Policies

Pacific Wave Artistic Swim Club

PWASC Policies

Canada’s Future Champions Train Here

Policies

LCOMP and Competitive Program Policy 

 

From the start of registration until September 30, an athlete must provide written notice to the Registrar, Treasurer (treasurer@pwasc.ca) and coach from the program.  Athletes are required to pay for all administrative, program, BCAS and CAS fees upon withdrawal.  Any program fees paid from September 30 onwards will be refunded.  If additional items such as uniform and swimwear apparel are ordered prior to withdrawal, these items are non-refundable. 

 

From October 1 to November 30, an athlete must provide two weeks written notice to the Registrar, Treasurer, and Coach to withdraw from the program. The month in which notice to withdraw is offered and the next month’s fees must be paid. 

 

December 1 forward, an athlete must provide written notice the Registrar, Treasurer, and Coach 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 and Recreational Withdrawal Policy 

Recreational and AquaGO athletes may withdraw from the program at any time by providing 30 days written notice to the Registrar, Treasurer, and Coach. Program fees will continue to apply during the 30-day notice period. If the notice period crosses into a new billing period, the athlete is responsible for the prorated amount up to the final day of participation. 

 

Medical/Illness Withdrawal Policy 

 

The LCOMP and Competitive Stream programs, in the case of injury or illness substantiated by a doctor’s note, agreed by the Head Coach and Board, may receive up to 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. 

 

The club can suspend activity to any participant if there is a concern of safety for the individual.  Program fees will be considered for a partial or full refund from the time of inactivity and will be decided by the Board on a case-by-case basis. 

 

At practices, events, and competitions, athletes, parents and coaches are expected to represent the club in a professional and respectful manner by displaying good sportsmanship, supporting teammates, other teams and programs, and being a positive role model for others.   

   

It is essential that there be mutual respect between teammates, families and their coaches.  

   

Any disrespect toward others in-person, online (text, email, social media) will not be tolerated and will be addressed with the athlete, family and coaches immediately and as per our policies regarding conduct and harassment. Please read on our website Safe Sport Policy, Expectations and Conduct, BCAS Code of Conduct including Appendices A,B,C,D,E,F,G,H. 

If the athlete is injured (due to swimming or otherwise) and this injury will affect participation in artistic swimming, the athlete is still expected to attend team practices (each circumstance will be discussed with the families and coaches) to keep up with what is being taught. All injuries must be reported to the coach immediately, no matter how insignificant the injury seems and whether or not it is swim-related.   

   

If an athlete becomes sick unexpectedly and must miss a practice, you MUST contact the athlete‘s coach prior to the start of practice .  

    

All individuals are expected to remain vigilant by monitoring their own health on a daily basis, and consider whether they are experiencing any symptoms of a communicable disease or common cold, even if mild. If you are feeling sick, please do not come to training! Individuals are expected to continue to practice good hygiene as well as not sharing each other’s equipment.  

 

Please also note that each culture has different views about menstruation and physical activity; please communicate to your coach about this if you have a concern about missing training.  It is the responsibility of the athlete’s parents to make the athlete aware of what feminine hygiene products are suitable for active athletes.  

Athletes are expected to comply with their team’s attendance requirements throughout the season. If an athlete will be absent from a practice, competition, or team activity, the athlete or parent/guardian (as appropriate) must notify the coach and any designated team personnel as far in advance as reasonably possible. 

 

Athletes are expected to arrive at least 15 minutes before the scheduled start of each practice to allow sufficient time to change, prepare, and be ready for training. Being on time means being on the pool deck, fully prepared, and ready to begin practice at the scheduled start time. 

The Club is committed to providing timely and effective communication through TeamSnap, monthly newsletters, email, WhatsApp, the Club website, and social media. Parents/guardians are responsible for regularly monitoring these communication channels and staying informed of club and team updates. Parents/guardians are also expected to attend all scheduled parent meetings whenever possible. 

 

To provide the most positive training environment for all athletes, parents/guardians are asked not to discuss concerns with, or in front of, athletes. Coaches should not be approached on the pool deck before, during, or immediately after practices, except in the case of an emergency. Coaching time is dedicated to the athletes and should remain free from interruptions. 

