TRUE NORTH VOLLEYBALL CLUB | TNVC

Operated by True North Volleyball Academy

CLUB POLICIES

These policies apply to all TNVC programs, activities, events, participants, coaches, volunteers, parents/guardians, and spectators unless otherwise specified.

1. Registration & Participation Policy

All participants must be fully registered and have completed all required waiver forms prior to participation in any TNVC program.

TNVC programs are designed to promote skill development, enjoyment, and a positive community environment.

TNVC reserves the right to modify schedules, instructors, locations, or program structure as necessary.

Right to Refuse Service / Remove Participants

TNVC reserves the right, at its sole discretion, to refuse, suspend, restrict, or terminate participation, registration, coaching appointments, volunteer positions, or attendance at any TNVC activity where it determines such action is necessary for the safety, welfare, reputation, operations, or best interests of the club and its participants. Refunds may not be provided.

Third-Party Facilities

TNVC programs operate within facilities owned and managed by third parties. Participants and spectators must comply with all facility rules, policies, and staff directions. TNVC is not responsible for decisions, closures, restrictions, or operational changes made by facility operators.

Attendance

Regular attendance is strongly encouraged to support athlete development and safety.

Make-up sessions are not guaranteed for missed classes.

If participants are unable to attend a practice, parents are encouraged to select “No” for attendance on the calendar via sportsYou app for specific practice.

Transportation

Parents/guardians are responsible for transporting athletes to and from TNVC activities unless otherwise arranged.

Coaches, volunteers, and staff shall not transport athletes alone in a personal vehicle unless prior written parent/guardian permission has been obtained and no reasonable alternative exists.

TNVC assumes no responsibility for transportation arrangements made between families.

TNVC coaches, volunteers, and staff are not responsible for supervising participants before the scheduled start time or after the scheduled end time of a program unless otherwise communicated by TNVC.

Late Pick-Up

Parents/guardians are responsible for ensuring participants are picked up promptly at the conclusion of each scheduled activity. Repeated late pick-ups may result in additional restrictions or removal from TNVC programs where deemed necessary.

Illness

Participants who are experiencing symptoms of illness, including fever, vomiting, diarrhea, or other symptoms that may pose a risk to others, should not attend TNVC activities until they are medically cleared or symptoms have resolved.

Participant Development

TNVC strives to provide quality instruction, coaching, and development opportunities for all participants. However, TNVC does not guarantee athletic improvement, skill development, team placement, playing time, selection to future programs, competitive success, scholarships, or any specific outcome resulting from participation in its programs.

Weather & Emergency Closures

TNVC reserves the right to cancel, modify, postpone, or relocate activities due to weather conditions, facility closures, emergencies, safety concerns, public health requirements, or circumstances beyond its control.

Assumption of Risk

Parents/guardians acknowledge that participation in volleyball involves inherent risks including, but not limited to, falls, collisions, physical contact, equipment-related injuries, and other unforeseen risks. Participation in TNVC programs is voluntary, and participants assume these risks.

Program Adjustments 

TNVC reserves the right to modify schedules, locations, coaches, or program formats due to facility availability, weather conditions, safety concerns, or other circumstances beyond its control.

Personal Belongings 

TNVC is not responsible for lost, stolen, or damaged personal belongings brought to programs. We encourage all parents to label all personal belongings.

Personal belongings that are left behind after practice will be brought to the facility's front desk/guest services.

2. Refund and Cancellation Policy

Payment:

Program fees must be paid in full unless otherwise agreed upon in writing.

Registration is not considered complete or confirmed until payment has been received.

Cancellation:

Parents/guardians may cancel registration prior to the program start date and receive a refund, minus a 4% administrative/processing fee.

Cancellations after the program start date are not eligible for refunds, except in the case of an injury supported by valid medical documentation.

Full refunds will be issued under the following circumstances:

• Withdrawal prior to the program start date 

• Participant is unable to participate due to illness or injury prior to the program start

• TNVC cancels a program, or schedules the program for another time that does not work for parents

Prorated refunds may be issued under the following circumstances:

• Participants are unable to continue due to illness or injury during the program and will be out until the end of the program.

