Policies & Protocols

FVVC 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 also serve as conduits through which the values and goals of the sport organization are communicated. The way an athlete regards their sport is often shaped by the behavior of the coach. This Code of Conduct has been developed to guide coaches in maintaining the highest standards of conduct and to help them support athletes in becoming well-rounded, confident, and productive individuals.

Coaches Have a Responsibility To:

1. Treat everyone fairly and respectfully, regardless of gender, race, place of origin, sexual orientation, religion, political belief, or economic status.
2. Direct feedback and comments toward performance, not at the athlete as a person.
3. Consistently display high personal standards and represent FVVC, the sport, and the coaching profession in a positive manner. This includes:
   • Refraining from public criticism of fellow coaches, especially in media or recruitment settings.
   • Abstaining from the use of tobacco or vaping products in the presence of athletes.
   • Avoiding the consumption of alcohol when working with athletes.
   • Refraining from using profane, insulting, harassing, or otherwise offensive language during coaching duties.
4. Ensure all activities are age-appropriate and suitable for the experience, ability, and fitness level of the athletes. Educate athletes on their responsibility to contribute to a safe and respectful environment.
5. Communicate and collaborate with registered medical professionals regarding the diagnosis, treatment, and management of athletes' medical and psychological issues. Prioritize long-term health and wellbeing when making decisions about injured athletes’ participation.
6. Recognize when to refer athletes to other coaches or sport specialists and support the athletes’ personal goals over personal coaching ambitions.
7. Continuously seek opportunities for professional development and self-awareness.
8. Show respect to opponents and officials in both victory and defeat and encourage athletes to do the same. Promote respect for the rules and spirit of the sport.
9. In the case of minor athletes, communicate and collaborate with parents or legal guardians, involving them in decisions related to the athlete’s development.

Coaches Must:

10. Complete the Person In Authority Check prior to working with athletes.
11. Notify FVVC and Volleyball BC immediately if there are any changes to information disclosed on their Screening Disclosure Form or Criminal Record Check.
12. Recognize and uphold their responsibility to create a physically, psychologically, and emotionally safe space for all athletes.
13. Maintain an open and observable environment at all times.
14. Maintain appropriate and professional boundaries with all athletes.
15. Report any form of maltreatment, abuse, or suspected misconduct immediately.
16. Never engage in intimate and/or sexual relationships with athletes. This includes requests for sexual favors or threats of reprisal for rejecting such requests.
17. Never advocate for, condone, or facilitate the use of banned drugs or performance-enhancing substances.
18. Never provide underage athletes with alcohol, tobacco, or vaping products.
19. Complete all required certifications and engage in ongoing professional development.
20. Read, understand, and uphold Volleyball BC’s Code of Conduct and Ethics in all Volleyball BC-sanctioned activities.

Acknowledgment

By signing this Coach Code of Conduct, I confirm that I have read, understood, and agree to abide by all of the above expectations and responsibilities.

FVVC Athlete Code of Conduct

The Athlete Code of Conduct aims to create a safe and positive environment by setting expectations for respectful and appropriate behavior, promoting equal opportunity, prohibiting discrimination, and ensuring that everyone is treated with fairness and respect. This code applies to all FVVC athletes.

Athlete Commitments

Respect for Authority

I will respect coaches and officials and their decisions. I am willing to let the coach decide what is best for the team and will not put my interests ahead of the interests of the team.

Respect for Others

I will act with respect toward all those I encounter through sport. This includes refraining from comments or behaviors that are abusive, offensive, racist, sexist, or otherwise belittling, harassing, intimidating, or demeaning to others—whether in person or online.

Punctuality and Commitment

I will be on time and committed to the team by giving my best effort during competitions, practices, training sessions, events, and activities. I will do my best to notify the coach if I will be late.

Communication of Absences

I will contact my coach in advance if I am unable to attend any team event.

Club Values

I will strive to uphold the club values of honor, effort, and dedication to promote my athletic development and performance.

Substance Policy

I understand that there is a zero-tolerance policy for smoking, illicit drugs, alcohol, and/or vaping at or during any club events or while travelling as a club athlete. Any violation of this policy will result in immediate consequences, which may include suspension or dismissal from the team, as well as notification to parents or guardians.

