WHU Policies - Under renovations

West Hills United Soccer Club – Policy Manual
POLICY – CODE OF CONDUCT TO PROTECT CHILDREN

Effective Date: April 2023
In force, subject to final board ratification

Related Policies
• “West Hills Policies”
Why a Code of Conduct Specifically for Children?
The Calgary West Hills United Soccer Club has developed this Code of Conduct to Protect Children because we are committed to ensuring all children are protected and safe. A Code of Conduct to Protect Children is an important part of creating safe environments for children. The safety, rights and wellbeing of children participating in our programs is a priority in our daily operations. We nurture supportive and inclusive relationships with children while balancing and encouraging appropriate boundaries. The intent of this policy is to guide our employees/volunteers in their interactions and development of healthy relationships with the children involved in the activities or programs delivered by our organization and to model appropriate boundaries for children. For the purposes of the West Hills United Soccer Club, and in keeping with the Government of Canada, “minor child” is defined as a person under the age of 18, and all WHUSC youth (child, minor, minor child) referenced documents are to be interpreted as pertaining to youth under the age of 18.

See: https://www.canada.ca/en/immigration-refugees-citizenship/corporate/publications-manuals/operational-bulletins-manuals/temporary-residents/study-permits/guidelines-on-minor-children.html

Treating Children with Dignity and Maintaining Boundaries
All employees/volunteers must:
• Treat all children with respect and dignity.
• Establish, respect, and maintain appropriate boundaries with all children and families involved in activities or programs delivered by the organization. It is important that we each monitor our own behavior towards children, and pay close attention to the behavior of our peers to ensure that behavior is appropriate and respectful, and will be perceived assuch by others.

All interactions and activities with children:
• Should be known to, and approved by, a supervisor/designated person and/or the parents of the child.
• Tied to your duties.
• Designed to meet the child’s needs not our own needs.

West Hills United Soccer Club prohibits the use of SMS (text & video) communications with children/youth under the age of 12. SMS communications are applicable only to teams aged U13 and up with express consent of the parent/guardian. Always consider the child’s reaction to any activities, conversations, behavior or other interactions. If at any time you are in doubt about the appropriateness of your own behavior or the behavior of others, you should send an email to admin@whusoccer.com and WHU will designate a person within the organization to assist you.

General Rules of Behavior
• Always adhere to the “Rule of Two”
• This means that any one-on-one interaction between a WHU representative and an athlete must take place within the presence of the second adult, with the exception of medical emergencies.
• Should there be a circumstance where a screened, trained, and certified representative is not available, a screened volunteer, parent, or adult can be recruited.

Employees/volunteers of the organization must not:
• Engage in any sort of physical contact with a child that may make the child, or a reasonable observer feel uncomfortable, or that may be seen by a reasonable observer to be violating reasonable boundaries.
• Engage in any communication with a child within or outside of job/volunteer duties, that may make the child uncomfortable or that may be seen by a reasonable observer to be violating reasonable boundaries.
• Engage in any behavior that goes against (or appears to go against) the organization’s mandate, policies, or Code of Conduct to Protect Children, regardless of whether or not they are serving the organization at that moment.
• Conduct their own investigation into allegations or suspicions of potentially illegal or inappropriate behavior – it is an employee/volunteer’s duty to report the matter to his/her supervisor/designated person or Child Welfare Agency, not to investigate.

What Constitutes as Inappropriate Behavior includes:
1. Inappropriate Communication. Communication with a child or his/her family outside of a work/volunteer context, regardless of who
initiated the exchange. For example:
• Personal phone calls or letters
• Electronic communications (email, text message, instant message, online chats, social networking (including “friending”), etc.)
• Excessive communications (online or offline)

2. Inappropriate Contact. Spending unauthorized time with a child or the child’s family outside of designated work times and volunteer activities. You must report all contact with a child or the child’s family outside of designated work times and activities BEFORE the contact occurs to the designated person within your organization.

3. Favoritism. Singling out a child or certain children and providing special privileges and attention. For example, paying a lot of attention to, giving or sending personalized gifts, or allowing privileges that are excessive, unwarranted or inappropriate.

