All_Policies

Policies

(Updated 28 October 2023) 

PWAS athletes are also members of BC Artistic Swimming and Canada Artistic Swimming, and therefore follow the Canadian Anti-Doping Program (CADP) at the Canadian Centre for Ethics in Sport (https://cces.ca/cadp-adoption). Artistic Swimming athletes in Canada may be subject to unannounced doping control.  

As explained by the Canadian Centre for Ethics in Sport (https://cces.ca/your-requirements),  

  • Do not take supplements and if you do, minimize your risk. 
  • Always comply with testing requests when you are notified for doping control.” 
  • Know what kind of athlete you are for the purposes of anti-doping, and know what responsibilities you have as a result, including whether you need to report your whereabouts and the nature of medical exemption requirements. 
  • Athletes may need to obtain one of two types of medical exemption – either a Therapeutic Use Exemption (TUE) and/or the Medical Review. More information about these exemption processes is available by using the Medical Exemption Wizard to enter information about the medication, the level of athlete, and competitions they expect to participate in in the next 6 months (https://cces.ca/medical-exemptions).  

Individuals must never provide, promote, condone, or ignore substance abuse, the non-medical use of drugs or the use of performance enhancing drugs or methods and, in the case of Minors, the use of alcohol, cannabis, tobacco, or e-smoking products.  

The use of alcohol, non-medical cannabis, tobacco, or e-smoking products in the workplace is prohibited, subject to any required accommodation.  

Individuals will refrain from consumption of alcohol, cannabis, tobacco, or e-smoking products while engaged in the Organization’s Events or Activity.  

The Canadian Centre for Ethics in Sport has cannabis on its list of prohibited substances and cannabis use by any Athlete subject to the Canadian Anti-doping Program may be considered doping. All Individuals have a responsibility to understand and observe Canadian Centre for Ethics in Sport (CCES) rules on cannabis use. 

Please report athlete illnesses and medications during the registration period in TeamSnap and to your Team Coach and/or Technical Director. Coaches or the Board can answer further questions about Anti-doping Policy.

(Approved: 3 September 2019, Updated: October 2023) 

Artistic swimming is a team sport and regular, consistent attendance and prompt arrival times are important to all members of the team. Athletes are required to be ON DECK and warming up at the designated start time of practice as indicated in TeamSnap, or as updated by their coach.  

Each team will be informed of their scheduled days off at the start of the season subject to changes that may occur during the season due to unforeseen circumstances. 

Each National Stream and Provincial Stream HPD athlete will attend 90% of trainings. Each Provincial Stream athlete will be permitted 2 missed days per month. Missed days are to be reported with appropriate time in advance to the lead coach. Any missed day in addition to what is permitted has to be cleared in advance with the lead coach. Please see the 2023/24 Competitive Registration package for further information.

Athlete absences during the competition season must be approved by the coach. Unapproved absences and lateness may be subject to sanctions according to the Discipline Policy.  

 Absences should not be planned: 

  • 2 weeks prior to any regional competition for ALL athletes. 
  • 3 weeks prior to Provincials, National Qualifiers, Nationals, National selection Camps and Internationals for National Stream athletes. 

 We ask that you indicate your availability (athletes and coaches) for each training event in TeamSnap so that all coaches, athletes and Administration know who expect, or who cannot attend.  This is especially important when we have limited time to enter buildings, or should we need to contact participants in attendance at an event. 

(Approved 28 December 2021) 

Coaches are selected with the utmost care to represent themselves and the Club respectfully and with dedication to the sport and PWAS. Coaches are required to abide by the certification policy set by Canadian Artistic Swimming Association (CAS) and BC Artistic Swimming Association (BCAS), which is found in the following link: BCAS Coach Certification Policy. 

The Club is committed to work together with the coaches to attain their certifications and trainings to be able to achieve the highest standards to deliver coaching to the athletes. The club values, encourages and mentors our swimmers as they progress through our program to become future coaches to continue the legacy of esteemed swimmers and coaches at Pacific Wave. 

( Updated October 2023) 

Given the large number of athletes and teams at various stages, each with a different training schedule, the Club relies heavily on internal communication. All teams hold an orientation meeting in the Fall and all parents and athletes are expected to attend. 

Team Snap 

The club uses Team Snap https://go.teamsnap.com, an online website and app, that allows us to register athletes and parents to teams, share practice and event schedules, schedule changes, and share documents (Club
Policies, Bylaws, Registration information). You can update your notification preferences in Team Snap so that you get reminders about schedule changes or scheduled practices or events.
 

Ensure you have been invited to Team Snap and to your team, and can access the system properly. Once you have been assigned to a team, you will be able to see contact information for other families assigned to the same team. You will also be able to “chat” with teammates and coaches in the Chat function in the app.  Please update Team Snap with information that may change during the year. You can update your family’s profile with names of athletes and guardians/parents, email addresses, telephone numbers, addresses, and athlete medical information.  

