends the following:

Interactions between a Person in Authority and an individual Athlete should not take place in any room where there is a reasonable expectation of privacy, such as a locker room, meeting room, restroom, or changing area. A second Person in Authority should be present for any necessary interaction in such spaces.
If Persons in Authority are not present in the locker room or changing area, or are not permitted to be present, they should remain available outside the room or area and be able to enter if required.

Photography and Video

For all photography and video involving Athletes, the club recommends the following:

Parents or guardians should sign a photo/video release form, such as part of the registration process, describing how an Athlete’s image may be used by the club.
Photographs and videos may only be taken in public view, must observe generally accepted standards of decency, and must be appropriate for and in the best interests of the Athlete.
The use of recording devices of any kind in rooms where there is a reasonable expectation of privacy is strictly prohibited.

Examples of images that should be edited or deleted include:

Images showing misplaced apparel or visible undergarments.
Suggestive or provocative poses.
Embarrassing or inappropriate images.

Physical Contact

The club recognizes that some physical contact between Persons in Authority and Athletes may be necessary for various reasons, including teaching a skill or tending to an injury.

For physical contact, the club recommends the following:

Unless it is not possible due to a serious injury or other circumstance, a Person in Authority should always explain to an Athlete where and why physical contact will occur.
The Person in Authority should clearly communicate that they are requesting permission to touch the Athlete rather than requiring physical contact.
Infrequent, non-intentional physical contact, particularly contact resulting from an error or misjudgment by the Athlete during a training session, is permitted.
Making amends, such as offering an apology or explanation following unintended contact, is encouraged to help educate Athletes about the difference between appropriate and inappropriate physical contact.
Hugs lasting longer than five seconds, cuddling, physical horseplay, and physical contact initiated by a Person in Authority are not permitted.
The club recognizes that younger Athletes may initiate hugging or other physical contact with a Person in Authority for various reasons, such as seeking comfort after a poor performance. In such circumstances, physical contact should be brief, appropriate, and limited.

Reporting Inappropriate Behaviour and Child Sexual Abuse

The following are quick steps for reporting inappropriate behaviour based on guidance from the Canadian Centre for Child Protection’s Commit to Kids Program. These steps are not intended to be an exhaustive list or a substitute for legal advice. Users are strongly encouraged to consult child welfare authorities, law enforcement, and/or legal counsel as appropriate to the circumstances.

Reporting Inappropriate Conduct

When a child discloses information, or information is discovered, indicating that a coach or volunteer may have acted inappropriately:

Document the information.
The coach or other individual who receives the report should notify the supervisor or manager and document the report.
The manager should notify the head of the organization and document the notification.
The manager and head of the organization should consult to determine whether the concern warrants further action. The consultation and decision should be documented.
If warranted, the organization should meet with the accused coach or volunteer to discuss the allegations and concerns. The individual should be informed of the complaint without disclosing the identity of the reporting source and should be given an opportunity to respond. The meeting and response should be documented.
If the head of the organization determines that the conduct is not sufficiently serious to warrant formal action, the organization may choose to clarify expectations with the coach or volunteer in accordance with the Code of Conduct. This should be documented.
If the head of the organization determines that the conduct is sufficiently serious to warrant action, an internal follow-up should be conducted and documented.

Possible Outcomes of the Internal Follow-Up

Inappropriate conduct is not substantiated: Follow applicable internal policies. No further action may be necessary, although the organization may choose to remind all coaches and volunteers of the Code of Conduct.
Inappropriate conduct is substantiated: Next steps should depend on the severity of the conduct, the information gathered during the internal follow-up, and other relevant circumstances, including any previous inappropriate conduct of a similar nature. Appropriate disciplinary action may include reporting concerns to child welfare authorities or law enforcement.
Inconclusive: Next steps should be carefully considered based on the information gathered during the internal follow-up. The organization should assess the risk, consider available options, and consult appropriate professionals as needed.
The organization should adequately supervise and monitor the coach or volunteer in accordance with its internal policies and document these measures.
The organization should carefully consider when and whether the child’s parents or guardians should be notified about allegations of inappropriate conduct, taking into account applicable laws, safeguarding requirements, and professional advice.

Reporting Child Sexual Abuse

If a child discloses abuse, or abuse is discovered, and the alleged offender is a coach or volunteer:

Document the information or disclosure.
The coach or volunteer who receives the disclosure should notify law enforcement and/or child welfare authorities as appropriate. They should consult with child welfare authorities regarding notification of the child’s parents or guardians and notify the supervisor or manager, who should then notify the head of the organization. All actions should be documented.
The head of the organization or manager should consider suspending the coach or volunteer suspected of abuse, with or without pay, until the matter is resolved. Legal guidance should be sought before suspension or dismissal.
If the individual is a volunteer or unpaid staff member, the organization should consider whether the individual should be removed from their position immediately, in accordance with applicable law and organizational policies. All decisions should be documented.
Child welfare authorities and/or police may conduct an investigation. The organization should cooperate with the investigation and conduct any necessary internal follow-up in consultation with law enforcement or child welfare authorities.

Potential Outcomes

Substantiated / Guilty: The coach or volunteer may be dismissed from their position, subject to applicable law and organizational policies.
Inconclusive / Not Guilty: The organization should seek legal counsel and consider whether the coach or volunteer should remain in their position or be dismissed, with or without severance, as permitted by law.
Criminal processes can be complex and lengthy. A finding of not guilty does not necessarily establish that the alleged abuse did not occur. The organization should consult qualified legal counsel when interpreting investigation outcomes and before taking suspension or dismissal action.
The organization should document the outcome of the investigation using an incident report form and document the results of any internal follow-up.

Important: These guidelines should be reviewed by qualified legal counsel and adapted to the applicable provincial/territorial laws, child-protection requirements, and sport-governing-body policies before being formally adopted by the club.