4. Taking Personal Photos/Videos. Using a personal cell phone, camera or video to take pictures of a child, or allowing any other person to do so, as well as uploading or copying any pictures you may have taken of a child to the Internet or any personal storage device. Pictures taken as part of your job duties (when known to your supervisor) are acceptable, however, the pictures are to remain with the organization and not be used by you in a personal capacity.

Inappropriate behavior also includes:
5. Telling sexual jokes or making comments to a child that are in any way suggestive, explicit or personal.

6. Showing a child material that is sexual in nature, including, signs, cartoons, graphic novels, calendars, literature, photographs, screen savers, or displaying such material in plain view of a child, or making such material available to a child.

7. Intimidating or threatening a child. 8. Making fun of a child (shaming, embarrassing, humiliating, criticizing, or blaming). Whether or not a particular behavior or action constitutes inappropriate behavior will be a matter determined by the organization having regard to all of the circumstances, including past behavior, and allegations or suspicions related to such behavior.

Reporting Requirements: If you are not sure whether the issue you have witnessed or heard about involves potentially illegal behavior or inappropriate behavior, discuss the issue with the designated person within your organization who will support you through the process.

Remember: You have an independent duty to report all suspicions of potentially illegal behavior directly to police and/or child welfare. All employees and volunteers must report suspected child sexual abuse, inappropriate behavior or incidents that they become aware of, whether the behavior or incidents were personally witnessed or not.

Follow up on Reporting: When an allegation or suspicion of potentially illegal behavior is reported, police and/or a child welfare agency will be notified. The organization will follow up internally as appropriate. When an allegation or suspicion of inappropriate behavior is made, the organization will follow up on the matter to gather information about what happened and determine what, if any, formal or other disciplinary action is required.

In the case of inappropriate behavior, if:
• multiple behaviors were reported;
• inappropriate behavior is recurring, or;
• the reported behavior is of serious concern; the organization may refer the matter to a child welfare agency or police.

If at any time you are in doubt about the appropriateness of your own behavior or the behavior of others, or have any questions and concern regarding the safety of children, or members, you should send an email to admin@whusoccer.com and WHU will designate a person within the organization to assist you.

WHU Soccer Club – Policy Manual
POLICY – “RULE OF TWO” GUIDELINES

Effective Date: April 2023
In force, subject to final board ratification

Purpose
West Hills United Soccer Club (WHU), The Coaching Association of Canada, and the Canadian Centre for Ethics in Sport support the Canadian sporting community in improving practices that ensure the health, safety, and well-being of all participants.

The Responsible Coaching Movement (RCM) is a call to action for sport organizations, parents/guardians, and coaches to enact responsible coaching across Canada – on and off the field. The three pillars of the RCM are: Background Screening, Ethics Training and Rule of Two.

The Rule of Two helps to ensure participants and coaches benefit fully from sport participation. The goal of the Rule of Two is to ensure all interactions and communications are open, observable, and justifiable. Its purpose is to protect participants (especially minors) and coaches in potentially vulnerable situations by ensuring that a coach is never alone with an athlete. There may be exceptions for emergency situations. The Rule of Two states that there will always be two screened and NCCP-trained or certified coaches with an athlete in situations where the athlete is potentially vulnerable. One–on–one interactions between a coach and an athlete, without another individual present, must be avoided in all circumstances except medical emergencies.

Standards
The following standards have been developed for the Rule of Two.

Canada Soccer expects that all organizations will work toward the safest possible environment by having two screened and NCCP-trained or certified coaches always present with an athlete. If NCCP-trained or certified coaches are not available, a screened “Person in Authority” (such as managers, support personnel, chaperones, or director of the club or organization) should be present instead. If a screened Person in Authority or other volunteer is not available, another adult (such as a parent/guardian of another athlete in a youth environment or another athlete in a senior environment), should be asked to temporarily substitute. If another adult is not available, there should always be more than one athlete with the coach (this is the lowest standard and is not recommended).

