Policies

Parent Concerns & Communication

As a part of having a successful Club, the Ducks have put in place clear expectations for parents, coaches and athletes to help things run to the best our ability, and to make sure our athletes have an enjoyable experience. By clearly presenting our goals and expectations before the season we hope to avoid any conflict or misunderstanding between players, athletes and coaches. When questions or concerns exist, the Ducks ask that the first step in the communication process be with coach of the team. We believe that communication at the team level is essential for success, and that all parent concerns should be brought first to the coach. If, after discussion with the coach, concerns or questions still remain please contact info@ducksvolleyball.ca. In extenuating circumstances, where a family does not feel comfortable approaching the coach of the team, please email info@ducksvolleyball.ca.

Fair Play: 12U - 14U

The Ducks Volleyball Club requires all 10U-14U coaches to respect and abide by the Volleyball BC Fair Play rule at all Volleyball BC and Volleyball Canada sanctioned events. This policy does not apply when teams are competing outside of Canada. This fair play rule can be found in full here: Fair Play Rule

Playing Time

The goal of every Ducks team is to play and compete at the highest level possible and ensure that our athletes are participating at a level that will constantly challenge them to be their best.  Consequently, the amount of time allotted to each athlete will not be equal (with exception of our 12U-14U teams who are governed by fair play rules), and our teams will seek to place as high as possible in each tournament using a variety of athletes.  In most situations athletes can expect playing opportunities during round robin play.  During championship rounds of tournaments playing time will not be equal.  Provincials, nationals and qualifiers are excluded from this playing time estimation.  Playing time will be decided by the coaching staff based on several factors:

  • Practices – attendance, attitude, work ethic, development
  • Matches – the ability to perform all necessary and expected skills throughout the game and to work cohesively with one’s team

Team Travel

Coaches, in conjunction with team managers, will organize hotels, transportation, and the budget for all team travel.  It is expected that all athletes will travel with the team and stay in the accommodation the coaching staff has put in place.  The cost of travel, food, and stay for the coaching staff will be divided equally by the team.

Financial Aid

Our goal is to provide athletes and coaches with a positive learning experience, both in and out of sport, which promotes the development of life skills, leadership, teamwork, self-discipline, responsibility and respect, that will allow them to contribute positively to their communities.  To provide all athletes with the opportunity to participate in sport, the Ducks Volleyball Club offers grants to subsidize the cost of playing for athletes and families who face financial barriers. To help manage the increased demand for support and ensure fair distribution of funding, the following screening criteria will be applied:

  • As resources allow, first time applicants will receive priority for grant funding
  • Applicants currently on file will be processed as funding permits
  • Unsuccessful applicants will be notified as soon as possible, incomplete applications will be returned

Guidelines for Application

  • Athletes 18 and under are eligible to apply for the grant and must be members of the Ducks Volleyball Club in good standing.
  • Athletes must apply for the KidSport grant.
  • Athletes must apply for Canadian Tire Jumpstart grant.
  • Ducks grants (to a maximum of $350) must be used to pay for registration fees, and/or subsidize the cost of attending National Championships. All funds will be applied directly to these expenses.
  • Camps, regular tournament travel, equipment, etc. are not eligible expenses.
  • Applications must be received at the beginning of the current season by January 31st, applicants can only apply once per season.
  • Athletes must have a Financial Verification Reference
    • The Reference is the most important step in the application process. This individual verifies that without Ducks Volleyball Club assistance, the child would not be able to participate in the season of sport. The Reference acts as an objective third party who is familiar with the athlete’s family and is in a professional position to assess the social and economic barriers facing the family. References cannot be associated with the sport organization and they cannot be a family member.

Available Grants for Application

Kidsport Grant Application

Canadian Tire Jumpstart Application

Ducks Volleyball Club Grant Application 

Submit all Ducks Volleyabll Club Grant Applications to: info@ducksvolleyball.ca

Social Media

The Ducks Volleyball Club recognizes and supports its members’ rights to freedom of speech and expression including the use of social networks. In this context however, each member must remember that playing and competing for Ducks Volleyball Club is a privilege, not a right. As a coach, athlete, parent or spectator you represent Ducks Volleyball Club and you are expected to portray yourself, your team, and the Club in a positive and supportive manner at all times. Any online postings must therefore be consistent with Club guidelines.

*All athletes will complete the Social Media Guidelines waiver when registering for tryouts.

*All athletes are asked to not create team social media accounts containing the Ducks name and to refrain from publishing content on existing accounts without obtaining permission from the Club. We are unable to monitor and/or control the content on such accounts. Our goal is to centralize our information and maintain a positive social media presence using the accounts we currently have in place.

Guidelines

If you participate on a social networking site, you must keep the following guidance in mind:

• Everything you post is public information – any text or photo placed online is completely out of your control the moment it is placed online – even if you limit access to your site. Information (including photos, videos, comments, and posters) may be accessible even after you remove it.

• Use caution when adding someone or inviting someone to be a friend.