Email 

Reminders, announcements and other communications will be sent to you by email from within Team Snap regularly.  Once you are registered as members of BC Artistic Swimming, you will receive periodic newsletters regarding the artistic swimming community activities in BC. 

Whenever urgent information must be passed on to you, your team’s parent representative will contact you by email and/or phone, or your coach using the TeamSnap chat function. Occasionally, the coach will send home information with the athletes.  

If your email address or other contact information changes during the year, please update this information in Team Snap.  

Website 

Please visit the PWAS website at ‘https://pwasc.ca/’. Here you will find news about PWAS activities, contact information for the current Board and Technical Director, our PWAS Policies and Club By-laws, program details and links to other useful Artistic Swimming sites.

We Chat & WhatsApp 

Team communication, social and casual information can be shared using We Chat and WhatsApp

(Approved 3 September 2019) 

AquaGo athletes are not able to compete. LCOMP athletes can expect at least one training meet and one provincial competition during the year. Provincial Stream athletes can expect at least two provincial training meets and two provincial competitions during the year. National Stream athletes can expect at least two provincial training meets, two provincial competitions, two National competitions and one optional international competition during the year.   

All club athletes can also expect to swim in the Club’s water shows. It is usually held in December and June. Parents, family and friends are invited to watch athletes perform their competitive and novice routines. There are always a few fun surprises. 

To participate in competitions, athletes, coaches and volunteers will be registered with both B.C. Artistic Swimming Association (BCAS) and Canada Artistic Swimming Association (CAS). Each athlete is given an amateur athlete number assigned by CAS.  

Coaches will provide a schedule of competition dates once athletes are named to teams (see https://pwasc.ca/). You can also refer to the BC Artistic meet schedule https://www.bcartisticswimming.ca/events.htm or Canada Artistic Swimming event schedule https://artisticswimming.ca/events-results/event-calendar/ for dates.  

 

Parent Responsibilities at Competitions 

For each competition, parents are expected to: 

  • attend parents meeting scheduled before departure to competitions.  
  • Listen, respect, and follow coaches’ plan and vision while in the competitions’ environment, with the openness and ability to ask questions to the coach and/or Technical Director if any questions do arise after the training session and events. 
  • encourage your athlete to independently prepare the appropriate food and water and equipment to take to the pool.  
  • ensure athlete’s hair is prepared as instructed by the coach. Leave pool and deck area of competition facilities in a clean condition, and ensure that all athletes supplies are taken home, including hairpins.
  • volunteer at competitions, by signing up online with the guidance of the PWS Meet Manager or the parent team representatives. 
  • remain in the audience area unless volunteering or helping at the request of the coach to prepare team members for their competition. Parents on deck can result in a team being fined.
  • refrain from moving about the deck or in the stands while athletes are performing.
  • refrain from flash photography as not permitted during competition events (this could result for our teams to be penalized). 
  • stay as quiet as possible during all figure’s events – and cheer during routines!
  • model good sportsmanship and have a good time. 
  • team chaperones are required when athletes travel outside of the lower mainland. Usually, 2 chaperones are required for each meet. Chaperones are required to provide criminal records check, and to follow the guidelines for travel as set out by the Club, Coaches and refer to the Club Chaperone Handbook. 
  • when travelling, non-chaperone parents must stay in a different accommodation than the Team. 

About Competitions 

There are two basic parts to most competitions. The first part tests each athlete’s ability to perform a set of required figures. The second part is the presentation and judging of routines. Judges award marks for figures and for each routine. Artistic Impression: Forty percent of the overall routine score is given for artistic impression. To award this score, judges look at choreography, pool patterns, music interpretation and manner of presentation. 

Some helpful competition terminology: 

Championship Score: The championship score is determined by combining the routine score and the average figure score of all the athletes who were part of the routine. Different age groups may have different weightings applied to their figure and routine scores for calculating the championship scores. 

Solo Championship Score: Solo routine score plus athlete’s figure score. 

Duet Championship Score: Duet routine score plus the average of the two athletes’ figure scores. 

Team Championship Score: Team routine score plus the average of the figure scores earned by all members of the team (or technical routine). 

Technical Routine: A routine with required elements.  Replaces figures at the Junior and Senior levels. 

Figure: A figure is a succession of movements, which are a combination of positions and transitions done as described in FINA rules. Figures are given names such as “Kip”, “Eiffel Tower”, “Barracuda” and “Aurora”. 

Marks for Figures: In a figure’s competition, athletes are required to perform four assigned figures. Each figure is judged separately by a panel of judges. Each judge on the panel marks the athlete’s performance using a scale of 0 to 10. The judges consider a perfect figure to be “slow, high and controlled, with every section of the figure clearly defined and in uniform motion. To determine an athlete’s score for a particular figure, judges’ high and low marks are excluded and the average of the remaining marks is multiplied by the figure’s degree of difficulty. The athlete’s scores from all four figures are added for a total figure mark out of 100.  

