______CHEF DE MISSION FINAL REPORT 2012 WINTER GAMES Team , Chef de Mission ______Section I Evaluation of Performance of the Host Society

Registration and Accreditation______

o Online registration worked well, very little confusion for participants o Kimik functions are helpful for creation of rosters, accurate numbers, etc, but helpful for KIMIK to create a “how to” pull those reports o Registration system was open for input/registration well in advance of Games o We appreciated receiving the accreditation tags and lanyards days in advance of our team pep rally for organization and distribution per team o The process to replace missing tags was convenient

Recommendations:

. That we continue to receive accreditation tags in advance of team arrival . That a process exists where the contingents and host can include their own required forms with a verify/signature button, within the registration system. . Continue to allocate heads to beds through the Kimik system . Continue to open registration approximately 4 months before Games . A quick and easy registration guide can be included to assist those who have questions regarding registration.

Welcome/Arrival Services______

o As the host team we were happy to assist in checking into our accommodation venues a day later than was planned and communicated. We appreciated being able to check in those two teams that included a variety of athletes from outside of , on the original date o Athletes were welcomed into their accommodation units with smiles, bags and sleeping bags. Thank you for the enthusiasm of the volunteers.

Recommendations:

. That bags/sleeping bags, be given to the athletes at the accommodation venues . I know the athletes always appreciate the media there to welcome them, along with cheery volunteers.

Opening Ceremony______

o This ceremony was brilliant in that: o it was 1 hour in duration o included entertainment that was appropriate for the age group o had the participants walk across a stage with view of the audience o athletes were marched in early on in the program, and did not miss out on the entertainment o all the necessary protocol elements were present o the ceremony was visible to all with a raised and large main stage and side stages as well. o Video speeches were appreciated o Standing for the duration of the ceremony was fine for most of our participants. We appreciated the volunteers finding a chair for our mission staff on crutches. o The marshalling was done very well. First off, it was presented very clearly and precisely at the Chef’s meeting, there was no question what was going to happen and was accompanied with hard copies of the plan. Even so, participant arrival was still early. Although we knew we would be marshaled inside, we pay too much for our ceremonial uniform than to not wear them in the ceremony. Being marshaled from outside is always an option. o Volunteers and production staff were placed appropriately to keep the participants moving while walking into the ceremony. It kept the flow going.

Recommendations:

. Continue to transport and organize athletes for marshalling in a manner where they are taken directly from their accommodation venue and walk directly into the ceremony, without a long gathering time. . Continue to march the athletes in to the ceremony early on in the program. . Continue to keep the show an hour long, include age appropriate entertainment, march the athletes in early on in the program and continue with video speeches as a time saver

Team Accommodations______

o Overall the accommodations were fine. It’s difficult for host communities to find large enough schools to keep the number of venues low. o We appreciated the ability to work with Games staff on allocating bunks in higher density rooms and air mattresses in those with less people.

o There were concerns regarding the showers not being open early enough in the morning for the athletes to get to food services and sport venues on time o Security in the accommodation venues was very well done and created peace of mind from day one. o Because the schools were to house particular sports, it was difficult to allocate rooms to those with similar schedules. That was the most common complaint for Yukon teams. They were staying with fellow athletes who had different schedules than them. o Dog mushers appreciated being able to stay together in one room of females and one room of males o Brilliant that the dog mushers were housed in the same venue/area as their dogs. This makes logistical sense, and should be followed for future Games if possible o The timeline the accommodation staff and volunteers had to work within (only receiving the schools on Friday afternoon with the bulk of athletes arriving 18 hours after that, made set up stressful and rushed. They did well within that.

Recommendations:

. Suggestion to create a mock up of a classroom with units set up at M2 to ensure adequate square footage is planned for . Enable the dog mushers, and cultural participants to be housed together. Both situations have now been provided at Games, and nothing but positive feedback was received after. In fact, more groups, including , have requested this as well. Cultural exchange is inevitable with situations such as this. . Continue to ensure security at the accommodation venues is first priority . Ensure the showers are open by at least 5:30 a.m. for those with early schedules . Provide enough rooms to enable contingents the ability to house athletes with similar schedules together. Again, another bonus in housing dog mushing, culture, and speed skating in mixed contingent rooms. . Continue to enforce no smoking outside the doors of the accommodation venues . For the sake of the accommodation volunteers, try to secure accommodation venues as early as possible . If air mattresses are provided, they should be tested for their ability to hold air overnight – done pre-Games

Food Service/Village Dining______

o One of the best food service operations around…exceptional quality, options, and special dietary consideration. o Food service was open from morning to night, with zero complaints about the service being closed or empty o The hosts planned well for late night matches and games, and teams were not left on their own to find food after scheduled sport competition. o Providing food service at the sport venues is difficult if the sport schedule does not allow for all participants to break over the lunch hour. The host tried their very best to allow for participants to eat at their sport venues if they could not

return to the cafeteria over their break, but sport schedules, weather, etc., played some havoc. Deli boxes ended up being just fine for the athletes.

Recommendations:

. With Gene Batten of Yukon College proving his system and skills provide exceptional Games food provision (2007 Winter Games and 2012 AWG), I would recommend he be used as a mentor/source for future hosts, and the AWGIC for food provision planning . Continue to study sport schedules when determining whether athletes and coaches can return to the main cafeteria(s) over their lunch hour . Continue to provide the variety, quality, and special dietary consideration as was provided at 2012

Awards Ceremonies______

o Awarding the speed skating medals in the public area in the Canada Games Centre drew a lot of attention, well done. o There was feedback that the medal presentations, which were done on the ice surface, did not allow for parents and spectators to cheer, etc, as they were not permitted on the ice. Suggestion to present medals after the sport competition, but in an area in the clubs where the athletes can be recognized.

Recommendations:

. The AWGIC change in protocol from awarding gold, silver, and bronze ulus to the customary bronze, silver, and last Gold, was appreciated. Recommend continuing with this process. . Continue to award ulus at the sport venue, after competition, but in an area where spectators/parents can cheer the athletes on. Continue to stay away from awarding all ulus at a central medal awarding location.

Information Technology/Communications/Computer and Network Services

o the IT services provided by the host were great, everything needed was provided o More information is needed from the auto-generated Kimik emails regarding athlete removal from play – name, sport, division, injury. o We used our own cell phones, so no problems there

Recommendations:

. KIMIK o To provide a “how to” document of instructions on generating reports from the system

o to provide more information on the auto-generated email regarding ‘out of play and return to play” – name, sport, division, injury o with the advancement of technology, especially with this age group, can Kimik consider an automatic ticker feed for sport results that could be linked to the AWG Facebook and Twitter feed. . Since many Chefs bring their own laptops to the Games, which in some cases can offset the need for more than one desktop in the mission offices, it would be appreciated if the services were available to link those laptops to the printers, etc.

Mission Offices, Services and Accommodations______

o location of the mission offices was fantastic, as it was a natural stop for coaches, which made it convenient for mission to meet them during meal times o The Mission office chairperson and volunteers were exceptional o the ability to print missing accreditation tags in the mission office was appreciated o Although we agreed to an earlier closing time for mission office, in hindsight, 10 pm is more appropriate and convenient for mission staff o We appreciated the coffee and snacks provided in the mission main office o The dissemination of AWG Host and AWGIC information through the mission chair by email was also convenient o We did not stay in mission accommodation

Recommendations:

. Strive to keep the mission offices close to a hub where coaches frequent . Provide wireless and printing services for those who bring contingent laptops . Keep the main mission office open until 10 pm each day . Continue to provide the offices at least 2 days prior to the Games beginning

Cultural Program and Facilities______

o The collaboration our participants experienced during these Games was exemplary. They were all stretched in their abilities, and appreciated the challenge. o The mentors the participants had access to were brilliant o Although the dancers appreciated their chance to perform at the Canada Games Centre the performance space was very small and floor not appropriate for their craft. o The gala was very well done and received in the beautiful Yukon Arts Centre

Recommendations:

. This year collaborated with Yukon dancers who were not part of the chosen Yukon cultural contingent. This caused quite a bit of confusion. We recommend cultural contingents include only participants from their region alone.