• What you post may affect your future. Many university school admissions officers, scouts, professional teams, national governing bodies, volunteer organizations and employers review social networking sites as part of their overall evaluation of a candidate or employee. Carefully consider how you want people to perceive you before you give them a chance to misinterpret your information (including photos, videos, comments and postings).

• Similar to comments made in person, the Ducks Volleyball Club will not tolerate disrespectful/offensive/ hurtful comments and behavior online towards other Ducks’ teams, coaches, & players and opposition teams, coaches, & players.

• Posting inappropriate pictures on social media and attaching inappropriate comments about players or other teams is not allowed.

• Any comment referring to any physical description of another athletes or players is not permitted.

• Posting a normal action shot or a team picture is permitted.

Monitoring and Consequences

Any violation of these guidelines is subject to investigation and sanction by the Ducks Volleyball Club.  The Ducks Volleyball Club also reserves the right to determine appropriate sanctions for any violation of these guidelines (such sanctions may vary from removal of the objectionable material, suspension, or dismissal).

*Note: Adapted, with permission, from Coquitlam Metro Ford Soccer Club (March 2014)

Refund Policy

The Ducks Volleyball Club is a non-profit organization, and as such our goal is to have each team set a budget and communicate up-front costs with parents and athletes at the start of the season via email or parent meeting. In order to keep our program affordable we are hesitant to offer refunds so we can stick to established budgets and avoid incurring additional costs. Each refund request will be handled on a case by case basis and the Board of Directors will make a final decision in a timely manner. A full refund can be considered if an athlete withdraws before the registration night. After the registration night certain costs are paid up front and are not eligible for a full refund under any circumstances.

It is club policy that refunds will ONLY be given under extenuating circumstances. Return of the registration fee must be approved by the registrar and will be prorated after registration night. Refunds are subject to:

  • a $30.00 cancellation fee
  • prorated amount, based on the amount of sessions, training, tournaments etc. elapsed
  • deduction of unrecoverable costs (i.e. facility fees, affiliation fees, equipment, etc.)

These unrecoverable costs include but are not limited to:

• Volleyball BC registration

• Uniform and team gear costs

• Warm-up shirt costs

• Any entry fees into tournament including Nationals, that are paid up front

The remainder of the fees may be eligible for a refund and will be taken into consideration by the Board of Directors for the following reasons:

• Injury or medical condition (with doctor’s note)

• Moving out of province/out of country

• Additional extenuating circumstances (must be articulated to executive)

Withdrawing from the team for the following reasons will not be eligible for a refund:

• Removal due to misconduct/breaking team rules

• Leaving the team due to a lack of playing time or unhappy with role on team

• Leaving due to time commitment or other conflict

Submit all refund requests to: info@ducksvolleyball.ca

Parent Chaperone & Parent Manager

Parent Manager

Managers work with the coaching staff to provide support and management for the various needs of the team. The primary roles of the manager are, and not limited to:

  • Ensuring there are team chaperones in place for away tournaments
  • Ensuring that parents are organised to score-keep and line games when necessary
  • Ensuring that food is organised for all of the athletes during competition when necessary

Parent Chaperone

A coach’s job is to coach, therefore parent chaperones are required on all overnight trips. This responsibility must be shared among all parents. It is not the responsibility of the coach to supervise the athletes 24 hours a day during team travel. Coaches have a responsibility to coach, organize, and manage the team, while working in conjunction with the team manager and chaperone to organize the details of the trip. The primary roles of the chaperone are, and not limited to:

  • Ensuring all athletes have appropriately eaten
  • Ensuring all athletes meet the curfew and team expectations
  • Ensuring all athletes are safe and in the hotel rooms 

During the parent meeting at the beginning of the season, a team manager will be identified, it is the responsibility of the team manager to ensure chaperones are in place for all overnight trips.

Volleyball BC Code of Conduct & Ethics

We ask that parents, athletes, and family members remember that they are not only representing themselves, but also representing the Ducks. We expect all of our Duck Family to be supportive, and not show any abuse to officials, coaches, spectators and athletes. The Ducks have a reputation for having sportsmanlike and supportive members, and we would like to see that continue. Families are encouraged to come out and support their child, and help with the team is always appreciated. However, we ask that they leave the coaching to the coaches assigned to the team. Please review the Volleyball BC Code of Conduct and Ethics Policy.

Consequences

Depending on the severity of the player’s violation of the Volleyball BC Code of Conduct an Ethics, the consequences will vary.  Consequences range from not playing, to being removed from the team.  Less severe issues will be dealt with at the personal discretion of the coach; more severe issues may lead to the athlete being removed from the team and will be dealt with by the executive. Athletes choosing to break team rules or violate the Code of Conduct and Ethics may be sent home immediately at the expense of the parents.  Athletes will not be reimbursed any of their club fees or additional costs when they have been removed from the team, or undergoing consequences.

Volleyball Canada Concussion Protocol

Head injuries are very serious. The Ducks coaches staff have been told that whenever a concussion is suspected, the athlete must be sat out until they have medical clearance to return to play. Below are some educational tools from Volleyball Canada and Volleyball BC, please review them.

Checklist Harmonized Concussion Protocol

Volleyball Canada Concussion Policy

PreSeason Education Sheet