Marking Routine: A panel of judges marks all routines. Each routine receives two sets of marks, one for technical merit and one for artistic impression. (Sometimes each judge gives both marks; other times judges work in teams of two and each judge gives only one type of mark.) Marks are on a scale of 0 to 10, with 0.1 increments. Once the marks are collected, the high and low marks are removed from each set. Then the set is averaged. The technical merit score counts for 60% and artistic impression score counts for 40% of the total routine score. 

Routines: A sequence of swimming strokes and figures choreographed to music. Routine categories are solo, duet and team. Each routine category has a specific time limit depending on the age group. Seniors swim both technical and free routines. Technical routines must contain a number of required elements that must be executed in a specific order. Free routines have no restrictions. 

Technical merit: The part of a routine score where judges mark the execution of strokes, figures and propulsion techniques, precision of patterns, synchronization of the athletes with each other and with the music, and difficulty of stroking, figures, patterns and synchronization. Technical merit is worth 60% the overall routine score.

(Approved October 2021) 

In 2019, Canada Artistic Swimming Association (CAS) developed a comprehensive Concussion Policy supplemented by concussion management protocols. Today, these documents stand as the gold standard of concussion management in Canada. 

To ensure compliance with BCAS’s Coach Certification Policy, ALL registered coaches in BC must complete the NCCP’s Making Headway e-learning training https://coach.ca/making-head-way-concussion-elearning-series 

In addition, mandatory training on the CAS Concussion Policy & Protocols will be in effect prior to the start of any season. Furthermore, we implemented a new Concussion testing policy in October 2021 to ensure that when every athlete is being treated with possible symptoms of a concussion, there is prior information available to refer to the athlete’s normal baseline level. The results of these tests are stored with Lifemark clinic at the Richmond Oval. 

For all information for coaches, athletes and parents please visit BCAS website (resources) to find reference materials: 

https://artisticswimming.ca/wp-content/uploads/2019/06/CAS-Concussion-Policy-June-17-2019-EN.pdf 

 

CAS Concussion Management Protocol:   

https://artisticswimming.ca/wp-content/uploads/2019/08/CAS-Concussion-Protocol-June-2019-v.3.1.pdf 

 

Incident Reports for Coaches: Please fill out this form when an accident or incident happens while coaching: 

 

https://www.bcartisticswimming.ca/docs/accident_and_injury_-_report_(july_18__2015).pdf?LanguageID=EN-US 

 

 

(Approved: 3 September 2019; Updated 28 December 2021; Updated October 2023)

PWAS members, including Parents and Athletes, are expected to comply with the PWAS Constitution, Bylaws and policies, and the BC Artistic Swimming and Canada Artistic Swimming Code of Conduct and policies. At the discretion of the Technical Director and the Board, disciplinary action may be taken to ensure athletes and their families are aware of and follow policies.

Violations of conduct as per BCAS Conduct Policy 26.8.1. a) Internal review, will follow the process of an Internal Review as put forth in the language of this document.

Violations of conduct requiring a process in which a Discipline panel is necessary will follow guidelines as per BCAS Conduct Policy 26.8.1. b) Discipline Panel.

The Complaint will be determined to be processed under an Internal review or Discipline Panel as per BCAS Conduct Policies 26.8.2., 26.8.3., 26.8.4., 26.8.5..

Addressing athlete conduct

Athlete disciplinary action may include:

  • The team coach will speak with the athlete.
  • The team coach and the Technical Director or Head Coach will speak with the parent.
  • A member of the Board may talk to the athlete and parent.
  • Verbal warning will be given, and a written warning or reprimand may also be given.
  • The athlete may be asked to sit out of practice, or to practice away from the team, or be suspended from the team.
  • The athlete may be required to make up lost time. If the lost time is significant, the athlete may be asked to schedule and pay for extra private session(s) with assistant coach of the team
  • The athlete may be rotated to the alternate position on the team.
  • Extra routines may be taken away.
  • The athlete may not be allowed to compete at an upcoming competition.
  • The athlete may be suspended or, upon consultation with the Board, banned or expelled from the Club.

The procedure for suspension or expulsion is outlined in the Constitution and Bylaws of the Club. No refunds will be given for athletes who have been suspended or expelled.

Addressing Parent Concerns (with their Athlete and Coaches)

A parent can firstly go directly to the team coach with concerns that involve a coaching decision and/or responsibility. Please ensure that parent concerns, inquiries, or communication with coaches must not occur during a practice or event and in the presence of other athletes and club members. An email can be sent to the lead coach to confirm a good time and place for a meeting. If you have a contentious issue that you want to discuss with a coach, we respectfully request that you wait 48 hours from the time of the issue arising before contacting your coach, unless it involves a safety or medical emergency. Please allow 7 days for a coach to arrange a meeting for matters that are not urgent.

If no resolution of an issue occurs during the conversation with the team coach, then the subsequent step is to contact the Technical Director (or Head Coach) and Coach liaison. If further steps need to be taken, the President will be informed by both the Technical Director and Coach Liaison. The Chair of the Board may call meetings with other members of the Board, Technical Director, or Team Parent Representatives to achieve resolution.