• A valid medical note confirms the participant cannot continue for the remainder of the program

Refunds will be calculated based on sessions attended prior to withdrawal, minus a 4% administrative/processing fee.

Refunds will NOT be issued after the program start for:

• Late arrivals

• Missed sessions

• Schedule conflicts

• Change of mind

• Minor illness or injury that does not prevent participation for the remainder of the program

All refunds are issued at the sole discretion of TNVC and will be processed via cheque or the original method of payment.

To request a refund:

For all refunds and cancellations, please email truenorthvbc@gmail.com.

3. Code of Conduct

All participants and parents/guardians are expected to:

Treat coaches, staff, and other participants with respect.

Follow all safety rules and facility guidelines.

Refrain from bullying, harassment, or aggressive behavior.

Parent & Spectator Conduct

Parents, guardians, and spectators are expected to conduct themselves respectfully at all TNVC activities.

Harassment, intimidation, abusive language, threatening behaviour, interference with coaching decisions, or disruptive conduct may result in removal from the facility or suspension from TNVC activities.

TNVC reserves the right to remove any participant for serious or repeated misconduct without refund.

Click here to see full TNVC Code of Conduct.

4. Health & Safety Policy

Participation in volleyball involves inherent risks of injury.

Parents/guardians confirm that participants are physically able to participate in all activities.

TNVC follows appropriate concussion awareness and injury response protocols.

Medical Information Disclosure

Parents/guardians must inform TNVC of any medical conditions, allergies, or health concerns that may affect participation.

Emergency Care Consent

In the event of an emergency, TNVC staff may seek medical treatment for a participant if a parent/guardian cannot be reached.

Medication Administration

TNVC staff, coaches, and volunteers will not administer medication unless otherwise authorized in writing by the participant's parent/guardian or required by law.

5. Privacy Policy

TNVC is committed to protecting the privacy of individuals who use its services, and/or participate in its programs and events.

This policy applies to personal information of individuals who may disclose personal information to TNVC or use TNVC services, and/or participate in its programs and events.

Some of the purposes for which TNVC may collect, use and disclose an Individual’s personal information include:

Non-Commercial Activity

Communications

a) Sending communications in the form of e-news or a newsletter with content related to

TNVC’s programs, events, fundraising, activities, discipline, appeals, and other information

b) Publishing articles, media relations and postings on the website, displays or posters

c) Discipline results and long term suspension list

Entry and Monitoring

a) Registration of programs, events and activities

b) Determination of eligibility, age group and appropriate level of play/competition

c) Athlete Registration, outfitting uniforms, and various components of athlete and team selection

Commercial Activity

a) Purchasing equipment, coaching manuals, resources and other products

b) Promotion and sale of merchandise

c) Video recording and photography for promotional use, marketing and advertising by TNVC

General

a) Implementation of TNVC’s screening program

b) Medical emergency, emergency contacts or reports relating to medical or emergency issues

c) Determination of membership demographics and program wants and needs

d) Managing insurance claims and insurance investigations

e) Video recording and photography for personal use, and not commercial gain, by spectators,

parents and friends

TNVC will retain personal information only as long as necessary to fulfill the identified purposes or a legal or business purpose in accordance with this Privacy Policy.

Withdrawal of consent for the use of personal information may be submitted in writing to TNVC at truenorthvbc@gmail.com. Withdrawal of consent may impact a participant's ability to participate in certain TNVC programs, activities, communications, or services.

TNVC collects, uses, and protects personal information in accordance with:

• Alberta’s Personal Information Protection Act (PIPA)

• Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA)

  6.Coaching and Volunteering Policy

Coaching

True North Volleyball Club | TNVC is committed to providing a safe, inclusive, and positive environment for all athletes. All individuals at TNVC registered as coaches, assistant coaches, instructors, or in any coaching-related capacity (except volunteers) must meet and maintain the requirements outlined below.