Rule of Two Implementation Practices

1. WHU has taken the Responsible Coaching Movement Pledge.(https://coach.ca/responsible-coaching-movement/responsible-coaching-movement-pledge-application-form)
   b. WHU coaches are never alone and out of sight with a participant without another screened coach or screened adult (parent or volunteer) present.
   c. Training environments are be open to observation.
   d. WHU informs parents/guardians and players (particularly in a senior environment) that the club or team is aiming to achieve the highest expectation for the Rule of Two; that is, that two screened and NCCP-trained or certified coaches should always be present with an athlete.
   e. To hold the club or team accountable, we share these guidelines with parents/guardians and players and ask them to help identify situations, and acknowledge instances, when the club or team is not following the Rule of Two
   f. If a participant rides in a coach’s vehicle, another adult should be present (see Guidelines-Travel below).
   g. WHU considers the gender identity of the participant(s) when selecting the screened coaches and volunteers who are present. For teams that only have coaches who do not share the same gender identity of some or all the athletes (i.e., for girls’ and womens’ teams with male coaches), we ask a parent/guardian or other volunteer of the gender identity of the athletes to serve as a regular volunteer or ‘bench parent/support’ with the team (see Guidelines-Gender Identity below).
   h. WHU recruits a Team Liaison or other individual to help find parents/guardians or volunteers to assist in situations where two screened and NCCP-trained or certified coaches may potentially not be present.
   i. WHU requires parents or other individuals who volunteer with the team to participate in the organization’s screening process and obtain a criminal record check. (https://www.calgaryminorsoccer.com/coach-manager/police-clearance)
   j. WHU provides parents/guardians and other volunteers with information about the NCCP so that they can become NCCP-trained or certified coaches (even if they are not actively coaching the team).
   k. WHU discourages one-to-one electronic messaging. Ensure that all communications are sent to the group and/or include parents/guardians (see Applying the Rule of Two in a Virtual Setting below).
   l. WHU follows the requirements described in Canada Soccer’s Club Licensing Program, which requires all clubs to have:
   i. A Code of Conduct to Protect Children
   ii. Guidelines for Appropriate/Inappropriate Conduct between Adults/Adolescents and Children
   iii. A policy and procedure, provided to parents and Persons in Authority, that outlines what to do if inappropriate conduct is witnessed
   m. WHU has adopted a Discipline Policy that includes the appropriate processes for addressing misconduct and failures to follow these Rule of Two Guidelines

Guidelines

Canada Soccer strongly recommends the following guidelines for organizations to ensure they are following the Rule of Two. In the guidelines below, a ‘Person in Authority’ is defined as an NCCP-trained or certified coach, a screened volunteer, or other adult. The organization is meeting the highest standard for the Rule of Two if the Person in Authority is always a screened and NCCP-trained or certified coach.

Travel

The following guidelines are strongly recommended during travel with athletes:

1. A Person in Authority may not be alone in a car with an athlete unless the Person in Authority is the athlete’s parent/ guardian
   b. A Person in Authority may not share a room or be alone in a hotel room with an athlete unless the Person in Authority is the athlete’s parent or guardian
   c. Room or bed checks during overnight stays must be done by two Persons in Authority

Locker Room / Changing Area / Meeting Room

The following guidelines are strongly recommended for locker rooms, changing areas, and meeting rooms:

1. Interactions between a Person in Authority and an individual athlete should not occur in any room where there is a reasonable expectation of privacy such as the locker room, meeting room, washroom, or changing area. A second Person in Authority should be present for all necessary interactions in any such room
   b. Locker room or changing area should be supervised by two Persons in Authority of the same gender identity as the players whenever possible
   c. If a second Person in Authority is not available, the Person in Authority supervising the locker room or changing area should never be alone with an individual athlete
   d. If Persons in Authority are not present in the locker room or changing area, or if they are not permitted to be present, they should still be available outside the locker room or changing area and be able to enter the room or area if required; however, this would not be deemed to be a best practice

Training / Competition Environment

The following guidelines are strongly recommended for the training and competition environment (including before, during, and after practices and games):

1. A Person in Authority should never be alone with an athlete prior to or following a game or practice, unless the Person in Authority is the athlete’s parent or guardian.
   i. If the athlete is the first athlete to arrive, the athlete’s parent/guardian should remain until another athlete or Person in Authority arrives. If an athlete drives themselves, the athlete should wait for another athlete to arrive before going to the field
   ii. If an athlete would potentially be alone with a Person in Authority following a game or practice, the Person in Authority should ask another Person in Authority (or a parent/guardian of another athlete or another athlete in a senior environment) to stay until all the athletes have been picked up. If an adult is not available, then another athlete should be present in order to avoid the Person in Authority being alone with a single athlete
   b. Persons in Authority giving instructions, demonstrating skills, or facilitating drills or lessons to an individual athlete should always be doing so within earshot and eyesight of another Person in Authority