Focus During Team Activities

I will not use my cell phone or cause distractions during practices and games.

Digital Responsibility

I will use chat forums and social media responsibly and will report any bullying or inappropriate behavior to my coach immediately. I will not post videos of others without their consent.

Open Communication

I understand that communication with my coaches is essential to creating an open and transparent playing environment. I will communicate directly with coaches. If I do not feel comfortable doing so, I will involve my parent(s)/guardian(s) or an assistant coach in the discussion.

Safety

I will ensure the safety of others through my actions.

Conduct During Travel

During away tournaments and games, I will meet the expectations of the coaching staff and demonstrate respectful, responsible, and team-oriented behavior always. This includes, but is not limited to:

• Meeting curfew on road trips.
• Handing in cell phones at night on road trips.
• Being respectful of venues and keeping/leaving gyms, change rooms, and hotels clean.

Acknowledgment

By signing this FVVC Code of Conduct, I acknowledge that I have read, understood, and agree to support all the above statements.

FVVC Parent Code of Conduct

The FVVC Parent Code of Conduct aims to create a safe, respectful, and inclusive environment by setting expectations for appropriate behavior. It promotes equal opportunity, prohibits discrimination, and ensures fairness and respect for all involved.

This Code applies to all parents/guardians of FVVC athletes and is to be upheld during all practices, games, tournaments, and team-related events.

General Expectations

• Parents will refrain from behavior or comments that are profane, insulting, harassing, sexist, racist, abusive, hostile, violent, disrespectful, or otherwise offensive.
• Parents will model sportsmanship by treating all coaches, officials, tournament directors, athletes, and other parents with courtesy and respect.
• Parents will maintain a respectful attitude toward officials and will not question their honesty or judgment during matches.

Supportive Conduct

• Parents will encourage cooperation, hard work, and honest effort, focusing on personal growth and team participation.
• Parents will support their child’s involvement in the sport for both enjoyment and competition.
• Parents will recognize the value of volunteer coaches who give their time and resources for the benefit of the athletes.

Boundaries & Communication

• Parents will not coach their athlete during games, nor advise the coach on playing decisions.
• Parents will cheer respectfully, applauding fair play and positive effort.
• Parents are encouraged to learn the rules of volleyball to better understand the game and help support rule-following.
• Parents will support efforts to eliminate verbal and physical abuse, intimidation, or inappropriate language from the sport.
• Parents will conduct themselves respectfully in all volleyball settings and team travel. This includes refraining from:
  • Foul language
  • Use of non-medicinal drugs
  • Gambling

Volunteering & Involvement

Parents are expected to volunteer in support of the team, which may include, but is not limited to:

• Scorekeeping or line judging
• Assisting with food prep or organization
• Driving athletes to events

Communication & Conflict Resolution

• Parents will maintain positive, non-disparaging communication before, during, and after games to foster a healthy environment for athletes.
• Parents will observe the "24-hour rule" before speaking to coaches after a game or practice. This cooling-off period helps ensure constructive, emotion-managed communication.

Health, Safety & Responsibility

• Parents will not provide any athlete with illicit drugs, alcohol, tobacco, or vapes. Violation of this rule may result in serious consequences, including suspension or dismissal of the athlete from the team.
• Parents will honor all financial commitments to FVVC. Failure to do so may result in restricted participation for the athlete until the commitment is met.
• Parents are responsible for transportation and supervision of their athlete during away tournaments. If a parent is unable to attend, a designated guardian must be appointed and agree to care for and supervise the athlete.

Acknowledgment

By signing below, I acknowledge that I have read, understood, and agree to support all the above statements outlined in the FVVC Parent Code of Conduct.