 

The Club encourages respectful and open communication between parents/guardians and coaches. Concerns relating to an athlete should be addressed by scheduling a meeting with the coach or the Coach Liaison. For non-emergency matters, meeting requests should be made at least 48 hours after the incident or concern arises and, where possible, at least 7 days before the matter requires discussion. Emergencies involving an athlete’s health, safety, or well-being (such as injury or illness) should be communicated to the coach as soon as possible. 

The safety of athletes, coaches, and families is PWAS’ top priority. This policy provides criteria for deciding whether to cancel, modify, or proceed with practice during winter weather. It accounts for local variability in snowfall, travel distances, and the unpredictability of regional conditions. This policy only applies to PWASC-organized events. Other events, such as a BCAS event, would be subject to the organizer’s Extreme Weather Policy. 

 

Decision-Making Authority:

The Head Coach (or designate), in consultation with the Club President (or Board designate), is responsible for determining if practice will proceed, be modified, or be cancelled. Decisions will prioritize: Road and travel safety, Environment Canada advisories, Facility accessibility and safety. 

 

Decision Timing:

  • Weekday practices: Decision by 2:00 PM. 
  • Weekend practices: Decision by 7:00 AM. 

In rapidly changing conditions, cancellations may occur closer to practice time if necessary. 

Notifications will be sent via email, WhatsApp, and/or TeamSnap.  

 

Practice is cancelled if: 

  • Environment Canada has issued a Snowfall, Freezing Rain, or Blizzard Warning for the region during the practice time period (including travel time before and after practice).
  • DriveBC or local municipalities report “travel not recommended” or major road closures.
  • Facility is closed. 
  • Observed conditions (ice, accumulation, poor visibility) are unsafe at decision time. 

Practice proceeds with caution, if: 

  • Snow is forecasted but no active warnings are in place, 
  • Conditions are currently safe, 
  • Road safety may vary by region or elevation, 
  • Snow is expected after practice ends.
  • Families must be prepared to pick up early.  

Practice proceeds as normal when: 

  • No warnings or advisories are in effect, 
  • Roads are clear and safe, 
  • The facility is open and accessible. 

The success of our club relies heavily on the strength of its volunteers, making the Family Commitment Plan (FCP) a crucial component of our operations. As a volunteer-run organization, PWAS uses the FCP program to help manage the Club’s activities through volunteer efforts.

Each family is asked to contribute volunteer time, earning points based on the stream of their athlete (LCOMP, PS, NS) throughout the season. 

 

Volunteer roles are assigned and confirmed by the Board in consultation with the Head Coach and Volunteer Coordinator. It’s important that all volunteer actions are directed by a Board member or designated leader to ensure the success of our programs. Teams may have higher buy-out requirements due to the need for more volunteer resources, particularly for activities involving national or international travel. For those unable to meet their full volunteer commitment, there is an option to buy out the required points, either partially or fully.

 

 

Teams, Volunteer Points, and Buy-Outs Summary

  • Recreational: 0 volunteer points, $0 buy-out
  • LCOMP: 5 volunteer points, $100 buy-out
  • PS & HPD: 30 volunteer points, $600 buy-out
  • NS: 50 volunteer points, $1,000 buy-out

Members can earn FCP points by volunteering at BCAS/CAS events, such as Training Meets, etc. You can earn up to 50% of your required allocation by volunteering at BCAS/CAS events. The volunteer must register in the RAMP system. If you do not register in RAMP, you will not be allowed to volunteer at a BCAS/CAS event.

The safety and well-being of our athletes is PWASC’s highest priority. We recognize that concussions can be a serious brain injury that can occur during sport and require appropriate identification, management, and follow-up.

 

 

PWASC follows the concussion recognition, removal-from-sport, assessment, and return-to-sport requirements established by our governing organizations. Any athlete suspected of having a concussion will be removed from training or competition and will not return to participation until the appropriate medical clearance and return-to-sport process has been completed.

 

Coaches, athletes, parents/guardians, and volunteers all have a role in recognizing potential concussion symptoms and reporting concerns. When in doubt, the athlete will be removed from participation and assessed by an appropriate healthcare professional.

 

For detailed information on concussion recognition, management, return-to-sport protocols, and the policies that apply to PWASC athletes and families, please refer to the Canada Artistic Swimming Concussion Protocol page.

