1. BOVC Team and Club Policy
Once a player has committed to participate with the Barn Owls Volleyball Club and has paid club fees, it is assumed by the club that the player will continue playing throughout the season. The club has committed registration fees, equipment, uniforms, gym rentals, coaching costs etc that are not recoverable in the event the athlete quits the club and will be a financial burden to the remaining members of the team. It is our policy that if a player withdraws from the team after commencement of the season, the player will not receive a refund
2. BOVC Concerns & Complaint Policy
The purpose of this policy is to provide a clear, fair, and transparent process for addressing and resolving complaints within the club. This process applies to all members of the club community, including athletes, parents/guardians, coaches, and staff. Our goal is to foster a respectful environment where issues are addressed promptly, constructively, and at the appropriate level.
All complaints will be treated with respect and handled confidentially to the extent possible
All parties will be given the opportunity to share their perspective, and decisions will be made objectively
Concerns that impact the health and/or safety of athletes should be raised as soon as possible. All other concerns should be raised after at least 48 hours.
Complaints should be addressed first at the lowest appropriate level, with escalation only if necessary.
Individuals who raise a concern in good faith will not face retaliation.
Complaints may arise between or among athletes, parents, coaches, or the club. The process depends on the relationship between the parties involved. All concerns will be handled with strict confidentiality, impartiality, fairness, and due process.
ATHLETE COMPLAINTS
Athlete-to-Athlete Complaint
Step 1: The athlete is encouraged to first try to resolve the issue directly and respectfully with the other athlete.
Step 2: If unresolved, the athlete brings the matter to their coach.
Step 3: The coach mediates a discussion between the athletes.
Step 4: If still unresolved, the issue is escalated by the coach to: barnowls@telus.net
Step 5: Investigation and resolution.
Athlete-to-Coach Complaint
Step 1: The athlete should first discuss their concern directly with the coach, if appropriate. ● Step 2: If uncomfortable or unresolved, an athlete/parent/coach meeting is organized.
Step 3: If the issue remains unresolved, it is escalated to: barnowls@telus.net.
Step 4: Investigation and resolution.
Athlete-to-Parent Complaint (e.g., concerns about another athlete’s parent)
Step 1: The athlete informs their own parent/guardian and/or coach.
Step 2: The coach addresses the concern with the parent in question.
Step 3: If unresolved, the matter is escalated to: barnowls@telus.net
Step 4: Investigation and resolution.
PARENT COMPLAINTS
Parent-to-Coach Complaint
Step 1: The parent is encouraged to raise the issue directly with the coach 48 hours after the incident and outside of game time, practices and tournaments.
Step 2: If unresolved, the concern is escalated in writing to barnowls@telus.net
Step 3: Investigation and resolution.
Parent-to-Parent Complaint
Step 1: Parents are encouraged to first address concerns respectfully with each other. As a general rule, the club will not intervene in parent-parent disputes. The club will only become directly involved if the matter results in, or has the potential to result in, negative consequences for the coach, the team, or the broader club environment.
Step 2: If the issue is negatively impacting the team/coach, the matter is escalated to: barnowls@telus.net
Parent-to-Club Complaint
Step 1: The parent submits the complaint in writing to barnowls@telus.net
Step 2: Investigation, resolution and decision communicated.
Step 3: If the parent is unsatisfied, the matter may be appealed to the BOVC President (final decision).
COACH COMPLAINTS
Coach-to-Athlete Complaint
Step 1: The coach addresses the issue directly with the athlete in a respectful and constructive manner.
Step 2: If the issue persists, the coach involves the athlete’s parent/guardian.
Step 3: If unresolved, the coach escalates the matter to the BOVC.
Step 4: Investigation and resolution.
Coach-to-Parent Complaint
Step 1: The coach raises the issue directly with the parent in a respectful, private conversation.
Step 2: If unresolved, the coach escalates the concern to the BOVC.
Step 3: Investigation and resolution.
Coach-to-Coach Complaint
Step 1: Coaches are encouraged to resolve the issue directly and respectfully between themselves.
Step 2: If unresolved, the matter is escalated to the BOVC.
Step 3: Investigation and resolution.
