OUA SPORT CONVENOR POLICY

(JUNE 2013)

Table of Contents

1)Representaiton

2)Roles and Responsibilities

3)Coaches Meeting

4)Sport Motion Vote Sheet Process

Sport Speific Documents

Appendix I – Convenor Report Template

Appendix II – Championship Financial Report Template

Appendix III – Coaches Motion Template

  1. REPRESENTATION

Convenors shall be appointed to provide the leadership and expertise required to assure sound, efficient conduct of each sport. Athletic directors, interuniversity coordinators and/or their institutional delegates will be appointed as Convenors, but they will be free to enlist the aid of an institutional coach or staff member if necessary. However, the overall responsibility shall remain with the Athletic Director or Coordinator. Convenors shall be appointed or confirmed at the AGM of the OUA and be for a term of 2 years (with the exception of competitive level sports where the championship host will serve as convenor, see Competitive Sport Handbooks)

  1. ROLES AND RESPONSIBILITIES

2.1.Convenors are to be responsible to the Sport Committee and work with the OUA Manager of Sport Programming on all sport technical matters

2.2.Convenors will annually make a year-end report to the Sport Committee by way of submittingthe convenor report along with thechampionship financial statement and coaches meeting minutesto the OUA Manager of Sport Programming for record keeping, and submission to the Sport Committee

2.3.Convenor Reportsshall be submitted by electronic copy to the OUA Manager of Sport Programming by the deadline dates of Dec. 15 for fall sports and April 1st for winter sports. The report must contain all recommendations on OUA Playing Regulations for future conduct of their sport.

Each Convenor’s report will include:

  • Any recommendations for the development of the sport
  • A tentative schedule for the following season (Tournament Sports)
  • Rotations for future Championships, if appropriate
  • Financial Report (High Performance and Competitive Sport Championships)

2.4.The Convenor will also be responsible for liaising with the new Convenor (if there is one) by submitting any documents from the previous year including meeting minutes, championship bulletin, playing regulation, championship financial report, etc

2.5.Are to conduct coaches meetings and annually and submit Coaches’ Meeting minutes and successful motions to the OUA Manager of Sport Programming within two weeks after the meeting (See Coaches Meetings)

2.6.Advise the Sport Committee of key issues arising in the sports operations.

2.7.Ensure that motions put forward from the Coaches Meeting are clearly identified as either a new rule, amended rule or deleted rule. Ensure that all motions put forward from the Coaches Meetings are supported with detailed background and rationale, and include indication of both policy and/or financial implications (See Appendix - Coaches Meeting Motion Form) and that the motions and issues are clearly understood by the Manager of Sport Programming and Sport Committee Rep

2.8.Sport Convenors are also responsible for settling disputes regarding rules and technical matters that the sport officials has not resolved by way of his or her decision during the competition as per the OUA Discipline Policy, Section A - Field of Play – Rules

2.9.Sport Convenors will also be responsible for dealing with incidents and or protests concerning serious misconduct that occur in OUA competition or that directly relates to OUA Competitions as per the OUA Discipline Policy, Section B - Field of Play - Behaviour

2.10.On matters relating to sport specific rules and regulations, Convenors have jurisdiction. In matters not specifically covered by the Playing Regulations, Convenors are empowered to make emergency decisions for the effective conduct of their sports.

  1. COACHES MEETINGS

3.1.Convenors are obligated to call one coaches' meeting a year of all related to their sport.Such groups shall be known as Sport Specific Coaches' Association.

3.2.The date and time are to be determined by the practicalities of each sport however a notice of meeting should be given 21 days in advance to coaches and athletic directors accompanied by a detailed agenda no later than one week preceding the meeting.

3.3.The agendas of such meetings are to be circulated to each Director/Coordinator and coach in advance, however coaches may present agenda items at the meetings.

3.4.Time of the meeting should be designated and efforts should be made to include both men’s and women’s coaches of the same sport at this meeting if applicable.

3.5.Official Coaches Meetings must be held in a centralized Ontario location, the specific sport championship site, or by way of conference call and must have the Convenor and/or Sport Committee representative in attendance as chair in order for the meeting to be considered an Official Coaches Meeting. Motions must be discussed and voted on at an Official Coaches Meeting before they will be forwarded to Sport Committee. Motions deriving from any non-official meetings will not be considered by the committee.

3.6.Time allotment for the meeting should be sufficient to complete the agenda.

3.7.Convenors shall be responsible for producing copies of all items from OUA minutes that are pertinent to their reports and distribution of these to the coaches of that sport.

3.8.As some coaches may be unable to attend Coaches' meetings and whereby directors are seldom present at such forums, issues of principle which may be not have been discussed or remain unresolved may be brought forward to the Sport Committee by a “notice of motion”.