Parent Expectations Agreement

At Fraser Valley Volleyball Club, we promote a competitive, developmental, and fun environment for young athletes. To support this, parents are expected to adhere to the following:

1. Let Coaches Coach — I will respect the coaching staff and not coach my child unless officially part of the coaching staff.
2. Encourage Communication — I will support my child in speaking directly with their coach and will address concerns respectfully if needed.
3. Pitch In — I will volunteer and support the team when possible.
4. Know the Rules — I will review club codes and volleyball rules with my child.
5. Be Accountable — I will help my child follow team rules, be on time, and demonstrate sportsmanship, and I will do the same.
6. Model Positivity — I will demonstrate respect and sportsmanship toward players, coaches, officials, and parents and will avoid negative behavior.
7. Respect Officials — I will respect referees and represent the club positively.
8. Promote Safety — I will discourage unsafe behavior and inform coaches of injuries or health concerns.
9. Be the Parent — Parenting is my role, not the coach’s.
10. Support Fun & Effort — I will encourage my child to enjoy the sport, work hard, and play because they want to. I will remind them that I enjoy watching them play.

Concussion Policy & Protocol

FVVC understands that concussions are a serious injury, and are increasingly common in volleyball.

Our coaches are required to take the “Making Headway” online training through the Coaches Association of Canada, and are trained to identify risk factors and signs of concussion.

Our policy is “when in doubt, sit them out”.

If an athlete is removed from training or competition, coaches will communicate with a parent/guardian and encourage the athlete to be seen by a physician.

Athletes with diagnosed concussions must be cleared by a physician prior to returning to play.

Safe Sport Policy

FVVC believes that everyone has the right to enjoy the sport at whatever level or position they participate.

Athletes, coaches, officials and volunteers have the right to participate in a safe and inclusive training and competitive environment that is free of abuse, harassment or discrimination.

FVVC believes the welfare of everyone involved in the sport is a foremost consideration and in particular the protection of children/athletes in the sport is the responsibility of each individual, member and special interest group in the athletic community.

Financial Aid Information

At FVVC we want all athletes to have the opportunity to play. Here are some organizations that offer financial assistance.

• KidSport Canada
• Canadian Tire Jumpstart
• Athletics for Kids
• viaSport Grants

Refund Policy

Development Programs

Participant Withdrawal

• Prior to the registration deadline: Refund minus a $25 administration fee and applicable processing fees.
• After the registration deadline: No refund.
• Withdrawal due to injury during the program: A pro-rated refund minus applicable processing fees.

Registration deadlines are one week prior to the program start.

Processing fees are non-refundable.

This policy covers all FVVC programs, clinics and events unless explicitly stated otherwise.

Refund requests must be submitted in writing to the Program Coordinator at admin@fvvc.com.

Club Team Specific

Cancellation of Practices Due to External Factors

FVVC will make every effort to reschedule cancelled practices. If a practice cannot be rescheduled, no refund will be provided.

Player Withdrawal or Missed Competition

If a player withdraws after team selection or misses a competition, no refunds will be provided.

Team Withdrawal from a Prepaid Event or Travel

A refund may be provided if the hosting organization refunds the event entry fee. Any applicable refunds will be returned to the team at the end of the season and may be applied toward Nationals or another end-of-season event.

Discipline & Complaints – Quick Guide

Why This Exists

FVVC wants volleyball to be safe, respectful and fun. This guide explains what happens if there is a problem, complaint or unsafe behavior.

Standards

• Treat others with respect and dignity.
• Act fairly and demonstrate sportsmanship.
• Avoid bullying, harassment and discrimination.
• Follow Volleyball BC’s Code of Conduct and the Universal Code of Conduct to Prevent and Address Maltreatment in Sport (UCCMS).

If You Have a Concern

Step 1

If it is safe and appropriate, try speaking calmly with the person involved.

Step 2

If that is not appropriate, or the concern is serious, report it. Concerns may be reported to the FVVC Executive Director at execdirector@fvvc.com. A coach or trusted adult may also help an athlete make a report.

Serious concerns may be referred to Volleyball BC or an Independent Third Party.

How Concerns May Be Handled

Smaller issues such as lateness or rude comments may be addressed through a warning, apology or meeting.

Serious concerns such as harassment, bullying, abuse or discrimination may result in suspension, removal or referral to another governing body.

Protection from Retaliation

No person will be punished for raising a concern in good faith. Retaliation is prohibited and may result in discipline.