They will have the opportunity to collaborate with the host region within the planned programming. . Since a lot of the culture programming goes later into the evening, a recommendation is to begin the structured program later in the morning. . Recommend housing culture participants together – all contingents due to schedule and opportunity for cultural exchange . if dance troupes are to perform at sport venues, ensure the space and floor surface is adequate and safe

Forms and Publications______

o it would have been helpful to have had a small booklet with key phone numbers produced including host society chairs, chefs, AWGIC, etc. o The Ulu news was very well done, the articles were interesting and the distribution was good. We appreciated them being available at the mission headquarters

Recommendations:

. That the host provide a booklet of key telephone numbers to the Chefs upon Games time arrival . Continue with the tradition of the Ulu news . That the printing of hard copy contingent newsletters be reduced in number, with electronic ones available on the host website or Facebook. . Continue to provide a one page venue map . Continue with the standard template for sport schedules

Media______

o AWG Daily, produced by NWTel Channel 9 did a fantastic job! I looked forward to linking onto their Youtube site every day to catch the day’s highlights. We appreciate that we can still link to those produced shows. o Media coverage in the city was fantastic. CBC’s desk at the Canada Games Centre made the athletes feel like superstars, which is great.

Recommendations:

. Recommendation to strive for hosted video coverage, similar to Channel 9, which creates daily keepsakes for the participants.

Medical Services______

o We spent less time in the polyclinic this year, not sure why, but when our participants needed care, it was there and was efficient and friendly o Location of the polyclinic, tied to food and mission, was great.

o The way the medical group planned for a flu outbreak prevented a flu outbreak, I believe. o If we were a travelling contingent, asking mission to supervise sick participants is not sufficient service o This host had a good balance of what services are important, and those that are enhanced

Recommendations:

. Continue with the idea of vans with medical equipment (ambloids) to transport non-emergent cases, and only use ambulance for emergent transport to the hospital. . Communicate service levels in detail (ice provided or not) at M2 . Have a quarantine policy in place at M2

Results______

o We had no issues around results. Dene and Arctic Sport results were well done at these Games.

Security______

o Security was exceptional at these Games o Volunteers seemed very well trained and didn’t need a few days to understand what they’d be dealing with. Much appreciated, especially at the accommodation venues.

Recommendations:

. Continue making security at the accommodation venues first priority . Continue to ensure age and gender appropriate security volunteers are assertive enough to ask to see accreditation tags and ask questions . Create a policy on whether opposite gender mission staff and coaches should be permitted in gender specific accommodation areas.

Social Program______

o The social program was not well advertised to the contingents. That improved at the accommodation venues throughout the week. o The host tried to find an alternative to a dance, which was appreciated, however the event at Shipyards Park was not well received.

Recommendations:

. Have a printed plan for social activities with locations, dates, times, and explanations ready for the athlete welcome bags

. Continue to provide gathering spaces in the accommodation venues for participants . Try to provide a social gathering area for coaches, separate from their athletes. . Continue to try to provide the gymnasium at the accommodation venues for free play for participants

Transportation at the Games______

o Sheri deserves a gold star. We appreciated being able to call her with transportation concerns o The system worked well after a couple days in o Extremely friendly volunteers! The participants appreciated this. o Riding the bus loops at M2 was helpful

Recommendations:

. To map out the plan for dedicated hockey buses to include pre and post game food service . To continue the system of the drivers calling in to dispatch when they cannot load everyone and people are left standing at the stop . To have a phone number that Chefs can call with transportation emergencies

Website______

o Very well done, all pertinent information there pre, during, and post Games o Links to Facebook, youtube, Flickr, and Twitter were helpful o Updated frequently, well done

Recommendations:

. Continue to ensure sport schedules on the website are the same as those updated in morning meetings . Continue to offer a link to ticket purchase for parents and spectators

Closing Ceremony ______

o Appreciated the casual atmosphere, enabling trading and cultural exchange o Appropriate that we were not sitting for the closing ceremony o Entertainment age appropriate, enjoyed the action photos from throughout the week, and was short and sweet. o Both ceremonies were very athlete centered, which with all the VIPs and protocol to include, can be difficult to do. It was noticed and appreciated. Recommendations:

. Continue to plan the ceremony to be athlete centred, and somewhat casual compared to the opening ceremony.

. Allow the opportunity for athletes to trade clothing during the closing ceremony (no chairs) . Recommend signage for gathering points for contingents after the ceremony is complete. Easier for those departing directly from the ceremony venue.

Send off and Departure ______

o Not applicable to Team Yukon at these Games

Miscellaneous______

o Recycling was very well done at these Games. Presenting this at M2 set the stage for the Games. We recommend 2012 be referred to when future hosts create their Green plans.

Section II Comments and Recommendations Pertaining to your Unit

General Unit Management______

o General management for Team Yukon is charged to Sport Yukon, based on an agreement through the Sport and Recreation Branch of the Yukon Government. The Executive Director of Sport Yukon acted as the Chef de Mission, and a member of the Sport Yukon Games Committee served as the Assistant Chef de Mission. o The Games Committee is responsible for all the decisions regarding Major Games, including the selection of mission staff o Applications for mission staff were accepted from the general public, after public notice, based on a series of criteria. These applications must be endorsed by a Sport Governing Body. We had a varied group of mission staff this year, some with experience, some without, but everyone was well suited to their job, worked well as a team, and enjoyed the experience. The mission staff were selected 5 months prior to the Games, and met once a month, leading to bi-monthly, prior to the Games. o Each of the mission staff were given certain sport responsibilities, and were asked to work closely with, and communicate effectively with, their assigned sport governing bodies, who handle all specifics of the sport trials and team final selection. The mission staff acted as liaisons between the sports and the Chef de Mission throughout the preparation, to ensure that everyone had all the information they required. We tried to put as much information on the website www.sportyukon.com to effectively communicate with everyone. In the future, we will use our Sport Yukon Facebook page to communicate more directly with the athletes, coaches, and mission staff. o At the Games, the Chef de Mission and Assistant Chef attended the 7 a.m. Chef’s meetings and then passed along the appropriate information to the Mission Staff at a meeting immediately following. o The chairperson of our Discipline Committee is the Assistant Chef. This person is ultimately responsible for dealing with any major infractions that occur within Team Yukon, with the help of the Chef de Mission, and the assigned Mission staff. We had very few minor discipline incidents during the week, and no majors during the week. All were dealt with effectively and efficiently with this structure. o Our team handbook and conduct and discipline code are attached

Recommendations:

. Continue to: o Appoint the Assistant Chef as Chair of Discipline o Delegate newsletter responsibilities to mission or contract someone

. Select mission staff earlier, and continue to engage mission staff from outlying communities . Consider taking an athletic therapist or medical liaison to alleviate the massive amount of time mission staff and coaches spend on medical issues . Continue to take a mental trainer with us to the Games, as many of our teams work with one throughout the year. . Contract a professional photographer to take all team pictures and Games action photos. Contract should include timely provision to the newsletter . Send the Chef and Assistant Chef to the Games 3-4 days prior to team arrival, to ensure organization upon arrival . Provide a Games feedback questionnaire for participants to fill out on the transportation back from the Games.

MISSION STAFF – TEAM YUKON AWG 2012

o Tracey Bilsky Chef de Mission o Peter Cassidy Assistant Chef de Mission o Megan Freese o Bill Stonehouse / o Kate Olynyk /Table Tennis o Sunny Patch Culture/Newsletter o Pat Duncan Hockey o Leslie Gomm Indoor Soccer o Jenny Imbeau /Speed skating o Jan Horton Ski and Snowshoe o Linda Stratis Cross Country Skiing/Snowshoe o Tamara Sikorski Dog mushing/ o Anne Copeland Alpine Ski/Snowboard o Cody Wilkinson Arctic/Dene

Intra-team Communication______

Intra-team Communications

o 8 a.m. Mission staff meetings, following the 7 a.m. Chef meetings. From there, mission staff would head out to the teams and coaches with newsletters in hand to distribute, as well as communicate important information learned at the 8 a.m. meeting. Many of our coaches use their personal cell phones at the Games, which is the most common way to contact them. Texting was the most efficient way to communicate.

Recommendations:

o Continue to use the Mission to Coach information chain o Continue to use cell phones for primary communication

o Helpful if host cell phones were pre-programmed with contact numbers of team mission staff members, and key host numbers.

Cultural Delegation Selection______

o The Government of Yukon Arts Branch selects our cultural representatives. The Sport Yukon Executive Director is included in the selection process. There were many varied applicants. This year Team Yukon sent six dancers from Northern Lights Dance Studio.

Recommendations:

. Continue to have the YTG Arts Branch select our cultural representatives. . Find a way for individual artists to be considered as part of an “all star team versus always selecting troupes. . Maintain the emphasis of culture as an integral part of Team Yukon. . Continue to follow the technical package, which has shown improvement in the delivery of cultural programming.