Gender Identity

A Person in Authority who is interacting with athletes should be of the same gender identity as the athletes. The following guidelines are strongly recommended:

1. For teams consisting of athletes of just one gender identity, a Person in Authority of the same gender identity should be available to participate or attend every interaction
   b. For teams consisting of athletes of more than one gender identity (e.g., co-ed teams), a Person in Authority of each gender identity should be available to participate or attend every interaction

Applying the Rule of Two in a Virtual Setting

The Rule of Two applies to all minor athletes in virtual environments (additionally, for those athletes under age 16, a parent or guardian should be present during the session where possible). It is recommended that the Rule of Two be applied to non-minor athletes, as well, in the current circumstances.

Rule of Two in a Virtual Setting Implementation Practices and Practical Tips

1. For every session, the Rule of Two requires two adult coaches be present, or one coach and one adult (parent, guardian, volunteer, club administrator) – one-on-one sessions should be prohibited.
   b. A clear statement of professional standards expected of the coach during calls should be communicated – (i.e., sessions are not social engagements, and should be focused on training/coaching).
   c. WHU encourages parents/guardians to debrief with U-17 athletes about virtual training on a weekly basis.
   d. Parents/guardians should always be fully informed beforehand about the activities undertaken during the sessions, as well as the process of the virtual session.
   e. It is recommended to record sessions where that capacity exists.
   f. Communication during each session should be in an open and observable environment (i.e., avoid bedrooms) in the athlete’s home (athlete’s parents’/guardians’ home), and the coach must initiate the session from an appropriate location (i.e., avoid bedrooms or “overly personal”/unprofessional settings).
   g. Parents/guardians should be required to consent to virtual sessions prior to each session, if irregularly scheduled, or prior to the first session if there is a series of regularly scheduled sessions.
   h. Prohibit one-on-one texting, emailing or online contact between coach and athlete – any texting, emailing or online contact should be limited to group text/email that includes at least 2 adults (2 coaches or 1 coach and 1 adult (parent, guardian, volunteer, club administrator), and limited to coaching (non-social) matters, and parents of minor athletes should be provided the opportunity to receive these texts/emails
   • Social media contact by coach to athlete should be prohibited (including the sharing of memes, non-training video, etc.)

Learn more: https://coach.ca/responsible-coaching-movement

Parent Code of Conduct
 Parents will show respect and support for field marshals and sit with team members.
 Parents will respect all decisions made by the coach including but not limited to positions, playing time, etc.
 Parents will do their best to help their child fulfill their team commitments.
 Parents will encourage their child to play by the rules, in the spirit of fair play and sportsmanship, and to
respect the decisions of game officials.
 Parents will never question the official’s judgment.
 Parents will not coach, give instruction to, or ridicule any player from the sideline, no matter what the
situation.
 Parents will not force their child to participate in soccer.
 Parents should give praise to players, including the opposition, for good performances, hard work and fair
play so that players see other beneficial outcomes to sport besides winning.
 Parents will support all efforts to remove all forms of abuse and neglect from our game.
 Parents will respect and show appreciation for the volunteers and paid personnel who work on behalf of the
sport.
 Parents will adhere to a 24-48 hour cooling off period before discussing any grievance or concern.
 Parents will first approach the coach, face to face, if they have an issue or concern. Failing resolution from
this point, the chain of inquiry shall be the Age Group Coordinator and then Administration.
Failure to adhere to the Code of Conduct may result in the following actions:
 issued a warning from the team official
 required to meet with team official
 asked to leave the field
 requested to not attend future games
 asked to leave the Club

I have read and understood the Parent Code of Conduct: Yes

Player Code of Conduct
 Players acknowledge that the coaching staff and officials are there to help them. Players must accept and
respect their decisions.
 Players will maintain self-control and model the highest degree of respect for team-mates, coaches,
opposing players, game officials, and the laws of the game.
 Players will be on time for games, training and technical sessions, and will notify the coach or manager of
any absences.
 Players will remember that “winning isn’t everything” – that having fun, improving skills, making friends and
giving a complete effort are also important.
 Players will not publicly remove their club jersey in anger or frustration, or disrespect their club name, club
shield, and club crest or club logo at any time during any match or competition.
Failure to adhere to the Code of Conduct may result in the following actions:
 be required to apologize to my team-mates ,the other team, referee or coaching staff
 a formal warning from the coach
 reduced playing time
 being suspended from the team
 asked to leave the Club