Contact

FVVC Executive Director — Carol Hofer
execdirector@fvvc.com
604-866-0782

Volleyball BC — Emma Gibbons
complaints@volleyballbc.org

Appeals – Quick Guide

When Can a Decision Be Appealed?

An appeal may be made when:

• Rules or policies were misapplied.
• There was bias or a conflict of interest.
• The process was procedurally unfair.

An appeal cannot be made simply because someone disagrees with a decision.

How to Appeal

A written appeal must be submitted to the Executive Director within 14 days and should include:

• The grounds for appeal.
• Relevant facts and evidence.
• The requested outcome.

What Happens Next?

The appeal will first be screened to determine whether valid grounds exist.

If accepted, a hearing will normally take place within 30 days. A decision will normally be provided within 14 days following the hearing.

Possible Outcomes

• Dismiss the appeal.
• Overturn the original decision.
• Change the sanction or outcome.
• Return the matter for reconsideration.

Appeal decisions are final and binding.

Appeals may be submitted to execdirector@fvvc.com .

Discipline, Complaints, and Appeals Policy and Procedures

1. Purpose

This policy provides a clear, transparent and fair process for addressing discipline, complaints and appeals within FVVC. It is intended to align with Volleyball BC’s Code of Conduct and the UCCMS and to support a safe, respectful and inclusive environment.

2. Scope

This policy applies to all FVVC members, participants and volunteers and to all FVVC activities, events and programs.

It applies to conduct both on and off the court, including online and digital conduct, when that conduct affects the integrity or safety of FVVC or its participants.

3. Guiding Principles

• Safety First
• Fairness and Due Process
• Confidentiality
• Alignment with the UCCMS and Volleyball BC

4. Standards of Conduct

FVVC participants are expected to:

• Treat others with respect and dignity.
• Refrain from bullying, harassment, abuse, discrimination and maltreatment.
• Follow the rules of volleyball and demonstrate sportsmanship.
• Comply with applicable Volleyball BC and UCCMS standards.

5. Complaints

5.1 Who May Make a Complaint

A complaint may be made by any member, parent, coach, official or volunteer.

Minor complaints should be submitted in writing to the Executive Director or designate within 60 days.

Major complaints may be submitted directly to Volleyball BC’s third-party dispute manager, ITP Sport, or to the Executive Director. A one-year limitation applies to major complaints.

Anonymous complaints may be considered.

5.2 Types of Complaints

Minor concerns may include disrespect, lateness or failure to comply with team or club expectations.

Major concerns may include harassment, bullying, discrimination, abuse or violations of the UCCMS or Volleyball BC policies.

6. Handling Complaints

6.1 Initial Review

Complaints will normally be acknowledged within five business days and reviewed to determine jurisdiction and the appropriate process.

6.2 Informal Resolution

Minor concerns may be addressed informally where appropriate.

6.3 Formal Process

Major or unresolved concerns may be referred by the Executive Director to a Volleyball BC Discipline Committee, an Independent Third Party under the UCCMS, or an external investigator retained by FVVC.

6.4 Decisions and Sanctions

Decisions and sanctions will be provided in writing where appropriate.

Possible sanctions may include:

• Warning
• Suspension
• Removal
• Referral to another governing body

7. Appeals

7.1 Purpose

The appeal process is intended to provide a fair, transparent and consistent review while respecting procedural fairness and due process.

7.2 Grounds for Appeal

An appeal may be considered where:

• A rule or policy was misapplied.
• There is a reasonable apprehension of bias.
• There was procedural unfairness.

Disagreement with a decision alone is not a ground for appeal.

7.3 Filing an Appeal

An appeal must be submitted in writing to the Appeals Committee within 14 calendar days and include:

• The grounds for appeal.
• The relevant facts and evidence.
• The requested outcome.

The Appeals Committee will screen the appeal to determine whether valid grounds exist.

7.4 Appeals Committee

The Appeals Committee will consist of three impartial individuals who were not involved in the original decision.

Members may include Board members, senior volunteers or external advisors who have no conflict of interest in the matter.