Concerns directed to the coach from parent/guardians shall be limited to discussion for their athlete only. The Coaches will not discuss or compare information, including performance and position of other athlete(s) in the team and club, unless there is a matter of safety involved.

If there is a concern that does not involve a coach’s scope of responsibility and is related to matters outside of coaching responsibilities such as areas of club administration and governance, this will be addressed by email to the President (president@pwasc.ca) and Vice President (vicepresident@pwasc.ca).

Addressing Parent Concerns (with other Parents and Members)

Parents that have concern of other parents or members conduct, can email the President (president@pwasc.ca) and Vice President (vicepresident@pwasc.ca) with their complaint. The President and Vice President will respond within 7 days of written notice to the complaint. Appropriate steps will be taken to find a resolution amongst the parties involved. If a resolution cannot be achieved between the parties, a decision by the President, Vice President (and further Board members if required) will be rendered within 30 days of the written complaint. All parents and members are subject to adherence of club policies and club bylaws, and can appeal a decision according to the Discipline, Complaints and Appeals Policy.

Addressing Athlete Concerns

Performance

An athlete can approach a Coach in relation to matters relating to coaching decisions, performance and activities involving the athlete/coach relationship. The Coach will determine timing and if other parties will be involved in addressing any athlete concerns.

Safety

It is important that if an athlete is concerned about an incident or experience while at training, a PWAS or Artistic Swimming event, or in connection with a club coach, athlete, parent or any outside of club member including officials, that they speak about this with a trusted adult.  It is recommended that the athlete (if a minor) first speak to their parent or guardian with their concern. If there is suspicion and or knowledge of maltreatment, please view our policy under Safe Sport policy to take the necessary action.

Addressing Coach Concerns

Standards of behaviour toward the Coach, while contracted to fulfill the responsibilities as laid out in the language of their contract, will fall under the guidelines of PWAS Expectation and Conduct Policy, BCAS Conduct Policy, CAS Conduct Policy and Universal Code of Conduct Policy. The Coach has the right to participate in a safe and inclusive environment that are free of discrimination, Harassment, Maltreatment, Prohibited behaviour or other misconduct that is in violation of Club policies.

COMPLAINT PROCEDURE

A complaint by formal written notice by the Coach will be sent by email to the President, Vice President and Coach Liaison. One additional Board member will be requested to review the complaint to form a committee. A review will take place within 14 days from the date of the written notice unless the situation requires immediate attention. If it is decided within the Board committee that the complaint from the Coach has merit and there is possible cause and violation of Code of Conduct policies, the complaint will be addressed with all involved parties. If a minor is involved, the parent/guardian of the minor is mandatory to be present in all discussions.

After discussions with all parties, the Board committee will render a decision within 30 days of the original written notice complaint. If the decision has cause to discipline, suspend or expel a member, our Club Policies and Bylaws 2.13 and 2.14 will come into effect. An appeal by the Coach can be made following the timelines stated in our Bylaw 2.13 (e) and PWAS Club Discipline, Complaints and Appeals policy.

Appeals

Appeals that exclude Suspension or Expulsion

Members that want to appeal decisions that involve club activity can contact the President and Vice President directly by written notice. The appeal will be determined by the President, Vice President and if required another Board member if there is basis for further inquiry and investigation. The member will be informed if there is a basis to proceed with the appeal within 14 days of the written notice. The decision of Board member committee will be rendered within 30 days of receipt of the appeal, and will be final and binding.

Appeals to a Suspension

A member who has been suspended may appeal their suspension same as club Bylaw 2.13 (e). The appeal must be made in writing to the President and Vice President within 14 days of the suspension or within 7 days of receipt of the written reason for suspension, whichever is longer.

A member who is not satisfied with a decision rendered to a complaint that did not result in a suspension, will have the ability to appeal in the same manner as someone who is appealing a suspension. Written notice of the appeal must be submitted to the President and Vice President within 7 days of receipt of notice of decision.

Within 14 days of receipt of the written appeal, the President will form an Appeals Committee consisting of 3 members of the Board. The Appeals Committee will meet with the athlete, their parent or guardian, the team coach or Technical Director as necessary.

The decision of the Appeals Committee will be rendered within 30 days of receipt of the appeal, and will be final and binding.

Rule of Two

All communication relating to this policy between parties that involve minors will be required to have a minimum of 3 adult screened members, which will include the parent/guardian, coaches and/or screened club personnel either in-person or addressed in electronic messages.

Communication involving formal decisions, complaints or appeals must be addressed in Writing to the responsible member(s) stated in our policies. A minimum of 2 members must be addressed in the electronic message.

Family Commitment Plan (FCP) – 2022/23

(Updated October 2022) 

We want you!!! PWAS is a volunteer run organization.  PWAS established a Family Commitment Plan (“FCP”) many years ago (at least since 2015) that is essential to manage our Club operations through volunteerism.    Volunteers provide an important contribution since fees, grants, and fundraising only cover a portion of the club’s operations each year (e.g. pool rentals, coaching costs, etc.). Through volunteering at PWS you can grow in our artistic swim community, friendships and fun. 