Finance______

o Funding is a combination of monies from the Yukon Territorial Government- Sport and Recreation Branch, Games participant fees and sponsors. The participants were required to pay a Games participation fee of $325.00 for athletes & artists, and $200 for coaches, chaperones, and Mission staff. This fee helps to cover all the costs associated with Team Yukon’s participation in the . Participants were also provided the opportunity to sell tickets in an Arctic Winter Games raffle, which allocated $1.40 for each $2.00 ticket sold to the seller to offset their participation fee. Approximately $25,000 was allocated to participants as a result of ticket sales. Participants in the trials were charged a trials registration fee, which varied from $10 - $30, depending on the sport, and their trial costs.

Recommendations:

. Continue to use the raffle as a means of offsetting the participation cost to the athletes, coaches, chaperones, and mission staff, and ensuring net proceeds can be used for actual team expenses, not only travel, particularly when participating in our home territory. . Recommend to secure additional sponsorships to assist with the costs for the administration and management of Team Yukon

Forms, Publications, Team Booklets/Manuals/Handbooks______

o The forms and publications utilized by Team Yukon included the following, and are accessible on our website at www.sportyukon.com

. Guidelines for Hosting and Conducting Yukon Trials . Team Handbook (Code of Conduct) . Sport Trials Schedule . Sport Schedules . Final Rosters . Newsletters

Insurance______

o Due to participating in our home territory, no additional medical insurance was required.

Recommendations:

. For Games outside of Yukon, continue to purchase extended medical coverage for all members of Team Yukon

Media______

o The Chef de Mission was designated as the media liaison o A member on Mission Staff was assigned the responsibility for the production of all the newsletters, in addition to Twitter feed, Facebook page, and mission for Culture. o all mission staff responsible for sport(s) submitted daily reports for newsletter content. The daily newsletters were provided to all members of Team Yukon, posted on our website, and sent directly to all media in Whitehorse, YT every morning. This was a very helpful supplement to the results posted on the Kimik site, but in future we’ll print less paper and distribute more electronically. o Since the Games were in Yukon, we enjoyed very good coverage from all the media groups.

Recommendations:

. Continue to appoint mission staff members to produce daily newsletters, Facebook and Twitter, but try not assign that mission staff to a sport as well. . Continue to have each mission staff report on their particular sport (s) on a daily basis for newsletter content. . Continue to either contract a photographer, or appoint photographer on mission staff.

Medical Services______

o Team Yukon did not have a medical professional on Mission staff this year. o Chef de Mission acted as medical liaison

Recommendations:

. Appoint one mission staff as the medical liaison, with the responsibility of liaison with host medical volunteers, polyclinic visits, hospital visits, and taping. . Ensure that all procedures to access medical treatment are clearly understood by all parties well in advance of the Games . Ensure that all medical records are on site, or available on the database. . Do not allow athletes to access medical treatment without the presence of coaches, chaperones, or mission staff on their first visit. . Report any participant hospital visits to parents/Guardians . Ensure removal and return to play cases are reported through Kimik directly to the Chef de Mission email, or through calls from host society members.

Sports______

o . Organized well. . Fantastic venue . Dealt with hiccups in venue feeding and certain transportation issues, but all in all were very pleased. o Arctic Sports . This sport has improved greatly since the technical package review! . The only thing missing, was an announcer of some type. It is a difficult sport to follow as a spectator (and sometimes as a participant) if order is not being announced. It would benefit the sport and the enjoyment of the spectators if an announcer was used. o Badminton . Things went well, good venue, good officiating . Suggestions made at the technical meeting

o Basketball . Although Yukon had a very good showing, the Page playoff format was not preferred. . Recommended that all officials be required to obtain a minimal level 2 Officials Certification through CABO . Interest in expanding with a U15 division – to increase growth in the sport o Biathlon . The facility was great, and well organized. Transportation to the venue was quick. . Security of rifles, etc, was very efficient. . Appreciated the on site feeding – preferred boxed lunch o Cross Country Skiing

. The venue is exemplary, and in the hub of the action. Appreciated not driving out of the host city to the venue at these Games. . The volunteers at the venue and in the sport are professionals..this was obvious. . If a reduction in the total number of participants in our sport had to be made, we would prefer to have the Junior skiers dropped before any others . Possibly distances for the relays shortened o Curling . There were complaints about access zones at this venue. Coaches were not permitted to have seats saved for them behind the sheets their players were playing on, athletes from other sports permitted to track snow in areas where it can stick on curling shoes, and spectators having to watch the ulu ceremony through the glass. . Recommend having 2-4 reserved seats for coaches behind their competition sheets . Interest by all contingents in a mixed doubles format – no need to increase participant numbers, gaining popularity internationally and at the Olympic level. Proposal sent to Yukon AWGIC representative o Dene Games . Stunning venue . Well organized by someone who knows her stuff . Final ceremony ran on very long, athletes wanted to go to the planned social events, but stayed at the ceremony out of respect. o Dog Mushing . Very well done by experts . PLEASE allow these athletes to stay together as one sport, all contingents. It only makes sense. . Recommend accommodations next to their dogs. This year was exactly what they needed. . Recommendation from the sport chair to change the team event – the juniors should race with the juniors and the juveniles with the juveniles. If a team has only 2 participants, they should them bump down to the juvenile team event. The distance in the team event should be juveniles 7.5 km and juniors run 10km o Figure Skating . The introduction of show numbers in figure skating was a huge success. We filled the arena with fans, skaters, coaches and officials gave unanimous feedback that they should be included in future games. . The inclusion of a registration room and lounge with food at the rink was also a huge success. It was well utilized by skaters, coaches and officials. The difference in interaction among the skaters, coaches and officials at this games was noticeable and very positive.

. Given that it is unlikely that we will be able to include video replay as part of the officiating, it is recommended that we add an Assistant Technical Specialist to the panel. . Over all we were really pleased with the event and had fantastic feedback from all contingents among skaters, coaches and officials. . For future games it would be nice if we could have officials from the other jurisdictions travel on the planes so that it is financially feasible to include them. o Gymnastics . Recommend that continued thorough checking of previous competition levels need to take place, as gymnasts are competing ineligibly, and it’s frustrating to those who have sent athletes that meet the technical requirements in the technical package. o Hockey . More than one mission staff member is required to cover 51 athletes, on 3 different teams, playing in 2 different venues! . Recommend changing the age limit for females to 18 and Under, to coincide with Hockey Canada’s Midget level (same as the boys) . All teams must be required to bring two sets of jerseys . Continue with dedicated bus transport for hockey . Allow coaches access to equipment outside of the pre and post game window . Great interest in having a 3rd person on the bench – discussed at the sport technical meeting o Indoor Soccer . Competition level continues to increase. . Would like the option of a 2nd person on the bench with the coach for all contingents. Then no issues around chaperons or interpreters posing unfair advantages. . See feedback from technical meetings o Speedskating . Olympic sized ice surface is much safer for participants, if possible. . Suggestion for a mixed contingent relay to increase opportunity to race relays on the last day. . Very well run! o . Excellent venue!! . Standard of competition continues to rise o Snowshoeing . The venue made this sport easier to spectate. . Challenges around all the snowfall, and having to set the course numerous times.

. Coaches from all contingents worked well together. Stating specific equipment needs at M2 allowed for contingents to bring the right stuff at these Games o Table Tennis . The facility and venue operation was well done. . Schedule really needs to be presented earlier, including practice times. o Volleyball . Fantastic venue o Wrestling . In our first time competing in this sport since 2002, we were proud to see Yukoners on the mat . Recommendation at technical meeting to reduce (lighten) the minimum weight one needs to be at to compete at the AWGs . Well organized volunteers. We hope this sparks high school wrestling in Yukon once again

Transportation______

o Funding through the Yukon Government Sport and recreation Branch in-territory travel funding offset travel expenses for those participants from outlying communities

Team Selection Process______

o Once the AWG International Committee announces the sports for the upcoming Games, Sport Yukon distributes the following to the Sport Governing Bodies: . Guidelines for Hosting and Conducting Trials . Team Handbooks, outlining the Conduct and Discipline Codes . Technical Packages . Mission Staff Applications o The individual Sport Governing Bodies are responsible to outline their trial dates, location, and process for the review of the Sport Yukon Games Committee. The 2012 AWG Trials Guidelines document is on www.sportyukon.com. This will include information on athlete selection process, and the appeals process put in place for challenges to selections. o The sport trials occur and the appropriate training squads or teams are named o Sport Yukon Games Committee reviews all of the Mission Staff applications for selection in order to assign them to specific sports in time to attend trials.

Your Team’s Website______

o Leading up to and during the Games, we put as much information as we can on our website at www.sportyukon.com to answer as many questions as possible. This includes linking to the host’s website and the AWGIC website.

o In the future, participants have stated they visit Facebook for information more frequently, so we will use this avenue for information dissemination as well.