Coach-to-Club Complaint
Step 1: The coach submits the complaint in writing to barnowls@telus.net
Step 2: Investigation and resolution.
Documentation:
All formal complaints and resolutions will be documented. Records will be kept confidentially and retained in accordance with club policy.
Timelines
Informal resolution: within 7 days of the issue arising. Formal written complaints: acknowledged within 3 business days; resolution sought within 14–21 days.
Concerns and Safe Sport Violations:
If a concern involves a violation of Volleyball BC’s Code of Conduct and Ethics, Safe Sport, and/or the BOVC Parent Code of Conduct, BOVC Coaches Code of Conduct or the BOVC Athlete Code of Conduct, contact barnowls@telus.net immediately.
Include detailed information (date, time, individuals involved, and description of the incident).
By following this structured process, our club ensures that concerns are addressed fairly, respectfully, and in a timely manner, supporting a positive environment for athletes, families, and coaches.
3. BOVC Athlete Code of Conduct
The Barn Owls Volleyball Club is committed to providing you with a positive and rewarding volleyball experience. By agreeing to these rules herein, you commit to supporting and respecting your teammates, coaches, and volunteers. You also agree and understand playing on a Club team within Barn Owls Volleyball Club will require dedication and a certain amount of time.
I understand that I am expected to attend all training sessions, games, tournaments, and all other club activity (including during injury- for learning purposes)
I understand I must show dedication to my team and provide my full attention to my team during practices, games, and anything else club related.
I understand I must respect the club, club coaches, players, officials, and administrators of Barn Owls Volleyball Club.
I understand that I must report any injury or illness to my coach before any competition or training session.
I understand my coach will provide me with on-going evaluations and feedback to enhance my development as a volleyball player.
I understand that communication with my coaches is essential to create an open and transparent playing environment. I will communicate directly with coaches and if I do not feel comfortable in doing so, I will invoice my parent(s)/guardian(s) in the discussion.
I understand that any complaints must first be communicated to the coach or assistant coach, and if not satisfied I must then communicate to the BOVC President. Such communication will be done away from other players/ parents and in an appropriate facility.
I will use chat forums and social media responsibly and will communicate bullying or inappropriate behaviour to my coach immediately.
I understand that I may be removed from the team or Club for failing to abide by these rules or any other Club rules as set out in the Barn Owls Volleyball Club policies.
I understand that I must be aware of and uphold Volleyball BC’s Code of Conduct and Ethics in any Volleyball BC-sanctioned activities.
4. BOVC Parent / Guardian Code of Conduct
Barn Owls Volleyball Club is committed to ensuring that all players have the opportunity to participate in a safe and welcoming environment that is encouraging and promotes their overall development. Parents/guardians have an enormous influence over their child’s experiences in the sport.
In this code “parents” shall refer to “parents and guardians”. This code applies to all
parents that are a member of Barn Owls Volleyball Club or whose child is a member/player of Barn Owls Volleyball Club.
Parents shall abide by this code at all times while participating in any Barn Owls Volleyball Club competition, practice or other club activity.
All parents are expected to conduct themselves in a responsible manner consistent with the values of fair play, integrity, open communication and mutual respect.
Parents shall always model positive and responsible behaviour, and communicate with their son/daughter that they expect them to do the same. Parents will assume the major responsibility for their son/daughter’s conduct and attitude.
Parents shall treat all individuals and property with dignity, courtesy, and respect, including but not limited to other players, coaches, officials, volunteers, other parents, and all other individuals that are part of the club.
Parents shall refrain from any behaviour, or comments, which are profane, insulting, harassing, sexist, racist, abusive, disrespectful or otherwise offensive without hostility or violence.
Parents shall emphasize the importance of values like sportsmanship, respect, cooperation, competition and teamwork to their son/daughter offering praise for fair play, participation, and skill development.
Parents shall instil confidence in their son/daughter’s ability and skill development, always avoiding comparisons with other players.
Parents shall respect the coach and understand that the coach is responsible for the skill development of the athlete. A parent’s role shall be to take a healthy interest in their child’s progress and development and be responsible for the child’s nutrition, rest, overall health, and moral and emotional support.
Parents shall ensure their son/daughter is on time to practices, competitions and other club events.