7.5 Appeal Process

Following screening, an appeal hearing will normally occur within 30 days of receipt. A written decision will normally be provided within 14 days following the hearing.

7.6 Appeal Outcomes

The Appeals Committee may:

• Dismiss the appeal.
• Uphold or overturn the original decision.
• Modify the sanction or outcome.
• Return the matter for reconsideration.

7.7 Final Decision

The decision of the Appeals Committee is final and binding.

7.8 Timelines

• Appeal filing: within 14 days.
• Hearing: normally within 30 days of acceptance.
• Decision: normally within 14 days following the hearing.

Timelines may be extended in exceptional circumstances at the discretion of the appropriate decision-maker.

8. Records

Records relating to complaints, discipline and appeals will be securely maintained for five years and access will be limited to authorized individuals.

9. Protection from Retaliation

Retaliation against anyone who raises a concern or participates in a complaint or appeal process in good faith is prohibited.

10. Review

This policy will be reviewed annually.

Dispute Resolution Policy – FVVC

FVVC is committed to providing a positive, safe and inclusive environment. Strong governance, clear communication and proactive problem-solving are encouraged, but conflicts and disputes may still arise.

This policy provides an overview of how complaints and disputes may be received, reviewed and resolved.

Core Principles

Transparency

FVVC will provide clear pathways for raising and addressing concerns.

Fairness

Individuals have the right to know the concerns raised, to be heard and to have matters considered impartially.

Respectful Process

Informal processes may be appropriate for minor issues, while serious concerns may require a formal process.

Complaint Pathway

1. Submit the Concern

Concerns may relate to operational matters, governance, finances or behavior such as coach conduct.

The appropriate intake person or independent third party will depend on the nature of the concern.

2. Initial Review

The concern will be assessed to determine jurisdiction and whether informal resolution, mediation or a formal process is appropriate.

3. Resolution

Minor concerns may be addressed through informal resolution or mediation where mutually appropriate.

Major concerns may be referred to the Executive Director and addressed under FVVC’s Discipline and Complaints process.

Procedural Fairness

Individuals involved in a formal process should have:

• The opportunity to know the allegations.
• The opportunity to respond.
• An impartial and unbiased decision-maker.
• Access to an appeal process where applicable.

Appeals

Appeals are available only where the criteria in FVVC’s appeal process are met. Disagreement with an outcome alone is not a ground for appeal.

Abuse or Maltreatment Concerns

Concerns involving abuse or maltreatment may be reported to Volleyball BC’s Independent Third Party at reporting@volleyballbc.org and/or to the FVVC Executive Director at execdirector@fvvc.com .

Related FVVC Policies

• Dispute Resolution Policy
• Discipline, Complaints and Appeals Policy
• Safe Sport & Abuse Prevention
• Athlete, Parent and Coach Codes of Conduct

Policies are available through the FVVC website or by request from the Club Administrator.

Conflict of Interest – Quick Guide

Why This Policy Exists

In a community club like FVVC, many volunteers, coaches, and board members are also parents of athletes. This naturally creates situations where conflicts of interest may arise. These are not automatically wrong — but they must be openly disclosed and carefully managed so that decisions are always made in the best interests of our athletes and club.

What is a Conflict of Interest?

A conflict of interest happens when personal, family, or financial interests could influence, or appear to influence, decisions made for the club.

Examples

• A Director voting on a policy that affects their child’s eligibility.
• A coach making decisions that benefit their own business.
• Using confidential club information for personal gain.

Our Commitments

• We acknowledge conflicts will happen in community sport.
• We commit to being open and transparent about them.
• We will always put FVVC’s interests first.
• Conflicted individuals will step back from decisions where needed.

What To Do If You Have a Conflict

• Tell the FVVC Board — for Directors/Committee Members.
• Tell the Executive Director — for employees.
• Tell your team manager or supervisor — for coaches/volunteers.

Conflicts will be recorded and managed fairly.

Managing Conflicts

• The conflict is written into meeting minutes.
• The person does not join the discussion or vote.
• They are not counted toward quorum.
• The Board ensures the decision is in FVVC’s best interests.