Section III

General Comments and Recommendations Related to the Arctic Winter Games International Committee ______

Executive Summary and Recommendations______

o Continue to keep the ceremonies at 1 hour each, with well defined marshalling plans in place to reduce waiting time for participants o Recommend using Gene Batten’s expertise in assisting future hosts and the AWGIC in food provision planning and possibilities o Security in Accommodation units requires either paid staff, or adults with friendly, yet assertive, demeanors. o The increasing amount of sports who are requesting to be housed together in all- contingent rooms is a tribute to what the Arctic Winter Games are about. The list now stands at dog mushers, cultural participants, speed skaters, and curlers o With that said, strongly recommend dog mushers stay together, and in close proximity to their dog teams o Offer on-site lunch grazing at the sport venues for those sports whose schedules allow o Continue to allocate tickets to medal round games/matches to those participating units

Arctic Winter Games International Committee______

o Thank you again for recognizing the mission staff at your AWGIC reception. It is a nice break from the grind and provides a lovely evening where mission teams feel appreciated. Is it possible to obtain the photos from that evening? o It is becoming increasingly difficult for 14 mission staff positions to provide the necessary services and communication to over 350 participants. Enabling for larger mission teams would decrease the stress and fatigue for those individuals covering two sports, or one sport with 5 teams (soccer), and provide an atmosphere for better service and spirits. In addition, with the requirement of newsletters, photographs, medical liaison, we simply need more people. Only accreditation would be needed from the host, the remaining costs could be covered by the unit. o Continue to circulate minutes of the Technical meetings to units o Appreciated the post Games conference call to discuss highlights and areas for consideration

Section IV TEAM YUKON – Unit Involvement Summary

Sport Summary Trials Games Athlete Coach/Chaperone Total M F M F Alpine Skiing 10 3 6 1 1 11 Arctic Sports – Inuit Games 8 7 4 1 1 13 Badminton 19 4 3 1 1 9 Basketball 34 10 10 2 1 23 Biathlon – Ski 8 4 2 1 1 8 Biathlon – Snowshoe 4 4 1 1 1 7 Cross Country Skiing 29 10 12 2 1 25 Culture 14 6 1 7 Curling 13 4 4 1 1 10 Dene Games 30 7 9 1 1 17 Dog Mushing 2 2 2 1 5 Figure Skating 12 8 2 10 Gymnastics 8 4 1 5 Bantam Hockey 22 17 2 19 Midget Hockey 36 17 3 20 Female Hockey 35 17 1 3 21 Snowboarding 9 4 2 1 1 8 Snowshoeing 6 4 3 1 1 9 Juvenile Male Soccer 14 9 1 10 Juvenile Female Soccer 22 9 1 1 11 Junior Male Soccer 13 9 1 10 Junior Female Soccer 15 9 1 10 Intermediate Female Soccer 12 9 1 1 11 Speed Skating 11 5 5 1 1 12 Table Tennis 12 4 4 1 1 10 Volleyball 42 10 10 1 1 22 Wrestling 5 3 3 1 1 8 Totals 445 135 142 29 26 332 Team Yukon Full roster available at http://www.sportyukon.com/Documents/YT Final Rosters Final Rosters 1.pdf

Participation Summary Trials Games

Athletes 445 277 Coaches/Chaperones 55 55 Mission Staff 14 14 Sport Officials Communities Involved 9 9 Aboriginal Athletes Involved 101

2012 Arctic Winter Games Team Yukon - Results

Sport Gold Silver Bronze Total Alpine Skiing - 1 1 2 Arctic Sports – Inuit Games 5 7 1 13 Badminton - 1 2 3 Basketball 2 - - 2 Biathlon – Ski 1 3 2 6 Biathlon – Snowshoe 4 1 2 7 Cross Country Skiing 2 - 2 4 Culture - - - - Curling 1 1 - 2 Dene Games 5 3 1 9 Dog Mushing 4 - 1 5 Figure Skating 3 2 1 6 Gymnastics 1 2 2 5 Bantam Hockey - - - - Midget Hockey 1 - - 1 Female Hockey - - 1 1 Snowboarding 6 6 4 16 Snowshoeing 5 5 4 14 Juvenile Male Soccer - - - - Juvenile Female Soccer - 1 - 1 Junior Male Soccer - - 1 1 Junior Female Soccer 1 - - 1 Intermediate Female Soccer - 1 - 1 Speed Skating 3 11 1 15 Table Tennis - - 2 2 Volleyball 1 1 - 2 Wrestling 1 1 1 3 Totals 46 47 29 122

2010 ARCTIC WINTER GAMES

SUMMARY OF REVENUE AND EXPENDITURES TEAM YUKON

Summary of Revenue and Expenditures (Games and Trials)

REVENUE EXPENDITURES

Federal Contribution - Travel $ 0 Transportation $ 0

YTG – Sport & Recreation $ 150,000 Accommodations/Meals $ 6,464 Branch Contract - $150,000

Sponsors $ 6428.57 Clothing and $ 160,707.69 Accessories

Participant Contribution $ 107,005.97 Facility $ 5,000 Rental/Receptions Games - $100,900 Pep-Rally $ 4,500 Trials - $6,105.97 Mission expenses $ 6,380

Sales $ 30,739.76 Sport Officials $ 0 Raffle - $30,739.76

Other Administration $ 136,000 Sale of clothing,pins $ 1,209 Other Raffle - $ 24,304.35 Photography,etc $ 13,575.00

Total $ 295,373.30 Total $ 280,980.14

2012 Arctic Winter Games

TEAM YUKON HANDBOOK

Whitehorse, Yukon

March 4-10, 2012

TABLE OF CONTENTS

INTRODUCTION 2

ABOUT THE ARCTIC WINTER GAMES 3

ELIGIBILITY FOR TEAM YUKON 5

INSURANCE AND LIABILITY 6

ROLES AND RESPONSIBILITIES – ORGANIZATIONS 7

ROLES AND RESPONSIBILITIES – TEAM MEMBERS 9

TEAM YUKON ADMINISTRATION 14 Participation Fees 14 Travel Costs 14 Room & Meals 14 Competition Dress 14 Walk out Uniform 14 Dress Code 14 Curfew 15 Cell Phones 15 Media 15

TEAM YUKON CODE OF CONDUCT 18 Appendix A: Team Yukon Infraction Report 25 Appendix B: Team Yukon Disciplinary Decision Report 26 Appendix C: Team Yukon Request for Appeal of a Disciplinary Decision 27 Appendix D: Team Yukon Appeals Committee Decision Report 28

ATHLETE AND PARENT/GUARDIAN AGREEMENT 29

COACH/MANAGER/SUPPORT STAFF/MISSION STAFF AGREEMENT 30

INTRODUCTION

Welcome to Team Yukon! Every member of Team Yukon is entitled to receive the benefits and privileges that come with being chosen to represent and support Team Yukon at the 2012 Arctic Winter Games. At the same time, each member is also expected to fulfil certain responsibilities and obligations. This handbook outlines the roles, responsibilities and obligations of all Team Yukon members, including athletes, coaches, managers, support staff and mission staff. All Team Yukon members are expected to become familiar with their responsibilities and obligations as laid out in this handbook.

This handbook also contains Team Yukon's Conduct and Discipline Code (refer to the coloured section). This code identifies the standard of behaviour, which is expected of all Team Yukon members. Participants who fail to meet this standard run the risk of losing the many privileges that come with being a member of Team Yukon, including the opportunity to compete and/or participate in the future. All members of Team Yukon are urged to read this Code carefully.

2 ABOUT THE ARCTIC WINTER GAMES

What are they? The Arctic Winter Games is the world’s largest northern multi-sport and culture event. The Games combine athletic competition, cultural exchange and social interaction between northern contingents.

When are they held? The Games are held every two years, hosted by the northern contingents on a rotational basis.

When did the Arctic Winter Games begin? The first Arctic Winter Games were held in Yellowknife, NWT in 1970 with the three contingents coming from Yukon, NWT, and Alaska.

How were the Arctic Winter Games started? The idea for a northern Games originated from Cal Miller and Stuart Hodgson in 1967, after supporting northern athletes at the first Canada Winter Games. Commissioner James Smith (Yukon), Commissioner Stuart Hodgson () and Governor Walter Hickel (Alaska) began the Arctic Winter Games in 1969. All three men were concerned about the lack of competition that our northern athletes and coaches had access to and the fact they were frequently exposed to lopsided scores when they participated in the Canada Games and other national events in the south

Who participates in the Arctic Winter Games? These Games include participation from Alaska, Yukon, Northwest Territories, Northern , , Quebec, Yamal Russia, and the Sami people from Scandinavia. The Games are a venue where developing athletes from across the north meet to enhance their athletic skills and to share their respective cultures.