Parents will honour financial commitments. BOVC reserves the right to withhold athlete participation in practices and/or games, until the financial commitment is honoured.
Parents are responsible for transporting and supervising their athlete during away tournaments. If a parent is unable to attend an event, a guardian must be appointed and in agreement to care for and supervise your athlete.
Parents shall never provide alcohol or drugs to minors in a Barn Owls Volleyball Club environment, and Parents shall never provide or advocate the use of performance enhancing drugs or substances.
Parents shall openly support and uphold this code of conduct policy and take action and steps to ensure other parents follow and uphold this code of conduct policy.
Parents shall adhere to the policies, procedures, rules, standards, and ethics of Barn Owls Volleyball Club at all times.
Parents shall read and uphold Volleyball BC’s Code of Conduct and Ethics in any Volleyball BC-sanctioned activities.
5. BOVC Coach Code of Conduct
The athlete/coach relationship is a privileged one. Coaches play a critical role in the personal as well as athletic development of their athletes. They must understand and respect the inherent power imbalance that exists in this relationship and must be extremely careful not to abuse it. Coaches must also recognize that they are conduits through which the values and goals of a sport organization are channeled. Thus how an athlete regards his/her sport is often dependent on the behaviour of the coach. The following Code of Conduct has been developed to aid coaches in achieving a level of behavior that will allow them to assist their athletes in becoming well-rounded, self confident and productive human beings.
COACHES HAVE A RESPONSIBILITY TO:
Treat everyone fairly within the context of their activity, regardless of gender, place of origin, colour, sexual orientation, religion, political belief or economic status.
Direct comments or feedback at the performance rather than the athlete.
Consistently display high personal standards and project a favourable image of Barn Owls Volleyball Club their sport and of coaching.
Refrain from public criticism of fellow coaches; especially when speaking to the media or recruiting athletes.
Abstain from the use of tobacco or vaping products while in the presence of her/his athletes.
Abstain from drinking alcoholic beverages when working with athletes.
Refrain from the use of profane, insulting, harassing or otherwise offensive language in the conduct of his/her duties.
Ensure that the activity being undertaken is suitable for the age, experience, ability and fitness level of the athletes and educate athletes as to their responsibilities in contributing to a safe environment.
Communicate and co-operate with registered medical practitioners in the diagnoses, treatment and management of their athletes’ medical and psychological problems. Consider the athletes’ future health and well being as foremost when making decisions regarding an injured athletes’ ability to continue playing or training.
Recognize and accept when to refer athletes to other coaches or sport specialists. Allow athletes’ goals to take precedence over their own.
Regularly seek ways of increasing professional development and self-awareness.
Treat opponents and officials with due respect, both in victory and defeat and encourage athletes to act accordingly. Actively encourage athletes to uphold the rules of their sport and the spirit of such rules.
In the case of minors, communicate and co-operate with the athlete’s parents or legal guardians, involving them in management decisions pertaining to their child’s development.
COACHES MUST Ensure that they have completed the Person In Authority Check prior to working with athletes.
Notify Barn Owls Volleyball Club and Volleyball BC immediately if there are any changes to questions/statements disclosed by them on their Screening Disclosure Form or Criminal Record Check.
Understand a coach’s responsibility to create a physical, psychological, and emotional safe space for athletes.
Maintain an Open and Observable Environment at all time.
Maintain appropriate boundaries with athletes.
Report any maltreatment or abuse.
At no time become intimately and/or sexually involved with their athletes. This includes requests for sexual favours or threat of reprisal for the rejection of such requests.
Never advocate or condone the use of drugs or other banned performance enhancing substances.
Never provide underage athletes with alcohol, tobacco, or vaping products.
Read and uphold Volleyball BC’s Code of Conduct and Ethics in any Volleyball BC-sanctioned activities.