I have read and understood the Player Code of Conduct: Yes

WHU Soccer Club – Policy Manual
POLICY – ACCESSIBILITY STANDARDS FOR CUSTOMER SERVICE
Effective Date: April 2023
In force, subject to final board ratification

West Hills United Soccer Club offers an “All Abilities” program for everyone
Introduction
The West Hills United Soccer Club (WHU) is committed to taking all reasonable steps to promote and
support accessibility to our programs by all members of our club. By training and informing our Staff,
Board/Executive Members and volunteers, WHU will be able to provide accessible customer service to
people with various kinds of disabilities.
Scope of Policy
1.1 West Hills United Soccer Club strives at all times to provide its services in a way that respects the
dignity and independence of people with disabilities. The West Hills United Soccer Club is also
committed to offering people with disabilities the same opportunity to access our services by allowing
them to benefit from the same services, in the same place and in a similar way as other members.
1.2 The West Hills United Soccer Club is committed to excellence in serving all customers including
people with disabilities and we will carry out our functions and responsibilities in the following areas:
1. Communication – The establishment of policies, procedures and practices of services from the West
Hills United Soccer Club to persons with disabilities.
2. The use of Service Animals, Support Persons and Assistive Devices by Persons with Disabilities.
3. Notice of Temporary Disruptions in Services and Facilities.
4. Staff and Volunteer Training.
5. Customer Service Feedback.
6. Notice of Availability of Documents.
It is within this Accessibility Policy that the West Hills United Soccer Club will ensure that every
employee, member and customer of the Organization receives equitable services and accessibility with
regards to employment and participation. The West Hills United Soccer Club is committed to providing
accessible services for its employees and members. Services of the organization will be provided based
on independence and equal opportunity for all constituents, so that persons with disabilities will benefit
from the same services and in a comparable way as all other employee, members and customers.

WHU Soccer Club – Policy Manual
POLICY – EQUITY AND INCLUSION POLICY
Effective Date: April 2023
In force, subject to final board ratification

Policy
West Hills United Soccer Club (WHU) is committed to fostering respect and dignity for each of its
employees and members. This policy is intended to guarantee equal opportunities and a working
environment free of discrimination to all those members and employees.
Discrimination on the grounds of sex, race, ethnic origin, class, age, sexual orientation, family status,
religion or disability is expressly forbidden in the workplace, in any work-related activity, in any of the
employment or recruitment practices of WHU or in any ASA/CMSA sanctioned soccer programs and
services. In addition, WHU will take positive measures to ensure that employment opportunities are
equally available to all employees and prospective employees.
Defining the Term
A. Right to Equal Opportunity
WHU prohibits any treatment which has a discriminatory effect on any person based on any of the
following prohibited grounds; sex, race, ethnic origin, class, age, family status, sexual orientation,
religion, or disability. In addition to the rights ensured by this policy, applicants and employees have a
legal right to equal opportunities at work. Discrimination is prohibited by several pieces of legislation,
including the Canadian Human Rights Act and provincial human rights acts. Providing equal
opportunities also mandates that West Hills United Soccer Club identify and address any barriers to
success in and access:
• to employment at WHU; and
• to participation in any sanctioned soccer programs and services.
The above mandate shall be done both in response to and prior to complaints being made about those
barriers.
B. Discrimination
Discrimination is defined as any distinction that disproportionately and negatively impacts on an
individual or group in a way that it does not impact on others. Whether or not such discrimination is
intentional is irrelevant; the effect of the act(s) on the target of the discrimination is the relevant
criterion.