Who runs the Games? The Arctic Winter Games International Committee governs the Games. This council is responsible for establishing the competitive categories and technical requirements for the Games. The host municipality establishes a Host Society, consisting of community volunteers who are responsible for planning, fundraising, marketing, organizing, and staging the Games.

What are the Guiding Principles and Values of the Games?  To bring together young athletes to participate in friendly competition and to share cultural values from countries and regions across the North.  Promote the development and benefits of sport and circumpolar cultures.  Develop young athletes  Promote skill development, self-confidence and self-esteem in the athlete  Promotion of cultural understanding and harmony  Provide motivation for young athletes to develop active and healthy lifestyles and to make choices that could lead to the pursuit of personal excellence and provide the opportunity for participants to develop socially and culturally. 3 ABOUT THE ARCTIC WINTER GAMES  Provide an inspiration and motivation for coach, official, and volunteer development  Provide a major vehicle for community development and volunteer involvement

What awards can be won at the Arctic Winter Games? In addition to gold, silver and bronze medals won by the athletes, there is a special presentation of the Hodgson Trophy to the contingent whose athletes best exemplify the ideals of fair play and team spirit. Individual Fair play pins are also dispersed throughout the Games to those athletes whose efforts in fair play are noticed.

When are the Games held? The Arctic Winter Games will be held March 4-10, 2012.

Where will the Games be held? The Games will be hosted in Whitehorse, Yukon.

2012 Arctic Winter Sports

Alpine Ski Figure Skating Arctic Sport Gymnastics Badminton Hockey Basketball Indoor Soccer Biathlon Ski Snowboarding Biathlon Snowshoe Snowshoeing Cross Country Ski Speed Skating Culture Table Tennis Curling Volleyball Dene Games Wrestling Dog Mushing

4 ELIGIBILITY FOR TEAM YUKON a) ATHLETES/ARTISTS

Citizenship: Must be a Canadian citizen or landed immigrant.

Residency: Must reside in Yukon for at least six (6) consecutive months prior to the opening day of the Games. For the 2012 Arctic Winter Games, the effective date is September 6, 2011.

Students: Students attending an institution outside of the Yukon must also comply with all eligibility requirements prior to the start of the school year, and must maintain their principle residence in Yukon.

Age: Must be at least nine years of age as of the opening day of the Games (March 4, 2012).

Competitor: Must not have been a member of a national team in the sport in which she/he is competing, nor competed in, nor have been selected for an international competition as a representative of her/his country in the sport within one year of the opening date of the Games. (Sports without a National Sport Governing Body are exempt from this rule).

Trials: Must be active members in good standing with both Sport Yukon and their respective Yukon Sport Governing Body, if one exists. Athletes can participate in only one sport at the Games with the selection being determined by the Trials. Athlete attendance at the trials in mandatory. Exceptions to this rule will be permitted only upon review and approval by a sub-committee of the Sport Yukon Games Committee. Exemptions may be granted for the following reasons: injury, illness, Yukon school program commitments and special family circumstance. In order for the application for exemption to be considered, it must be submitted to Sport Yukon 48 hours prior to the start of the specific sport trial. Where there are special situations making attendance impossible, which could not have been anticipated, these will be considered individually by the sub- committee. Application forms are available at Sport Yukon.

Once selected to a final team roster in a sport, an athlete will not be allowed to participate in further trials as an official competitor. Vacant spots on any team cannot be filled after the Trials unless the vacancy jeopardises team competition within the sport, such as in relays or team sports.

5 ELIGIBILITY FOR TEAM YUKON

If a participant is interested in trying out for two different sports, and those sports are having their specific sport trials at the same time, the participant must choose between the two sports. Consecutive trial dates and times are not grounds for trials exemption.

Post trials: Following selection to Team Yukon, an athlete must commit to and follow a training program acceptable to their coach and they Yukon Sport Governing Body. They must also adhere to all rules and regulations for team members in the Team Yukon Handbook.

All athlete 18 years or older are required to undergo an RCMP criminal records check and submit the results to Sport Yukon. Results of checks completed one year from the start of the Games are considered valid. The date for the 2012 AWG is March 4, 2011.

Pre-Games: Must be active members in good standing with their respective Yukon Sport Governing Body and be willing to adhere to the terms and conditions of the athlete agreement. Athletes can participate in only one sport per phase of the Games. Athletes must dedicate themselves to a training program that is endorsed by the Yukon Sport Governing Body and approved by the Games Committee.

b) COACHES

Must be certified Level I in the National Coaching Certification Program in the sport in which they will coach. Coaches of Arctic Sports, Dene Games, Dog Mushing and Snowshoeing are the only exceptions to the above and require only NCCP Level 1 Theory or Introduction to Competition Part A in the National Coaching Certification Program. All coaches must have completed the Yukon on-line Respect in Sport Program. They must also be: • a member in good standing with the Yukon Sport Governing Body that they represent, be eligible to participate; • not be under any form of suspension by any Territorial, Provincial or National Sport Governing Body, or Sport Yukon; • be willing to adhere to the terms of the Coaches/Managers/Support Staff Agreement. Coaches must be prepared to accept the duties that accompany the position of a coach of Team Yukon athletes; • be 18 years or older. Exceptional circumstances will be considered; • undergo an RCMP criminal records check and submit the results to Sport Yukon. Results of checks completed one year from the start of the Games are considered valid. The date for the 2012 AWG is March 4, 2011.

6 ELIGIBILITY FOR TEAM YUKON c) CHAPERONS

Must be in good standing with the Yukon Sport Governing Body that they represent, not be under any form of suspension by their Territorial or National Sport Governing Body, and be willing to adhere to the terms of the Coach/Chaperon/Mission Staff Participation Agreement. Chaperons must be prepared to accept the duties that accompany a chaperon of Team Yukon and are encouraged to acquire NCCP Level I Theory/Introduction to Competition Part A, prior to the Games. All chaperones are required to undergo an RCMP criminal records check and submit the results to Sport Yukon. Results of checks completed one year from the start of the Games are considered valid. The date for the 2012 AWG is March 4, 2011. ______

TEAM MEMBER SELECTION

a) PROCESS FOR SELECTION

The objective of the selection process is to offer a fair opportunity for every eligible Yukoner to compete for a position on Team Yukon.

The selection criteria will be clearly stated and the process of selection will be recommended by the Sport Governing body and approved by Sport Yukon. Each Trial shall be designed and conducted with the goals of 1. Encouraging maximum participation, 2. Encouraging hosting of trials by different communities, and 3. Providing a fair mechanism to evaluate the candidates.

b) APPROPRIATE ATTITUDE AND BEHAVIOR

Sport Yukon is strongly committed to providing a safe, harassment free environment where all team members are treated with respect so the experience is conducive to maximal enjoyment for all. Attitude and behavioural characteristics clearly impact on this and as a result will be criteria considered in team member selection.

Attitude and behavioural characteristics may be measured by the following criteria: • willingness to take instruction and direction • leadership qualities demonstrated • ability to handle criticism and handle mistakes • respect exhibited by the person towards other team members, coaches, chaperons, officials, spectators, opponents and others.

7 ELIGIBILITY FOR TEAM YUKON

c) REPLACEMENT OF TEAM MEMBERS

Alternates are to be named when final team rosters are submitted to Sport Yukon, so that if an athlete has be replaced there will be people prepared to step in. In many cases, these alternates have already been training with their team. If there were no alternates named at the Trials and one is required, the replacement must be selected from the Trials participants. If there were not enough Trial participants to name an alternate, one can be recruited based on normal eligibility criteria.

The acceptable reasons for replacing an athlete or any other team member following their selection to the team are: • voluntary resignation • inability to participate due to injury or illness • unwillingness or inability to train • unacceptable attitude, behavior or conduct

In the case of voluntary resignation or inability of an athlete to participate due to illness, the coach and the athlete will advise the Chef de Mission, and then the first alternate will be notified and offered the opportunity.

In the case of unwillingness or inability of an athlete to train, the coach, Chef de Mission and President of the Sport Governing Body, will review the situation and make the decision. The assumption is that the coach has established a training program and advised the athlete of his/her expectations immediately following the Trials and the athlete had accepted this.

In the case of unacceptable attitude, behavior or conduct of an athlete, the coach, Chef de Mission and President of the Sport Governing Body will review the situation and make the decision.

d) PROCESS FOR APPEAL

Appeals of decisions of initial team member selection shall be dealt with by the Sport Governing Body. The Sport Yukon Games Committee shall deal with appeals of decisions of replacement of team members.