Each family is asked to assist by contributing time towards the numerous jobs that need to be filled throughout the year. PWAS volunteer roles are assigned points based on the estimated effort required to fulfill the responsibilities of the role.   Each athlete’s family is required to volunteer acquiring a certain number of points, related to the stream (LCOMP, PS, NS) of their athlete, over the course of the season (Sept to June).  We understand that some families may not be able to contribute much volunteer time or may wish to have some flexibility as to the number of hours they volunteer. Therefore, those who are unable to fulfil the full volunteer time/point commitment may “buy-out” all or some portion of their volunteer time with cheques or through FlipGive.      As of 2022, athlete families can register for a PWAS FlipGive account to off-set up to 50% of their FCP buy-out.  Thus if your FCP buy-out is  $500, you can use FlipGive to cover up to $250 of your FCP buy-out amount.  FlipGive is an App that allows you to fundraise while completing purchases through Amazon, Esso gas stations and more. Each family’s fundraising through their PWS FlipGive account may be used towards their FCP buy-out at the end of the season.  To learn more about FlipGive at PWS, please visit here: https://pwasc.ca/fundraising/

All volunteer positions will be confirmed and appointed by the Board in consultation with the Head Coach / Technical Director and Volunteer Coordinator.  All directions for assigned volunteer roles are to come from a Board member, staff member or volunteer in a leadership role under the direction of the Board.  If a member acts on their own accord, without direction from the Board or staff member, the member will be asked to cease volunteering, and additional action may be required.

Some teams are being asked to contribute more in their buy-outs, though their required volunteer points are similar to another stream with a lower buy-out.  This is occurring as the team with the larger buy-out has been deemed to require more volunteer resources for the team to be successful (ex. national and international travel are/may be  involved).

More details about volunteering at PWS may be found here: https://pwasc.ca/volunteer/

 
 
Teams, Volunteer Points Needed and Buy-Outs
 
AquaGo – 0 volunteer points – $0 Buy-out 
LCOMP – 5 volunteer points – $50 Buy-out
PS & HPD – 30 points – $500 Buy – out 
NS – Part -time – 30 points – $600 Buy – out
NS – Full time – 50 points – $900 Buy-out
Male Program – 30 points – $600 Buy-out
 

Member’s Role and FCP Process 

  • After registration members are required to complete the FCP Volunteer Form to confirm their volunteer positions for the season. Swimmers without a signed form for the season will not be permitted to register for future seasons. 
  • For families with two or more swimmers in the club, the FCP obligation will be the volunteer points required based on the swimmer with the greater number of training hours plus 25% of the points for each additional swimmer. 
  • At least 50% of the volunteer points must be directly within the club.  This is to say the other 50% may be fulfilled through deck volunteering for competitions – filming, judging, scoring. 
  • Members are responsible for ensuring that they take their own initiative in earning, recording and reporting FCP points; reporting them to the FCP Coordinator for reconciliation at the conclusion of the season when prompted with a form. 
  • They are also required to provide two post-dated cheques payable to “Pacific Wave Synchro” dated November 30th  for 50% of the FCP “buy-out” amount and May 1 for the balance of the “buy-out” as set out in the chart above in the “Required Buy Out” column. If you have not indicated a role you will fulfill for the club by November 1st, (or by the AGM, whichever occurs first), then the first cheque will be deposited by the club.  
  • The second cheque will be cashed if your volunteer roles and corresponding points are not reported to the volunteer coordinator by May 1st.  
  • Please note that these cheques will be destroyed rather than cashed if a family meets their minimum required volunteer points for the season. You also may apply your FlipGive credits to your FCP. For any others, a proportionate credit will be issued to the member’s account for all volunteer points earned prior to June 19.  At the end of the season all FCP cheques for incomplete and partial points will be deposited and any credit will go back to the swimmer accounts. Full points will only be awarded for jobs that are successfully completed. If a family does not fulfill their FCP volunteer points or neglects to pay for the buy-out, they will be withheld from registering for the following season until payment is made or a payment plan agreed on.
  •  

General List of Volunteer Roles and Points  

Full FCP – All Board of Director Roles

Full FCP – Chaperoning at NS Qualifiers or Championships

15 FCP points – Chaperoning at Training Meets

30 points – Marketing and IT Team – website, marketing plan, socials

30 points – Translator  – support to the Board, Administrator, Social Media and Web content manager

30 points – NS Team Parent

20 points – PS Team Parent

15 points – LCOMP Team Parent

30 points – Grants and Gaming Coordinator

25 points – Equipment Manager

25 points – Uniform Manager

25 points – FCP Administrator & Volunteer Hour Tracking Coordinator (one role)

50 points – Coach Liaison

20 points – Volunteer Coordinator

15 points – NS Team Travel Coordinator

10 points – PS Team Travel Coordinator

15 points – Hospitality Room Manager – food prep and service when PWS hosts a meet

10 points – Club photographer

10 points – Fundraising Coordinator

15 points – Year End Banquet Coordinator

15 points – Meet Manager

5 points – Winter Water Show Coordinator

5 points – Year End Water Show Coordinator

10 points – Richmond Aquatics User Group Representative 

5 points – Pool Display Coordinator

1 point per hour – Miscellaneous club activities, as required (assisting at Water Shows/Events) 

1 point per hour – Competition Meet Volunteer

All volunteer positions will be confirmed and appointed by the Board in consultation with the Head Coach / Technical Director and Volunteer Manager. 