Member Concerns & Resolution Policy

PWASC is committed to creating a safe, respectful, inclusive, and positive environment for all athletes, parents/guardians, coaches, volunteers, and members. Everyone is expected to follow the PWASC Constitution, Bylaws and policies, as well as the applicable BC Artistic Swimming (BCAS) and Canada Artistic Swimming (CAS) policies and Codes of Conduct.

We encourage concerns to be addressed early, respectfully, and through the appropriate channels. Our goal is to listen, understand the concern, and work together toward a fair and positive resolution.

 

Addressing Athlete Concerns

Athletes are encouraged to speak with their coach about questions or concerns related to training, performance, or their athlete/coach relationship. Athletes may also speak with a parent/guardian or another trusted adult. If an athlete has a concern about their safety, well-being, or an incident involving a coach, athlete, parent, official, or other individual, they should speak with a trusted adult as soon as possible. Concerns involving suspected maltreatment or other Safe Sport matters should be addressed in accordance with the PWASC Safe Sport Policy.

 

Addressing Parent/Guardian Concerns

Parents/guardians are encouraged to first discuss coaching-related concerns directly with their athlete’s coach. To allow for productive communication, concerns should not be raised during practices or events or in front of athletes or other members. Where appropriate, we encourage families to allow a reasonable period of time before contacting a coach about a non-urgent concern.

 

If a concern cannot be resolved with the coach, the parent/guardian may contact the Head Coach. If further assistance is required, the matter may be brought to the President or Board for resolution.

 

Concerns about club administration or governance should be directed to the President (president@pwasc.ca) and Vice President (vicepresident@pwasc.ca).

 

When discussing an athlete with a coach, conversations will be limited to that athlete. Coaches will not discuss confidential information, performance, or team positions involving other athletes except where necessary for safety or other legitimate club matters.

 

 

Resolution and Appeals

PWASC will make every reasonable effort to address concerns promptly, fairly, and respectfully. Where a formal decision is required, members will be provided with the applicable process for review or appeal in accordance with PWASC, BCAS, and CAS policies.

Our shared goal is to resolve concerns in a way that supports our athletes, strengthens our club community, and maintains a positive environment for everyone.

PWASC is committed to providing a safe, welcoming, inclusive, and respectful environment where all athletes, coaches, parents/guardians, volunteers, officials, and members can participate in sport free from abuse, harassment, discrimination, bullying, maltreatment, and other inappropriate behaviour.

 

As a member of BC Artistic Swimming (BCAS) and Canada Artistic Swimming (CAS), PWASC follows the applicable Safe Sport standards, policies, and codes of conduct established by these organizations. All PWASC members are expected to understand and follow these requirements and to contribute to a positive and respectful sport environment.

 

PWASC takes concerns about the safety and well-being of our members seriously. Anyone who experiences or becomes aware of behaviour that may violate Safe Sport standards is encouraged to speak up and access the appropriate reporting and support resources. Concerns will be handled in accordance with the applicable BCAS, CAS, and Safe Sport processes.

 

PWASC also supports the principles of the Rule of Two, appropriate coach-athlete boundaries, respectful communication, and creating an environment where athletes feel comfortable raising concerns.

 

For detailed information about Safe Sport, including prevention, reporting options, SafeZone support, and applicable policies, please visit the BC Artistic Swimming Safe Sport Resources page: BC Artistic Swimming – Safe Sport Resources

 

The BCAS Safe Sport page is the primary resource for the most current Safe Sport information and procedures applicable to PWASC members.

PWASC recognizes that social media is an important way for our club community to connect, celebrate achievements, share information, and promote artistic swimming. We encourage athletes, families, coaches, and volunteers to use social media in a positive and respectful way that reflects the values of PWASC.

 

When using social media, members are expected to:

  • Treat athletes, coaches, officials, volunteers, families, and other members with respect.
  • Avoid posting or sharing content that is bullying, threatening, discriminatory, harassing, or otherwise inappropriate.
  • Respect the privacy of others and obtain appropriate permission before posting photos, videos, or personal information involving other athletes or members.
  • Never share confidential club, athlete, team, or personal information.
  • Avoid using social media to address complaints, conflicts, or concerns involving the club or individual members. Concerns should be raised through the appropriate PWASC process.
  • Remember that coaches and volunteers are expected to maintain appropriate professional boundaries when communicating with athletes through social media or other online platforms.