8 INSURANCE AND LIABILITY a) GENERAL

Participants enter the Arctic Winter Games program entirely at their own risk and it is understood that the Host Society, Sport Yukon, Yukon Sport Governing Bodies, the Arctic Winter Games International Committee, the Government of Yukon, and their respective directors, officers, employees, volunteers and agents will not be held responsible for injury, loss or damage sustained during pre-games training, travel to and from the Games, and at the Games. Nor will these organizations assume responsibility neither for loss of wages, nor for medical, dental or hospital care for participants as a result of participation in the Games.

Each participant, whether an athlete, coach, chaperone or mission staff will be required to abide by the Conduct and Discipline Code. b) MEDICAL

Members of Team Yukon are covered by the Yukon Health Care Insurance Plan to the extent of the Plan.

9 ROLES AND RESPONSIBILITIES - ORGANIZATIONS a) GOVERNMENT OF YUKON SPORT AND RECREATION BRANCH

The Sport and Recreation Branch’s role and responsibilities include:

 making every effort to promote a safe, harassment free environment where all team members are treated with respect, so that the experience is positive and memorable for all;  acting as the guardian and interpreter of the general philosophy, policies and rules for Team Yukon;  appointing the Chef de Mission and Assistant Chef de Mission;  monitoring the day to day work of the Chef de Mission;  in consultation with Sport Yukon's Games Committee, reviewing and establishing Team Yukon's Games policy, including the Code of Conduct;  interacting with and disseminating information to Yukon Sport Governing Bodies;  reviewing and approving the training programs of participating sport governing bodies;  make recommendations concerning each sport's participation;  being a custodian of Team Yukon's Western Canada Summer Games emblems and logos;  entering into an agreement with Sport Yukon to assist with the administration and management of Team Yukon;  delegating appropriate responsibilities to Sport Yukon; and  providing a member to Sport Yukon's Games Committee. b) SPORT YUKON GAMES COMMITTEE

Sport Yukon Games Committee’s role and responsibilities include:

 making every effort to promote a safe, harassment free environment where all team members are treated with respect, so that the experience is positive and memorable for all;  in consultation with Government of Yukon's Sport and Recreation Branch, reviewing and establishing Team Yukon's Games policy, including the Code of Conduct;  monitoring the implementation of the Team Yukon Code of Conduct;  approving mission staff;  supporting and advising the Chef de Mission; and  approving all logos, pins and uniforms for Team Yukon.

10 ROLES AND RESPONSIBILITIES - ORGANIZATIONS c) YUKON SPORT GOVERNING BODIES

Yukon Sport Governing Bodies’ roles and responsibilities include:

 making every effort to promote a safe, harassment-free environment where all team members are treated with respect, so that the experience is positive and memorable for all;  selecting coaches, managers and support staff for their sport;  endorsing nominations of individuals for mission staff;  approving talent identification prior to the Games;  developing and approving selection criteria and training programs;  monitoring training programs;  disseminating information to members of Team Yukon;  attending meetings with YTG Sport and Recreation Branch where requested; and  ensuring that all members of Team Yukon are familiar with and follow the Conduct and Discipline Code.

11 ROLES & RESPONSIBILITIES – TEAM MEMBERS a) CHEF DE MISSION

The Chef de Mission receives direction from the Government of Yukon, Sport and Recreation Branch and collaborates with Sport Yukon’s Games Committee on all issues relating to the games.

BEFORE THE GAMES

The Chef de Mission is responsible for the preparation of Team Yukon, including:

 making every effort to promote a safe, harassment-free environment where team members are treated with respect so the Games experience is positive and memorable for all;  providing input on technical packages;  providing Host Societies with intentions to participate in what sports;  providing input on sport selection and all requirements;  initiation and recommendation of applications for mission staff;  selecting athletes for all official functions, Opening and Closing Ceremonies;  arranging transportation to and from the Games;  holding of regular information meetings with coaches, managers, support staff and mission staff;  appoint a chair for the Discipline Committee;  management of all mission staff and core mission team; and  attendance at Chef de Mission meetings prior to the games.

AT THE GAMES

The Chef de Mission provides leadership and oversees all team administration and logistical support.

Specific duties include, and are not limited to:

 being responsible for addressing problems and concerns related to Team Yukon members and enforcing Team Yukon's Conduct and Discipline Code, as required;  attendance of daily Chef de Mission meetings;  being spokesperson for Team Yukon with media, the Host Society and any sport protests; and  being Team Yukon's representative at all ceremonial functions during the Games.

AFTER THE GAMES

The Chef de Mission will submit a final report to the Sport and Recreation Branch, YG, with input from Team Yukon members.

12 ROLES & RESPONSIBILITIES – TEAM MEMBERS b) ASSISTANT CHEF DE MISSION

The Assistant Chef de Mission reports to and receives direction from the Chef de Mission.

BEFORE THE GAMES

 making every effort to promote a safe, harassment free environment where all team members are treated with respect so the experience is positive and memorable for all;  assist with all aspects of Team Administration; and  any other duties as assigned by the Chef de Mission.

AT THE GAMES

The Assistant Chef de Mission will assist the Chef de Mission with leadership and all team administration and logistical support.

One key role is to assist with the implementation of Team Yukon's Conduct and Discipline Code, and in most cases be assigned as the Chair of the Discipline Committee. He/she will report any incidents of harassment to the Chef de Mission.

AFTER THE GAMES

The Assistant Chef de Mission will assist with the preparation of the final report, as well as, with other tasks assigned by the Chef de Mission. c) MISSION STAFF

Mission staff will report directly to the Chef de Mission, and Assistant Chef de Mission and will assist with specific duties as outlined below in accordance with the needs of the team.

BEFORE THE GAMES

Each mission staff member is assigned a specific sport(s) and responsibilities will include:

 making every effort to promote a safe, harassment-free environment where team members are treated with respect so the Games experience is positive and memorable for all;  initiating contact with their assigned Yukon Sport Governing Body, coaches, managers and support staff as soon as they are confirmed to outline the role of mission staff and identifying areas where these individuals can expect assistance, before and during the Games;

13 ROLES & RESPONSIBILITIES – TEAM MEMBERS

 familiarizing themselves with their assigned sport and its technical package;  act as the main communication link for the coaches, managers and support staff of their assigned sport(s);  ensuring coaches, managers, support staff and athletes are familiar with the Team Yukon Handbook, including the Team Yukon Conduct and Discipline Code;  attending all meetings called by the Chef de Mission and coaches; and  completing other duties as assigned by the Chef de Mission.

AT THE GAMES

The mission staff will keep the Chef de Mission up to date and will assist in the following areas:

 reporting any incidents of harassment to the Chef de Mission and Assistant Chef de Mission  assisting with athlete accreditation and accommodation arrangements;  working regular shifts at the unit mission desk as assigned by the Chef de Mission;  assistance in organizing of Team Yukon for Opening & Closing Ceremonies and all official functions;  endeavouring to attend as many competitions as possible of assigned sport(s);  providing information and assisting in the development of team newsletters;  keep coaches, managers and support staff up to date on all pertinent Games information;  may be required to assist in transporting athletes, equipment and bag lunches when the central transportation system cannot meet these needs;  monitor medical emergencies and provide updates/information to coaches, managers, support staff, mission staff and Chef de Mission;  assist coaches, managers, support staff and athletes with any problems that arise or when games services fail to meet their needs;  assist participants in meeting requests from the media at appropriate times and locations, all interviews must be approved by the Head Coach and Chef de Mission and should take place at the conclusion of a competitive event;  assist with the departures and ensure that all team members are aware of schedules and procedures also ensuring that accommodation and venue sites are left clean and organized. (If damage is observed, it must be documented and reported to the Chef de Mission who will in turn inform the Host Society);  ensure that they are familiar with the Code of Conduct and their responsibilities with in;  be prepared, if approached to act as an athlete’s advocate; and  completing other duties that may be assigned by the Chef de Mission;

14 ROLES & RESPONSIBILITIES – TEAM MEMBERS

Sport Protests:

Mission staff must be familiar with their assigned sport's "field of play" protest procedure as well as understand the procedure for protests that are beyond the “field of play”. All protests must be approved and signed by the Chef de Mission or designate prior to being submitted to the Games Jury.

Attend, with the Chef de Mission, if required, any Games Jury meetings regarding protests or disciplinary action in designated sport(s).