Minimum Coaching Requirements

Prior to participating in any coaching activities, all coaches must:

Hold a valid Standard First Aid and CPR certification.

Hold a minimum NCCP (National Coaching Certification Program) status of Trained or In Training within the appropriate coaching pathway.

Provide a current Criminal Record Check satisfactory to TNVC.

Provide a current Vulnerable Sector Check satisfactory to TNVC.

Comply with all applicable TNVC policies, procedures, codes of conduct, and safety requirements.

Conduct themselves in a professional, respectful, ethical, and athlete-centered manner at all times.

Ongoing Compliance

Coaches are responsible for maintaining all required certifications and screening documents throughout their involvement with TNVC. Coaches must immediately notify TNVC of any change in circumstances that may affect their eligibility to coach.

TNVC reserves the right to request updated certifications, screening documents, references, or additional information at any time.

Screening and Approval

Submission of certifications, screening documents, or coaching credentials does not guarantee acceptance or continued involvement as a coach with TNVC.

TNVC reserves the sole and absolute discretion to approve, refuse, suspend, restrict, or terminate any coaching appointment for any reason deemed necessary to protect the safety, welfare, reputation, operations, or best interests of the club, its athletes, participants, families, volunteers, or staff.

Athlete Safety and Conduct

Coaches must maintain appropriate professional boundaries with athletes at all times and shall not engage in conduct that may reasonably be considered unsafe, abusive, discriminatory, harassing, inappropriate, or inconsistent with the values of TNVC.

Any concerns relating to athlete safety, misconduct, policy violations, criminal charges, investigations, or complaints may result in immediate suspension pending review.

Coach-Athlete Boundaries

Coaches must maintain appropriate professional boundaries with athletes at all times.

Coaches shall not:

• Meet alone with an athlete in a private, non-observable location.

• Provide personal gifts to individual athletes without parent/guardian knowledge.

• Share hotel rooms with athletes.

• Communicate privately with athletes under 18 years of age outside approved TNVC communication channels except where reasonably necessary for program-related purposes and, whenever possible, with parent/guardian awareness.

Whenever reasonably possible, interactions with athletes should occur in open, observable, and interruptible environments.

Coaches shall maintain a strictly professional relationship with all athletes and participants.

Limitation of Obligation

TNVC reserves the right to modify coaching requirements, policies, screening standards, and eligibility criteria at any time without prior notice. Participation as a coach is a privilege and not a right, and coaching positions may be revoked at the sole discretion of TNVC.

Volunteering

True North Volleyball Club | TNVC values the contributions of volunteers and is committed to maintaining a safe environment for all participants.

Volunteers 18 years of age and older may be required to provide:

• A Criminal Record Check• A Vulnerable Sector Check• Any additional documentation requested by TNVC

Volunteers under 18 years of age must have parent or guardian consent and must remain under the supervision of a screened adult while participating in club activities.

All volunteers must:

• Follow all TNVC policies and procedures• Conduct themselves respectfully and professionally• Maintain appropriate boundaries with participants• Support a safe and positive environment

TNVC reserves the right to refuse, suspend, restrict, or terminate any volunteer position at its sole discretion where it determines such action is necessary for the safety, welfare, reputation, or best interests of the club.

Volunteers under 18 years of age shall not be left solely responsible for supervising participants.

7. Safe Sport & Maltreatment Policy

True North Volleyball Club | TNVC is committed to providing a safe, respectful, inclusive, and positive environment for all participants.

TNVC has zero tolerance for any form of abuse, maltreatment, harassment, bullying, discrimination, neglect, grooming, retaliation, or inappropriate conduct involving athletes, coaches, volunteers, parents, spectators, or other participants.