Parents/guardians are encouraged to model positive online behaviour and to help younger athletes understand the importance of respectful and responsible social media use. 

 

PWASC may remove content from its own social media platforms that does not align with these expectations. Where online conduct may violate PWASC, BC Artistic Swimming, or Canada Artistic Swimming policies, the matter may be addressed through the applicable conduct or discipline process.

 

Our goal is to use social media to celebrate our athletes, recognize our volunteers, promote our club, and build a positive PWASC community—both online and offline.

PWASC is committed to providing athletes with opportunities that support their development, confidence, and enjoyment of artistic swimming. Team placements and opportunities to participate in additional routines are determined by the coaching team based on the needs of the athlete, the team, and the club.

 

Team Placement

Athletes are placed on teams based on a combination of factors, which may include:

  • Current skill level and technical ability
  • Artistic swimming skills and potential for development
  • Training commitment and attendance
  • Age and applicable competition requirements
  • Team composition and the needs of the routine
  • Athlete readiness and overall development

Team placement is a coaching decision and may change during the season as athletes develop and team needs change. Coaches will make placement decisions with the goal of creating balanced teams and providing athletes with appropriate opportunities to learn, contribute, and succeed.

 

Extra Routines

Participation in extra routines, including additional duets, trios, combos, solos, or other competitive opportunities, is determined by the coaching team. Coaches will consider factors such as athlete readiness, skills, commitment, training requirements, competition schedules, and the overall needs of the routine.

 

Extra routines are an additional opportunity and are not guaranteed for every athlete. Where an athlete is selected for an extra routine, the athlete and family are expected to understand and commit to the additional training and responsibilities involved.

PWASC recognizes that athletes may have questions about team placement or extra routine decisions. Families are encouraged to discuss these questions respectfully with the appropriate coach, recognizing that final decisions rest with the coaching team.

 

Our goal is to ensure that team and routine placements support the development of our athletes while creating positive, balanced, and successful team experiences.

Travel Policy

Travel is an important part of the competitive artistic swimming experience. Competitions may require athletes to travel regionally, provincially, and nationally. These opportunities allow athletes to compete, represent PWASC, build team connections, and develop independence and confidence.


PWASC is committed to ensuring that team travel is organized with the safety, well-being, and development of our athletes as the priority.


Team Travel

  • All PWASC team travel must comply with the principles of the Rule of Two, which promotes
    safe and appropriate supervision of athletes.
  • LCOMP and PS10: Athletes must travel with a parent/guardian.
  • PS12: The team may travel either with parents/guardians or under a designated chaperone model. Coaches will make the final decision, after consultation with the parents.
  • PS12 teams using a chaperone model: When athletes under the age of 13 are travelling without a parent/guardian, the parent/guardian must provide written permission for the athlete to participate in the chaperoned travel arrangements.
  • HPD will use a chaperone model. For athletes under the age of 13 travelling without a parent/guardian, the parent/guardian must provide written permission for the athlete to participate. 
  • Athletes under 13 years old will be placed in a room with a responsible adult who has cleared a criminal record check, as required by the club. 
  • The Club will communicate the applicable travel and supervision arrangements to families before each trip

Chaperones

For teams using the chaperone model, PWASC will select appropriate chaperones to support the athletes throughout the trip. Parents/guardians interested in serving as a chaperone will be invited to apply. Chaperones are selected by the coaching team and Head Coach based on the needs of the team and the requirements of the trip. All selected chaperones must complete the required criminal record check and any other applicable Safe Sport or screening requirements.

 

Chaperones play an important role in supporting athlete safety, well-being, organization, and team needs while allowing coaches to focus on coaching and competition. A Chaperone Guide outlining the role and responsibilities will be provided to selected chaperones.

The costs associated with approved chaperone travel will be included in the applicable team travel costs and shared among the team as communicated in advance.


All PWASC travel will follow applicable PWASC, BC Artistic Swimming, and Canada Artistic Swimming travel and Safe Sport policies.