 

 

(Approved 28 December 2021) 

PWAS is committed to follow guidelines for privacy as per the Personal Information Protection Act. 

PWAS is committed to keep confidential and secure personal information. A Privacy officer will oversee club processes and be available for consultation with any inquiry or complaint arising from a member.  

Consent will be requested from individuals prior to the season and at the time of registration and possibly during the season through electronic and written means to fulfil club policies and initiatives.  

The use of personal information that the club is requesting is to fulfil the requirements of operating the club. Information is collected from individuals, in conjunction with Canadian Artistic Swimming Association (CAS) and BC Artistic Swimming Association (BCAS) regulations and policies. .  

Disclosure of personal information, with notification to the individual, by PWAS may be necessary to CAS, BCAS, as well as government and other sources to ensure safe delivery of the program and to broaden communication between members in order to promote the club and sport to the general community as well as enhancing the experience of the swimmers and members of Pacific Wave Artistic Swim Club. 

All members will have the right to access their own personal information. If there is a need for assistance to obtain and/or correct personal information, this can be done in writing to the privacy officer who will assist in attaining/completing this for the individual(s).  

We will make every effort to ensure that we present information accurately and correctly using reasonable safeguards to protect against theft and misrepresentation. We will keep information only as long as we need to perform the duties of running the business of the club or legal purposes.  

Complaints or comments can be filed in writing to the President of the club as Privacy officer at the following email address: president@pwasc.ca. The Privacy Officer will determine the appropriate course of action to proceed with responding to the complaint and take measures to protect privacy and information submitted. The process will be written and documented and according to our internal complaint policy.  

For complete detailed information, please read and refer to the following link: Privacy (PIPA) Policy (September 26, 2021). 

We are a united team who travels and plays together.
 
PS 13- 15 and NS travel planning: All travelling team members will travel as a group with travel arrangements created and accommodation bookings made by the Team Travel Coordinator, with the exception of extraordinary circumstances approved by the TD and Board.  Families cannot make their own individual travel arrangements as it is too hard to manage extraneous factors, such as cancelled flights and illness when individual bookings are made.
 
HPD and LCOMP: HPD and LCOMP families are responsible for ensuring their athletes make it to the pool for all competitions.  Once in the pool environment the coaches are in charge of the athletes for the competition.  Once athletes leave the pool, HPD and LCOMP families are responsible for the welfare of their athlete.
 
Travel costs: All team travel plans created by the Team Travel Coordinator and the cost thereof, will be distributed equally amongst all team members travelling, with the exception of extraordinary circumstances approved by the TD and Board.
 
Travel accommodation:  In terms of sleeping arrangements, when travelling as a team, it is PWAS policy to have one athlete in one bed for the purpose of managing rest and recovery at competitions.
 
Coaching and competitions:  Competition before training, regardless if HPD,PS, NS or LCOMP.  PWAS is to prioritize competitions over training – although we will attempt to find a coach to cover – if unavailable we would cancel training.  
 
Parents visiting athletes at competitions: Parents are welcome to visit athletes in the lobby of hotels, for 30 minutes, at an assigned time, designated by the TD.
 
 Chaperones and costs: All chaperone travel and accommodation costs are distributed equally amongst all travelling athletes.  Chaperones will pay for their own meals when eating out on travel days, however chaperones meals at restaurants will be paid for during all team activities (ex. Team bonding).

(Approved 28 December 2021; Updated September 2023)

 

PWAS follows the guidelines of BCAS, CAS, viaSport and government of Canada rules and regulations. Please read the following policies in the links below:

 

PWAS identifies, supports and implements True Sport values and the following principles in our training: 

Go For It – Rise to the challenge and always strive for excellence. Discover how good you can be. 

Play Fair – Play honestly, obey both the letter and spirit of the rules. Winning is only meaningful when competition is fair. 

Respect Others – Show respect for everyone involved in creating your sporting experience, both on and off the field of play. Win with dignity and lose with grace. 

Keep It Fun – Find the joy of sport. Keep a positive attitude both on and off the field of play. 

Stay Healthy – Place physical and mental health above all other considerations and avoid unsafe activities. Respect your body and keep in shape. 

Include Everyone – Share sport with others. Ensure everyone has a place to play. 

Give Back – Find ways to show your appreciation for the community that supports your sport and helps make it possible.

PWAS promotes polices and processes that achieve diversity, safe, fun, and life-building experiences for all participants. 