1. Direct Discrimination
Direct discrimination occurs where an individual is treated less favorably than others on the basis of a
prohibited ground. If, for example, a prospective employee was refused a job because WHU said that
members would be uncomfortable with any one or more of the prohibited ground of discrimination,
direct discrimination would have occurred.
2. Indirect Discrimination
Indirect discrimination occurs where practices or acts not reasonably related to job requirements or
participation in any WHU-sanctioned soccer programs and services have a negative impact on
individuals or groups on the basis of a prohibited ground of discrimination. For example, an unnecessary
height restriction that eliminates most women from consideration for a job is an example of indirect
discrimination.
3. Systemic Discrimination
Systemic discrimination may occur where long term practices have resulted in structures of work that
disadvantage individuals because they are members of certain groups. For example, long, unpredictable
and inflexible hours of work may systematically prevent women with child care responsibilities from
pursuing career opportunities.
4. Adverse Effect Discrimination
Adverse effect discrimination occurs when the application of an apparently neutral law or policy has a
disproportionate and harmful impact on individuals from particular social groups. For example, a dress
code that required all employees or members to wear a particular type of hat would adversely impact
on persons who, for religious reasons, wear turbans.
5. Retaliation
Retaliation occurs where a person has made a complaint of discrimination and the party who is alleged
to have committed the discriminatory act takes further or increased harmful action toward the
complainant because of that complaint.

C. Pregnancy Discrimination Is Sex Discrimination
Where opportunities are denied to a woman because of a pregnancy or an anticipated or possible
pregnancy, that woman has been discriminated against on the basis of sex. Sex discrimination is
prohibited.

D. Sexual Harassment Is Sex Discrimination
Sexual harassment in the workplace, either in the form of direct sexual demands or threats related to
employment advantages or disadvantages, or in the form of sexist attitudes or treatment that poisons a
workplace atmosphere, constitute sex discrimination and is prohibited. A workplace free of sexual
discrimination is an employee's right. WHU is committed to ensuring that no sexual harassment occurs

in any work-related exchange and any club sanctioned soccer programs and services. Any complaints
concerning allegations of sexual harassment will be dealt with through the complaints process in the
Alberta Soccer Association sexual harassment policy.
E. Special Programs
Employment discrimination involves distinctions that negatively impact on particular people or groups
based on prohibited characteristics unrelated to the job. Where special programs make distinctions
based on the same characteristics, but which are intended to address past restrictions and expand
employment opportunities, the program is remedial rather than one that perpetuates discrimination.

F. Employment Decisions Covered
All employment decisions made by the West Hills United Soccer Club are covered by this policy. These
decisions include but are not limited to: job advertising, recruitment, hiring, remuneration, benefits,
availability of support services, and availability of leave, professional opportunities and advancement.
Any decisions made in any of these areas must be made on the basis of performance-based criteria such
as qualifications, experience, and merit, rather than on stereotypes or any other discriminatory
considerations.

WHU Soccer Club – Policy Manual 

POLICY – Accessibility and Inclusion Guide 

Effective Date: April 2023 

In force, subject to final board ratification

West Hills United Soccer Club (WHU) believes that a quality soccer environment embraces diversity, supports accessibility, and demonstrates inclusion. Since participants’ first sport experiences usually happen at the community level, we must ensure that these experiences are positive, enjoyable, developmentally-appropriate, and safe. In addition, access to sport should be as barrier-free as possible through programs, services, and support that meet individual needs and interests. 

“A safe, welcoming and inclusive sport system is one where those in every role in sport (athletes, coaches, officials, volunteers, board members and administrators), feel that: they belong and are valued; their voices are heard; they have a right to choice and consent; they face no inequitable barriers to leadership roles, and they are encouraged and supported to take these on if they so choose, and there are people like them among every role in the sporting system” (Canadian Paralympic Committee, 2019).

By utilizing facilities that are open, welcoming, and accessible to all, WHU ensures that our programs are offered and available to underrepresented groups as outlined in the Canada Soccer Guide to Accessibility and Inclusion. (ie. Main Indoor practice facility on TsuuT’ina land, Seven Chiefs Sportsplex). When teams are made based on gender groupings, players are able to be rostered based on their gender identity vs sex assigned at birth.

WHU encourages all coaches, volunteers, and staff to be sensitive to inherent biases and hold others accountable for any accidental biases that arise, noting how they can be remedied and improved upon.

Implementing and Improving Accessibility and Inclusion

Learning from the Truth and Reconciliation Report

Gender Equity in Sport

View the Complaints and Dispute Resolution Policy