3.9.Convenors shall circulate copies of the minutes of Coaches' meetings to the participating institutions and to the OUA Manager of Sport Programming following the meeting

3.10.Convenors for competitive sports will be a representative of the host institution. See sport specific “Competitive Level Sport Handbook” for additional details of roles and responsibilities.

  1. SPORT MOTION VOTE SHEET PROCESS

4.1.Convenors are to submit the minutes and any successful motions arising from Coaches’ Meeting to the OUAManager of Sport Programming within two weeks after the sport's championship. Motions are to be submitted using the Coaches Meeting Motion Form (Appendix).

4.2.Upon receiving the minutes and successful motions, the OUA Manager of Sport Programming will administer the following sport motions process:

  1. Compile minutes and motions in a package for the Sport Committee Meeting
  2. Sport Committee will review motions and take appropriate action including making recommendations to the Board
  3. Once Sport Committee makes recommendation vote sheets will be formulated and circulated along with committee recommendations and coaches meeting minutes to participating institutions and their coaches
  4. Tabulate the results
  5. Circulate the results to the Convenors and Sport Committee
  6. Prepare a summary for each motion to be included in the Sport Committee AGM Report
  7. Sport Committee Chair will then present the results of the vote sheets for each sport to the Board for confirmation and final approval of motions [Amended June 2011]

4.3.Any institution failing to meet the deadline for submission of sport specific vote sheets will result in the denial of voting rights on the playing regulations related to the motions found on the said vote sheet.

  1. PLAYING REGULATIONS
  2. The OUA Manager of Sport Programming shall be responsible for keeping the Playing Regulations current, by circulating motions stemming from the coaches meeting to the Sport Committee for recommendations. Once feedback from the committee has been received motions are to be circulate to all playing Institutions. The circulated motions are then placed on playing regulations charts with the vote tally and forwarded along with the Sport Committee recommendations to the Board for approval. The manager Sport Programming will then take all motions that have been approved at the previous association meeting and insert all changes to the current rules documentation.

Appendix

ONTARIO UNIVERSITY ATHLETICS

CONVENOR’S REPORT

GENERAL INFORMATION

1.NAME OF SPORT:______

2.CONVENOR’S NAME:______

3.DATE OF FINAL:______

4.SITE OF FINAL:______

5. LIST OF UNIVERSITIES INVOLVED IN THE LEAGUE & CHAMPIONSHIP:

NUMBER OF COACHES(League & Championship):

NUMBER OF COMPETITORS (League & Championship):

6.TEAM CHAMPION & FINAL ORDER OF FINISH / RESULTS:

7.PROBLEMS & RECOMMENDATIONS:

a)

b)

c)

d)

CONVENORS REPORTS SHALL INCLUDE THE FOLLOWING:

  1. An up-to-date draft schedule for the coming season (tournament and competitive sports)
  2. Championship Financial Report
  3. Coaches Meeting Minutes

ONTARIO UNIVERSITY ATHLETICS

CHAMPIONSHIP FINANCIAL REPORT

(Please Complete Applicable Sections)

CHAMPIONSHIP:______

HOST INSTITUTION:______

DATE OF EVENT:______

A.REVENUE

Gate Receipts______

Program Sales______

Sponsorship______

Other______

B.EXPENSES

1.FACILITIES MANAGEMENT

1.1.Security/Police______

1.2Ticket sellers/takers______

1.3Ushers______

1.4Clean-up / Set -up charges______

1.5Rental______

1.6Other ______

2.OFFICIALS

2.1Major Officials______

2.2Minor Officials

Scorer______

Timer______

Announcer______

3.PUBLICITY, PROMOTION, PUBLIC RELATIONS

4.1Advertising______

4.2Press Conference______

4.3Photographs______

4.4Other ______

4.GENERAL ADMINISTRATION

5.1Ticket Printing (allowable - $150.00)______

5.2Telephone______

5.3Supplies______

5.5Program Printing______

5.6Other ______

TOTAL EXPENDITURES:======

C.AMOUNT SHARED (If Applicable)

1.Total Revenue______

2.Visitors’ Share of Gate

Total______

3.Home Share

Total______

COACHES MEETING MOTION FORM

Motion:
Background / Rationale:
Financial Implication:
Policy Implication:
(Indicate the nature of the proposed motion by checking the appropriate box. Please describe the implications of the motion.)
□ New Playing Regulation
□ Amended Playing Regulation
□ Deleted Playing Regulation
□ Not a Playing Regulation
Moved:
Seconded:
Vote Result:

OUA Sport Convenor PolicyPage 1