Safe Sport “refers to our collective responsibility to create, foster and preserve sport environments that ensure positive, healthy and fulfilling experiences for all individuals. A safe sport environment is one in which all sport stakeholders recognize and report acts of maltreatment and prioritize the welfare, safety and rights of every person at all times.”  

Everyone has the right to feel safe and participate in an accessible, equitable, respectful and inclusive sport environment free from maltreatment, regardless of age, ancestry, colour, race, citizenship, ethnic origin, place of origin, language, creed, religion, athletic potential, disability, family status, marital status, gender identity, gender expression, sex and sexual orientation. (Coaching Association of Canada https://safesport.coach.ca).

How to Report Maltreatment

If you are aware of a suspected incident of abuse, harassment, discrimination, bullying, or maltreatment, the individual is to contact the President (president@pwasc.ca) or Vice President (vicepresident@pwasc.ca) of the club. 

Any Individual may report an incident or complaint to the President or Vice President in writing, within fourteen (14) days of the alleged incident, although the timeline can be waived at the President’s discretion. The complaint should include: a) the names of the parties involved b) any witnesses to the incident(s) c) the location, date, and time of the incident(s) d) details about the incident(s) (behaviour and/or words used). The President will serve as the chair of the complaint, unless there is a conflict of interest, and will determine the appropriate process for managing the complaint. Procedures will be followed that take into account club By-laws and Discipline, Complaints and Appeals policy in our Handbook.

Complaints may be brought for or against an Individual who is a minor (younger than 19 years old). Minors must have a parent/guardian or other adult serve as their representative during this process.

If there is any reason that an individual is not comfortable in reporting an incident directly to the club, the following options are available to access advice, guidance and resources:

Canada Artistic Swimming’s National Independent Safe Sport Officer: Lise Maclean  Safesportofficer@safesportagency.ca Lise is an independent third party who will guide you through the complaints process and/or explore other options.  The Independent Officer is empowered to supersede Canada Artistic Swimming staff and launch appropriate investigations as required based on evidence or a situation reported as per CAS Safe Sport Policies: https://artisticswimming.ca/safe-sport/safe-sport-related-policies-procedures/ Your contact with the Safe Sport Officer is confidential, subject to certain legal limits. The independent Safe Sport Officer is a certified workplace harassment resources/investigator. https://artisticswimming.ca/safe-sport/safe-sport-officer/

viaSport https://viasport.ca/safety-in-sport/?_audience=organizations

ViaSport is committed to supporting sport organizations in creating sport environments that are free from all forms of harm: physical, mental, emotional and psychological. viaSport’s approach to Safe Sport encompasses injury prevention, concussion management, protection against maltreatment, and mental health.

SIRC: Safe Sport initiative https://sirc.ca/safesport/policies-practices/

Since the launch of the Safe Sport initiative, Canadian sport organizations have excelled in delivering on their promise to create a safe and welcoming environment. This page highlights some of the best Safe Sport policies and practices adopted across the country.

BC Helpline for Children 310-1234 (no area code required)

a confidential toll-free phone line for children and youth wanting to talk to someone; any time day or night and you do not need to give your name

(Approved 28 December 2021) 

The purpose of the Screening Policy is to regulate and safeguard vulnerable individuals and sensitive information associated with the Club and the sport of Artistic Swimming.  

PWAS requires all Board members and selected long-term volunteer staff, and volunteers frequently working with our teams, over the age of 18, and where applicable, to submit criminal record checks. The volunteer roles and positions will be determined by the Board as to who will be required to submit a criminal record check. The Board will also take into consideration, at their discretion, any further background and reference checks that are required to fill any volunteer position and role with the club. 

Any individual that is hired on contract basis to fulfil a role for the club, will be required to submit a criminal record check on their own, if it is deemed necessary and as requested by the Board. 

Volunteers under the age of 18 who are not already members with BC Artistic Swimming must provide a signed letter of consent from their parent or legal guardian, with specific reference to the required CRC and reference checks. 

Discipline that may lead to suspension and/or expulsion is set in our Club by-laws for any individual who shows conduct that does not represent the values of the club. 

Please refer to the following resource as a guide to BCAS Screening policies: Volunteer & Screening Policy (September 26, 2021). 

Social Media Policy 

(Approved 3 September 2019) 

Social media is now part of our daily lives. These new communication tools include but are not limited to Facebook, Twitter, MySpace, LinkedIn, Foursquare, Instagram, TikTok, WeChat and more. These new communication vehicles are excellent information outlets that provide another opportunity to promote artistic swimming and our amazing athletes to a wider audience. 

However, by its very nature, social media has an impact and is a reference point for information at all levels. The open concept of social media can easily put a member or an organization at risk due to a lack of judgement. This can include an inappropriate reaction in an emotional situation, a lack of information on the potential impact of new media and more. 

PWAS has adopted the following guidelines from Canadian Artistic Swimming in order to assure social media is used with good judgement that proudly represents our club’s policies and values. Members wishing to communicate via social media about PWAS activities should assure their messages respect the club’s values and expectations of members.  