Prohibited Conduct

The following behaviours are strictly prohibited:

a) Psychological MaltreatmentIncluding but not limited to bullying, intimidation, humiliation, verbal abuse, threats, harassment, isolation, or conduct that negatively impacts the emotional well-being of a participant.

b) Physical MaltreatmentIncluding but not limited to physical punishment, excessive exercise used as punishment, denial of hydration, medical care, or any conduct that may cause physical harm.

c) Sexual MaltreatmentIncluding but not limited to sexual harassment, inappropriate touching, sexual comments, sexual communications, grooming behaviours, or any conduct prohibited under Canadian law.

d) NeglectIncluding but not limited to failure to provide reasonable supervision, failure to respond appropriately to injuries, or failure to provide a safe environment.

e) DiscriminationIncluding discrimination based on race, colour, ancestry, nationality, ethnic origin, religion, age, sex, sexual orientation, gender identity, gender expression, marital status, family status, disability, or any other protected ground under applicable legislation.

Reporting Concerns

Any participant, parent/guardian, volunteer, coach, staff member, or spectator who witnesses, experiences, or becomes aware of conduct that may violate this policy is encouraged to report the concern to TNVC as soon as reasonably possible.

Reports may be submitted by email to truenorthvbc@gmail.com.

All reports will be reviewed fairly, respectfully, and as confidentially as reasonably possible.

Investigation and Discipline

TNVC reserves the right to investigate concerns relating to participant safety, misconduct, policy violations, or inappropriate behaviour.

Where a violation is found to have occurred, TNVC may impose disciplinary measures including:

• Verbal warning• Written warning• Temporary suspension• Permanent removal from programs• Restriction of participation• Termination of coaching or volunteer privileges

Retaliation

Retaliation against any individual who reports a concern in good faith, participates in an investigation, or assists in the review of a complaint is strictly prohibited.

Any act of retaliation may result in disciplinary action, including suspension or removal from TNVC programs, activities, or positions.

8. Social Media & Electronic Communication Policy

True North Volleyball Club | TNVC recognizes the importance of electronic communication and social media in supporting program operations, communication, and community engagement. All participants, parents/guardians, coaches, volunteers, and staff are expected to use electronic communication responsibly and respectfully.

Approved Communication Channels

TNVC's primary communication methods may include:

• sportsYou

• Email

• TNVC Website

• Official TNVC Social Media Accounts

• Telephone communication with parents/guardians when necessary

Appropriate Communication

All electronic communications must:

Be respectful, professional, and appropriate.• Relate directly to TNVC programs, activities, schedules, or operations.• Reflect the values and standards of TNVC.• Comply with all applicable TNVC policies and codes of conduct.

Communication with Minors

To promote participant safety and transparency:

• Whenever reasonably possible, communication with athletes under 18 years of age shall occur through parents/guardians, group communications, or approved team communication platforms.

• Coaches and volunteers should avoid private one-on-one electronic communication with minor participants unless necessary for program-related purposes.

• Parents/guardians may request access to communications involving their child.

Social Media Conduct

Participants, parents, coaches, volunteers, and staff must not:

• Post content that is abusive, threatening, discriminatory, defamatory, harassing, or offensive.• Share confidential or personal information about participants without authorization.• Engage in online bullying, harassment, or inappropriate conduct.• Represent themselves as speaking on behalf of TNVC without authorization.

9. Media & Photography Policy

The use of photos and videos is subject to TNVC's Media & Photography Policy.

Only participants with appropriate consent may appear in TNVC promotional materials, social media content, or marketing materials.

With parental/guardian consent, TNVC may use photos and videos of participants for promotional and marketing purposes.

TNVC occasionally takes photos and videos during practices. Parents whose consent for media and photos was not given to TNVC, will have their children’s faces either blurred or not posted across social media.

Parents/guardians may withdraw media consent in writing at any time; however, TNVC cannot guarantee removal of content previously published with valid consent.

10. Violation of Policies

Violations of TNVC policies may result in disciplinary action, including warnings, suspension, removal from programs, termination of coaching or volunteer privileges, or other measures deemed appropriate by TNVC.

TNVC reserves the right to request the removal of any social media content that may negatively affect the safety, reputation, operations, participants, or interests of the club.

11. Policy Updates

TNVC reserves the right to update these policies at any time. The most current version will be available on tnvc.ca

12. Acknowledgment

By registering with TNVC, parents/guardians acknowledge that they have read, understood, and agree to all club policies.