AFTER THE GAMES

Mission staff will be required to submit a report to the Chef de Mission within one month from the end of the Games. A format will be provided for this report. d) COACHES / CHAPERONS

Coaches’ and Chaperons’ roles and responsibilities include:

 make every effort to promote a safe, harassment free environment where all team members are treated with respect, so that the experience is positive and memorable for all;  be responsible for their athletes throughout the Games and ensure that all of their athletes are aware of and understand the Team Yukon Conduct and Discipline Code;  abide by and enforce Team Yukon's Dress Code;  agree to and sign the Coaches/Managers/Support Staff/Mission Staff Agreement;  the Head Coach is responsible for administering discipline for minor infractions;  report all incidents of harassment to mission staff;  Coach, manage and support in a fair and sportsmanlike manner;  be responsible for competitors preparation, performance and conduct prior to, during and after the Games;  assist in administration of the team including registration, uniform allocation, finances and transportation;  assist mission staff and the Host Society with accreditation and accommodation procedures; and  must reside in the dorms with their athletes throughout the Games.

15 ROLES & RESPONSIBILITIES – TEAM MEMBERS e) ATHLETES

Athletes’ roles and responsibilities include:

 make every effort to promote a safe, harassment free environment where all team members are treated with respect, so that the experience is positive and memorable for all;  familiarize themselves with and abide by Team Yukon's Conduct and Discipline Code;  sign a contract/agreement which states an understanding of, and agreement to the Conduct and Discipline Code;  inform coaches, mission staff or managers of concerns or problems at the Games;  abide by Team Yukon's Dress Code;  report any incidents of harassment to coaches, managers or mission staff;  participate fully in training prior to the Games;  compete to the best of their ability, in a fair and sportsmanlike manner;  attend all Team Yukon functions and ceremonies prior to, during and after the Games; and  reside in the athletes village throughout the Games.

16 TEAM YUKON ADMINISTRATION a) Participation Fees:

Participation fees are to be submitted to Sport Yukon. These fees are established by the Games Committee prior to each Western Canada Summer Games. • $325 for athletes • $200 for coaches, chaperons, and mission staff. b) Travel Costs:

Travel is subsidized with funding from Lotteries Yukon and the Yukon Government. c) Rooms & Meals:

Athletes, coaches, and chaperons will reside in the athletes’ village, where meals and accommodations are provided by the Host Society at no cost to the participants. d) Competition Dress

The acquisition and cost of competition uniforms are the responsibility of the athletes and/or their respective Yukon Sport Governing Body. Design and colour of competition uniforms must be approved by the Chef de Mission prior to acquisition. e) Walk out Uniform

The Sport and Recreation Branch and Sport Yukon take pride in providing the Yukon team with an extensive clothing package designed to identify the participants as members of Team Yukon.

In return for their selection as official members of Team Yukon, participants shall agree to comply with the dress code on the occasions as described within.

Participants are required to sign a Clothing Agreement, before receiving their uniform. e) Dress Code

It is essential that team members dress respectfully and appropriately at all times during the Games. Items of clothing that promote the use of drugs or alcohol are prohibited. Please also be aware that wearing clothing from sponsors that are not officially a part of the 2012 Arctic Winter Games is not recommended and can be seen as “ambush marketing” in some cases, so please refrain from bringing those items. For these Games, this includes your red 2012 AWG Trial t-shirts. Please do not wear these as uniform during the Games.

We want to respect the sponsors that have contributed to the success of these Games.

17 TEAM YUKON ADMINISTRATION

• PEP RALLY

- outfit to be determined. Your mission staff member will notify you of what to wear.

• OPENING CEREMONIES

- outfit to be determined. Your mission staff member will notify you of what to wear.

• MEDAL CEREMONIES / PRESS CONFERENCES

Indoor Venue – Hoodie and sweatpants

Outdoor Venue – Outdoor jacket and ski pants

Competition dress may also be worn

Please understand that the dress code is subject to change prior to the Games

Uniform exchanges with other contingents are allowed following final competitions and prior to the Closing Ceremony. f) Curfew

Quiet time in all venues is 11:00 p.m. Curfew is 12:00 a.m. Coaches and managers have the right to impose earlier deadlines. g) Cell Phones

All phones are to be turned off at 11:00 p.m. every evening in the athlete’s residence. h) Media

Throughout the course of the Games you may be asked to talk with the media. In some cases this will be arranged through the mission staff, coach or manager. If not please make them aware of the request.

The media are looking for the best possible story. They are not only concerned with the winners, they are looking for intriguing stories about interesting people, controversial situations, and special angles. If you present yourself and your team

18 TEAM YUKON ADMINISTRATION in a positive manner, it will bring good publicity to you, your team, and your sport. Here are some tips to help you prepare!

• BE PREPARED – Spend some time thinking of which questions you may be asked before, during, and after the competition. Think about some stories or issues that may arise and how to deal with them if asked for an interview. If you are unsure why you are being interviewed, ask the interviewer before he or she starts.

• ANTICIPATE THE QUESTIONS – Questions asked in an interview should not be a big mystery. You can anticipate most of them and have your answers ready.

• LISTEN TO THE QUESTION – Many of the questions asked are not really questions. Any questions that start with “do you think” or “isn’t it true that” are not as tough as they sound. You can answer the questions briefly and then move on to your message, no matter what the question. If you get a question like, “What was good and bad about the Games”, answer the part you want to answer and ignore the other part unless you are asked again.

• GIVE YOUR POSITION – Do not allow interviewers to put words in your mouth. If you have a position on an issue, state it clearly. If they try to get you to change your position, keep coming back to your message. It is also a good idea to think of different ways to deliver your message.

• STAY IN CONTROL – There is nothing to fear in an interview. You are in control. No one can make you say anything that you don’t want to and you only have to offer as much as you want.

• BE POSITIVE – No one likes someone who is complaining about things, such as the way that you think things were organized. No matter how you feel, think of something positive to say in every situation.

• SIGHT BITES – Someone who makes an embarrassing or inflammatory gesture or remark is liable to become a sight bite. The cameras and microphones are always on, and you do not want to do or say something that could embarrass you or your team.

• DIFFICULT SITUATIONS – If you run into a difficult situation, saying nothing is the worst thing that you can do. It gives the journalist the opportunity to assume the worst and write whatever they want. Whether you get your message across on a written statement, press conference, or in an interview, know your message, deliver it, and then move on. If you don’t, the difficult situation could become worse.

19 TEAM YUKON ADMINISTRATION • BE BRIEF – Answers should be short, to the point, and colorful. Long answers are boring, difficult to follow, and you may offer the media more information that you want to.

• THINGS TO AVOID – Avoid dating your responses with words like tonight, tomorrow, and today. Try not to say “yes” or “no”. Don’t use slang or swear words or say “um”, “you know”, or “like”.

• INVENTORY OF STORIES – If you or your team wins a medal, then you can predict which questions you will be asked. There are many other issues and stories that will come up which you can relate to and have many great quotes ready.

20 CONDUCT AND DISCIPLINE CODE

Application of the Code

This Code applies to all members of Team Yukon, which includes but is not limited to all participating athletes, coaches, managers, support staff and mission staff. This Code applies to conduct of such members at Arctic Winter Games activities and events.

Team Yukon’s Code of Conduct

All members of Team Yukon are expected to: • Act as ambassadors for their local sports clubs, their Territorial Sport Governing Bodies (“SGB’s”) and the Yukon Territory; • Participate in the Western Canada Summer Games in the spirit of fair play, co- operation and respect for others at all times; • Respect the rules of their sport, Team Yukon, the Western Canada Summer Games and the Host Society; • Perform to their best ability in every competition and accept with pride the result their effort brings; • Respect their opponents and the directions and decisions of competition and other officials; • Be gracious in victory and defeat; • Respect the rights of the residents of the Host communities and members from other provinces and territories; • Regard participation in the Western Canada Summer Games as a privilege and wear the colours of Team Yukon with pride; and • Conduct themselves in a manner that supports and enhances a safe environment, free from harassment and discrimination, for all members and Games participants.

All Members of Team Yukon will: • Abide by the established curfew (all athletes, coaches, managers and support staff who are anywhere in the residence are to be quiet after an established time; all athletes, coaches, managers and support staff are to be in residence in their assigned room, in bed, with the lights out and quiet by an established curfew); • Reside in the Athletes’ Village for the full duration of the Games; • Wear the appropriate Team Uniform pieces as indicated by our team dress code; • Respect the Clean Air policy and ban on smoking at Games venues and facilities; • Obey all federal laws, provincial and territorial laws of the Host province/territory and municipal by-laws, on alcohol consumption and illegal substance (drug) and tobacco use; • If under the age of 18, be accompanied by another Team Yukon member after 9:00 p.m. when not in residence or competition; and • Be punctual for all Team Yukon functions and activities.