Protection and Enforcement

Anyone can raise a concern if they think a conflict exists. The FVVC Board may remove responsibilities or roles if conflicts are not handled properly. In serious cases, conflicts may also be addressed under the Discipline and Complaints Policy.

Annual Reminder

Each year, FVVC Directors and key volunteers will complete a Conflict of Interest Declaration Form to disclose any potential conflicts.

This guide is a summary. The full FVVC Conflict of Interest Policy contains additional details.

Conflict of Interest Policy

Fraser Valley Volleyball Association

1. Purpose

The Fraser Valley Volleyball Association (FVVC) is committed to fairness, transparency, and integrity. This policy outlines how FVVC representatives must handle situations where personal, family, or financial interests could affect—or appear to affect—their decisions for the club.

While some conflicts of interest may be unavoidable in a community club where parents, volunteers, and coaches take on multiple roles, FVVC is committed to recognizing, disclosing, and managing conflicts openly so that decisions remain in the best interests of the club and its athletes.

2. Definitions

Conflict of Interest – Any situation in which a representative’s ability to act in the best interests of FVVC is, or could be, influenced by personal, family, financial, or other private interests.

Pecuniary Interest – An interest with potential for financial gain or loss.

Non-Pecuniary Interest – An interest involving family relationships, friendships, volunteer positions, or reputational benefits that do not involve money.

Representatives – All individuals acting on behalf of FVVC, including Directors, Officers, employees, coaches, referees, volunteers, managers, committee members, and contractors.

3. Background

Conflict of interest is common in community sport. In a club like FVVC, where many coaches, managers, and Directors are also parents of athletes, some conflicts of interest are inevitable.

These situations do not automatically mean wrongdoing — they are a normal part of community sport. What matters is that they are recognized, disclosed, and managed openly so that decisions remain in the best interests of FVVC and its athletes.

4. Policy Statement

Representatives must:

• Put FVVC’s interests ahead of personal interests.
• Disclose any real or perceived conflict as soon as they are aware of it.
• Remove themselves from discussions or decisions where a conflict exists.
• Sign a Conflict of Interest Declaration Form annually and whenever a new potential conflict arises.

Recognizing that many volunteers and coaches also have family or personal ties to the club, Representatives are expected to disclose potential conflicts openly. The FVVC Board will assess how to manage such conflicts to avoid undue influence.

5. Obligations

Representatives will not:

• Use their role at FVVC to give special treatment to family, friends, or businesses.
• Vote on or influence decisions where they or their family stand to benefit financially or otherwise.
• Derive personal gain from confidential FVVC information.
• Accept gifts, favours, or advantages that could be seen as seeking special treatment.
• Use FVVC property, equipment, or services for personal gain without permission.

6. Disclosure Process

• Board Members, Officers, and Committee Members must disclose conflicts to the FVVC Board.
• Employees/Volunteer Staff must disclose conflicts to the Executive Director.
• Coaches, Volunteers, and Team Staff must disclose conflicts to their direct supervisor or team manager.
• Affiliations with other volleyball or sport organizations as coach, official, board member, etc. must also be disclosed.

Disclosures must be recorded and kept on file.

7. Managing Conflicts in Decision-Making

• The conflict must be disclosed and recorded in meeting minutes.
• The individual must leave the discussion and abstain from voting.
• The conflicted individual does not count toward quorum.
• The Board must confirm the decision is in the best interest of FVVC.

8. Complaints and Enforcement

• Anyone who believes a conflict exists may raise it in writing to the FVVC Board.
• The Board may take actions, including:
  • Removal or suspension of responsibilities
  • Suspension from specific teams, committees, or roles
  • Expulsion from FVVC in serious cases
• Alleged conflicts affecting decision-making may also be handled under FVVC’s Discipline and Complaints Policy.
• Failure to comply with a required action may result in automatic suspension until resolved.

9. Annual Review

This policy will be reviewed annually by the FVVC Board to ensure it remains effective and appropriate for our club.

10. Conflict of Interest Declaration Form

I have read the FVVC Conflict of Interest Policy, I agree to be bound by its obligations, and I commit to disclosing any real or perceived conflicts of interest to the FVVC Board as soon as they arise.