6. BOVC Conflict of Interest Policy
“Organization” refers to: Barn Owls Volleyball Club
Definitions
1. The following terms have these meanings in this Policy:
a) Conflict of Interest
Any situation in which a Representative’s decision-making, which should always be in the best interests of the Organization, is influenced or could be influenced by personal, family, financial, business, or other private interests
b) Non-Pecuniary Interest
An interest that an individual may have in a matter which may involve family relationships, friendships, volunteer positions or other interests that do not involve the potential for financial gain or loss
c) Pecuniary Interest
An interest that an individual may have in a matter because of the reasonable likelihood or expectation of financial gain or loss for that individual, or another person with whom that individual is associated
d) Representatives
Individuals employed by, or engaged in activities on behalf of, the Organization including: coaches, staff members, convenors, contract personnel, volunteers, managers, administrators, committee members, and Directors and Officers of the Organization
Background
2. Individuals who act on behalf of an organization have a duty first to that organization and second to any personal stake they have in the operations of the Organization. Representatives must not put themselves in positions where making a decision on behalf of the Organization is connected to their own personal interests. That would be a conflict of interest situation.
Purpose
3. The Organization strives to reduce and eliminate nearly all instances of conflict of interest at the Organization by being aware, prudent, and forthcoming about the potential conflicts. This Policy describes how Representatives will conduct themselves in matters relating to conflict of interest and will clarify how Representatives shall make decisions in situations where conflict of interest may exist.
4. This Policy applies to all Representatives.
Obligations
5. Any real or perceived conflict of interest, whether pecuniary or non-pecuniary, between a Representative’s personal interest and the interests of the Organization, shall always be resolved in favour of the Organization.
6. Representatives will not:
a) Engage in any business or transaction, or have a financial or other personal interest, that is incompatible with their official duties with the Organization, unless such business, transaction, or other interest is properly disclosed to the Organization and approved by the Organization
b) Knowingly place themselves in a position where they are under obligation to any person who might benefit from special consideration or who might seek preferential treatment in the performance of their official duties, give preferential treatment to family members, friends, colleagues, or organizations in which their family members, friends, or colleagues have an interest, financial or otherwise
d) Derive personal benefit from information that they have acquired during the course of fulfilling their official duties with the Organization, if such information is confidential or not generally available to the public
e) Engage in any outside work, activity, or business or professional undertaking that conflicts or appears to conflict with their official duties as a representative of the Organization, or in which they have an advantage or appear to have an advantage on the basis of their association with the Organization
f) Without the permission of the Organization, use the Organization’s property, equipment, supplies, or services for activities not associated with the performance of their official duties with the Organization
g) Place themselves in positions where they could, by virtue of being a Representative, influence decisions or contracts from which they could derive any direct or indirect benefit
h) Accept any gift or favour that could be construed as being given in anticipation of, or in recognition for, any special consideration granted by virtue of being a Representative of the Organization
Disclosure of Conflict of Interest
7. On an annual basis, all the Organization’s Directors and candidates for election to the Board, Directors, Officers, Employees, and Committee Members will complete a Declaration Form disclosing any real or perceived conflicts that they might have. Declaration Forms shall be retained by the Organization.
8. Immediately upon becoming aware that a conflict of interest may exist, all Representatives must disclose any real or perceived conflict of interest as follows:
a) Directors, Officers, Committee Members, candidates for election to the Board, and the senior staff person (when employed) must disclose real and perceived conflicts of interest to the Board
b) Employees must disclose real and perceived conflicts of interest to the senior staff person or, in the absence of a senior staff person position, to the Board
c) Coaches, volunteers, managers, and other Representatives must disclose real and perceived conflicts of interest to their immediate supervisor (e.g., team manager, staff person, other volunteer, etc., as applicable)
9. Representatives shall also disclose any and all affiliations with any and all other organizations involved with the same sport. These affiliations include any of the following roles: athlete, coach, manager, official, employee, volunteer, or Director.
Minimizing Conflicts of Interest in Decision-Making
10. Decisions or transactions that involve a conflict of interest that has been proactively disclosed by an Organization Representative will be considered and decided with the following additional provisions:
a) The nature and extent of the Representative’s interest has been fully disclosed to the body that is considering or making the decision, and this disclosure is recorded or noted
b) The Representative does not participate in discussion on the matter
c) The Representative abstains from voting on the decision
d) For board-level decisions, the Representative does not count toward quorum
e) The decision is confirmed to be in the best interests of the Organization11. For potential conflicts of interest involving employees, the Organization’s Board will determine whether there is a conflict and, if one exists, the employee will resolve the conflict by ceasing the activity giving rise to the conflict. The Organization will not restrict employees from accepting other employment contracts or volunteer appointments provided these activities do not diminish the employee’s ability to perform the work described in the employee’s job agreement with the Organization or give rise to a conflict of interest.