PWAS values freedom of expression in social media as long as the issues respect: 

  • healthy lifestyles (NOT alcohol and drug use). 
  • fair play (NOT unveiling privileged information on routines other than your own).
  • respect towards institutions and other members (NOT sharing personal information). 
  • security (NOT making direct or intended threats).
  • Keep their posts positive and not engage in bullying or negative or critical conversations online.
  • the Canadian Charter of Rights and Freedom (NOT making racist or sexual statements).
  • sexual equality (promoting equal participation for men and women).
  • intellectual property (NOT making logo or name alterations) 

 The decision to publish on social media can be simply summarized: WHEN IN DOUBT, LEAVE IT OUT!

PWS Withdrawal Policy

(Approved October 2022) 

LCOMP and Competitive Program Policy 

From the start of registration, until September 30, athletes are required to pay for all admin, program, BCAS and CAS fees upon withdrawal.  The balance of the program fees from September 30th onwards will be refunded and/or the amount owing. 

 From October 1, 2023 onwards to November 30, a swimmer must provide two weeks written notice to the Treasurer to withdraw from the program.  The month in which notice to withdraw is offered and the following month’s fees must be paid. 

 December 1st forward, a swimmer must provide written notice to withdraw.  No fees will be refunded, unless the athlete is withdrawing due to medical reasons.  In such case, the Medical Withdrawal Policy will apply.  

AquaGo Withdrawal Policy

30 days from the start of the program,  a swimmer must provide written notice to the Treasurer to withdraw from the program.  50% of the balance of the training fees will be returned.  
After 30 days from the start of the program, a swimmer must provide written notice to the Treasurer to withdraw from the program.  No refund will be provided, unless the athlete is withdrawing for medical reasons.  In such case, the Medical Withdrawal Policy will apply.

Medical/Illness Withdrawal Policy 

 

All programs (AquaGo, LCOMP and Competitive Stream) in the case of injury or illness substantiated by a doctor’s note, agreed by the Technical Director and Board, may receive up to a 50% refund of the program fee on a pro-rated balance. Any physician fees incurred for substantiating documentation are the responsibility of the athlete’s family. 

Team and Routine Placement Policy 

(Approved 3 September 2019, Updated October 2022) 

The Board is responsible for overseeing programs, in order to ensure that the Club remains financially accountable. Programs are developed with the expertise of the Technical Director or Technical Director, and Team Coaches. 

Pre-Season Program Plan 

The Technical Director in consultation with Team Coaches, will prepare a Pre-Season Program Plan and submit that Plan to the Board before the start of each annual season by a date specified by the Board. The Pre-Season Program Plan will address the following items: 
•the anticipated Program for the coming season for each Long Term Athlete Development (LTAD) Stage (http://artisticswimming.ca/wp-content/uploads/2019/04/CAS-LTAD-Framework-2.1-April-7-2019.pdf); 
•the expected number of teams for each LTAD stage and likely size for each team (i.e. the total number of Athletes who would swim on each team); 
•the expected number of extra routines and their size/type (e.g. solos, duets, etc.) that are likely to be established for each LTAD stage; 
•the anticipated number of coaches the Club will need to hire for the coming season; 
•the name of each Coach who will likely be responsible for coaching each team or extra routine, if known; 
•the anticipated days of the week, times, and pools that each team or extra routine will be assigned for practices throughout the season;•such other factors as may be directed by Board Resolution. 

Placement on Teams and awarding Solos and Duets 

Not all age groups will offer solos and duets in any given season; sometimes it is better to focus on basic skill development for the long-term good of the athletes. Solos and duets are a privilege and not a right. Technical Director, in consultation with the Team Coaches, will consider the following factors when determining each Athlete’s placement on a team or in an solo and/or duet: 
•the availability of coaches to choreograph and train the solo or duet; 
•the Athlete’s ability (as measured by Fall training, club testing, and competition results) and flexibility; 
•the Athlete’s attitude, dedication,and maturity; 
•the amount of time that the Athlete is expected to be able devote to the team or a solo or duet; and 
•whether or not the Athlete was an Athlete Member in good standing in the previous Membership Year. 
  
Parent(s) will be notified before the offer of a solo or duet is made to an athlete. Parent(s) will also be made aware of the expected time commitment and financial commitment. Parent(s) must agree prior to the offer being made to the athlete. Offers of solos and duets will be made after Fall Training, once the coaches have become familiar with the abilities of the athletes. 

Final Program Plan 

At the conclusion of Fall Training, in approximately November, the Technical Director will develop a Final Program Plan in consultation with Team Coaches, addressing each of the items listed in the Pre-Season Program Plan, as well as the following additional items: 
•the name of each Athlete who will be swimming on each team or in an extra routine for each LTAD Stage; 
•such items factors as the Board sees fit.  

The Final Program Plan may be revised by the Board from time to time, having regard to any recommendations provided by the Technical Director, over the course of the season.