Conflict of Interest Complaints
12. Any person who believes that a Representative may be in a conflict of interest situation should report the matter, in writing (or verbally if during a meeting of the Board or any committee), to the Organization’s Board who will decide appropriate measures to eliminate the conflict. The Board may apply the following actions singly or in combination for real or perceived conflicts of interest:
a) Removal or temporary suspension of certain responsibilities or decision-making authority
b) Removal or temporary suspension from a designated position
c) Removal or temporary suspension from certain teams, events and/or activities
d) Expulsion from the Organization
e) Other actions as may be considered appropriate for the real or perceived conflict of interest
13. Any person who believes that a Representative has made a decision that was influenced by real or perceived conflict of interest may submit a complaint, in writing, to the Organization to be addressed under the Discipline and Complaints Policy.
14. Failure to comply with an action as determined by the Board will result in automatic suspension from the Organization until compliance occurs.
15. The Board may determine that an alleged real or perceived conflict of interest is of such seriousness as to warrant suspension of designated activities pending a meeting and a decision of the Board.
Enforcement
16. Failure to adhere to this Policy may permit discipline in accordance with the Discipline and Complaints Policy.
7. BOVC Dispute Resolution Policy
Dispute Resolution Policy
“Organization” refers to: Barn Owls Volleyball Club
Definitions
1. The following term has this meaning in this Policy:
a) Alternative Dispute Resolution – A method of resolving the dispute (such as by mediation, negotiated settlement, or other agreement between the Parties) that does not involve a formal process (e.g., a decision-making panel is not required)
b) Individuals – Refers to all categories of members and/or registrants defined in the Bylaws of the Organization who are subject to the policies of the Organization, as well as all people employed by, contracted by, or engaged in activities with the Organization including, but not limited to, employees, contractors, Athletes, coaches, instructors, officials, volunteers, managers, administrators, committee members, parents or guardians, spectators, and Directors and Officers
Purpose
2. The Organization supports the principles of Alternate Dispute Resolution (ADR) and is committed to the techniques of negotiation, facilitation, and mediation as effective ways to resolve disputes. Alternate Dispute Resolution also avoids the uncertainty, costs, and other negative effects associated with lengthy appeals or complaints, or with litigation.
3. The Organization encourages all Individuals to communicate openly, collaborate, and use problem-solving and negotiation techniques to resolve their differences. The Organization believes that negotiated settlements are usually preferable to outcomes resolved through other dispute resolution techniques. Negotiated resolutions to disputes with and among Individuals are strongly encouraged.
Application of this Policy
4. This Policy applies to all Individuals.
5. Opportunities for Alternate Dispute Resolution may be pursued at any point in a dispute when all parties to the dispute agree that such a course of action would be mutually beneficial.
Facilitation and Mediation
6. If all parties to a dispute agree to Alternate Dispute Resolution, a mediator or facilitator, acceptable to all parties, shall be appointed to mediate or facilitate the dispute. The mediator of facilitator should be a non-conflicted individual who has no regular involvement with the parties and no stake in the outcome of the dispute. This individual can be a Director, volunteer, or independent individual from outside the organization.
7. The mediator or facilitator shall decide the format under which the dispute shall be mediated or facilitated and shall specify a deadline before which the parties must reach a negotiated decision.
8. Should a negotiated decision be reached, the decision shall be reported to, and approved by, the Organization. Any actions that are to take place as a result of the decision shall be enacted on the timelines specified by the negotiated decision, pending the Organization’s approval.
9. Should a negotiated decision not be reached by the deadline specified by the mediator or facilitator at the start of the process, or if the parties to the dispute do not agree to Alternate Dispute Resolution, the dispute shall be considered under the appropriate section of the Organization’s discipline and appeal policies, as applicable.
Final and Binding
10. Any negotiated decision will be binding on the parties. Negotiated decisions may not be appealed.