All Members of Team Yukon will not: • Verbally or physically abuse other members of Team Yukon or participants in the Western Canada Summer Games;

21 CONDUCT AND DISCIPLINE CODE • Show disrespect to officials, including the use of foul language and obscene or offensive gestures; • Breach any of the rules of their sport, Team Yukon, the Western Canada Summer Games or the Host Society; • Abuse, damage or destroy facilities or equipment; • Fail to comply with rulings by officials, coaches, managers, or any other person in a position of authority or responsibility; • Bet or take part in illegal gambling; • Participate in any physical or verbal actions directed at any other Team Yukon member or Games participant which will impact negatively on their ability to enjoy the experience of the Games; and • Indulge in any other unreasonable conduct which brings Team Yukon into disrepute, including but not limited to, activities which disturb or disrupt the peace, infractions of municipal, territorial, provincial or federal laws, the abusive use of alcohol, the non- medical use of drugs, tobacco, or the use of alcohol by minors.

Types of Infractions

Breaches of this Code of Conduct are divided into two types: minor infractions and major infractions. Minor infractions by athletes are dealt with informally by the Head Coach. Minor infractions involving coaches, managers, support staff and mission staff, as well as Major infractions involving any member of Team Yukon, are dealt with more formally by the Team Yukon Discipline Committee.

Minor infractions include, but are not limited to: • Single instances of disrespectful behaviour; • Single instances of unsportsmanlike behaviour such as arguing; • Being late, or absent from, Team Yukon activities or functions; • Failing to follow the dress code ; • Use of tobacco products by minors (under 19 years of age); • Use of tobacco products by adults within the Athletes’ Village, at official Team Yukon activities or functions, or competition sites; • A minor disturbance or disruption after quiet time in the Athletes’ Village; and • Other similar infractions of minor severity.

Major Infractions include, but are not limited to: • Repeated minor infractions; • Unsportsmanlike conduct such as fighting; • Major disruptions after quiet time and curfew; • Use of alcohol by a minor at any time;

22 CONDUCT AND DISCIPLINE CODE

• Use of alcohol by an adult within the Athletes’ Village, or being under the influence of alcohol while performing official duties as a member of Team Yukon; • Intoxication at any time; • Pranks, jokes, or other activities which endanger the safety of others; • Possession or use of illegal drugs; • An anti-doping rule violation under the Canadian Anti-Doping Program; • Failure of coaches to enforce discipline for minor infractions; and • Other similar infractions of major severity.

Disciplinary Sanctions

The following are examples of disciplinary sanctions that may be applied, singly or in combination, by a Head Coach or a Discipline Committee. Other sanctions may be applied depending on the circumstances. These sanctions are listed generally in order of severity:

a) Impose an earlier curfew; b) Issue a verbal reprimand or warning to the member; c) Issue a written reprimand or warning to be filed in the mission office where relevant; d) Require the member to make a verbal apology to the Host Society, his or her team mates, his or her coaches, or such other parties as are appropriate; e) Require the member to hand deliver a written apology to such parties as are appropriate; f) Confinement to residence or the Athletes’ Village for a specified period of time; g) Require the member to do voluntary team service for his or her team or SGB where his or her team or SGB are in agreement with this sanction; h) Removal of Team Yukon uniform; i) Suspend the member from the Western Canada Summer Games non- competition events such as the Opening and Closing Ceremonies; j) Expel the member from the Western Canada Summer Games after the completion of his or her competition; k) Suspend the member from his or her sports competition; l) Expel the member from the Western Canada Summer Games before completion of his or her competition; m) Send the member home at his or her own cost following expulsion from the Western Canada Summer Games either before or after the member’s competition; and n) Prohibit the member from participating for Team Yukon at any future major games.

23 CONDUCT AND DISCIPLINE CODE In applying sanctions, the Head Coach and Disciplinary Committee may have regard to the following aggravating or mitigating circumstances:

• The nature and severity of the infraction; • Whether the infraction is the member’s first offence or a repeat offence; • The member’s acknowledgement of responsibility; • The member’s extent of remorse; • The age, maturity or experience of the member; and • The member’s prospects for rehabilitation.

In addition to the provisions of this Policy, officials of Team Yukon may contact local police concerning the behaviour of any Team Yukon member, if appropriate to do so. Also, a member may be subject to further disciplinary procedures by their SGB or NSO, in addition to the disciplinary procedures set out in this Policy.

Roles and Responsibilities

Head Coach The Head Coach is responsible for discipline for all minor infractions by athletes. The Head Coach will keep a written record of all minor infractions using report form Appendix A & B in case there are repeated incidents that would warrant consideration as a major infraction.

Discipline Committee The Disciplinary Committee is responsible for discipline for minor infractions by coaches, managers, support staff and mission staff and for all major infractions. The Discipline Committee is made up of three (3) individuals, one appointed by the Chef de Mission to serve as Chair, and two others appointed by the Chair. Members of the Discipline Committee will be free from bias or conflict of interest. Should any member of the Discipline Committee believe that he or she cannot act with impartiality, the Committee Chair will appoint another individual. In case of the Committee Chair the Chef de Mission will appoint a new Committee Chair.

In cases where several individuals may be the subject of a disciplinary hearing, the Committee Chair may choose to deal with the individuals as a group or individually as he or she sees fit. Also, depending on the circumstances the Committee Chair may delegate to another member of mission staff his or her authority and responsibilities under this Code.

Member Advocates A member who is the subject of a Disciplinary Committee hearing and/or an Appeal Committee hearing, has the right to be assisted by an Advocate of their choice or as provided by Team Yukon. The role of the Advocate is to inform the member about his/her rights, to provide support and, if requested, to participate with the member at the

24 CONDUCT AND DISCIPLINE CODE scheduled disciplinary hearing. Hearings will not be postponed or rescheduled to accommodate the Advocate.

25 CONDUCT AND DISCIPLINE CODE

Discipline Procedures

Minor Infractions All minor infractions will be reported to the Head Coach. The Head Coach will decide on the appropriate disciplinary sanctions. Minor infractions, and corresponding sanctions, will be documented using the Infraction Report Form in Appendix A and the Disciplinary Decision Report Form in Appendix B, and a copy of these forms will be provided to mission staff and Chef de Mission.

If a person witnesses a minor infraction that is not otherwise reported to the Head Coach, the person should report the infraction to mission staff, who will deal with it informally or determine that it should be dealt with as a major infraction.

Decisions relating to Minor Infractions will be documented on the Disciplinary Decision Report Form in Appendix B.

Major Infractions Major infractions will be reported to any member of mission staff. The Mission staff member will immediately report the infraction to the Chef de Mission using the Infraction Report Form in Appendix A. The Chef de Mission will then contact the Discipline Committee Chair who will convene the Discipline Committee.

The Discipline Committee will:

• Dismiss the report if he or she considers it to be trivial or vexatious; • Deal with the infraction informally as a minor infraction; or • Deal with the infraction formally as a major infraction.

When a matter is referred to the Discipline Committee, the member will be so advised, will be informed of the procedures of this policy and will be provided with an opportunity to secure an Advocate.

In carrying out these procedures, the Discipline Committee will ensure that procedural fairness is respected at all times. This means that the member is entitled to the following protections: • The right to receive notice of the alleged violation; • The right to receive notice of the time and place for the disciplinary hearing; • The opportunity to be assisted at the hearing by an Advocate; • Where the member is a minor, the right to have parents or guardians notified of the alleged infraction and be given an opportunity to participate in the disciplinary hearing, either in person or by telephone conference; • The right to address the Discipline Committee, call witnesses, present evidence and make argument; • The right to choose to provide a written submission in lieu of participating in an oral hearing; 26 CONDUCT AND DISCIPLINE CODE

• The right to receive a timely written decision from the Discipline Committee, with reasons; and • The right to know how to appeal the outcome, if the decision is against the member.

All decisions relating to Major Infractions will be documented on the Disciplinary Decision Report Form in Appendix B by the Chair. The written decision will be provided to the member and a copy will be provided to the Chef de Mission, Sport Yukon Games Committee, Yukon Sport Governing Body and the Parents or Guardians of the member. The chair of the Discipline Committee will implement the decision of the Discipline Committee.

Appeal Procedures

Appeals of decisions of the Team Yukon Discipline Committee will be dealt with by an Appeals Committee. The Appeals Committee is made up of the Chef de Mission, who shall chair the committee, a member of mission staff from a different sport, and a third person selected by the Chef de Mission from among the appellant's peers, but not from the same sport/team (i.e. if the appellant is an athlete, this would be another athlete, if the appellant is a coach, then another coach, etc.). The Chef de Mission may solicit team members to serve on the Appeals Committee as necessary. An appeal may be initiated by filing a Request for Appeal with the Chef de Mission or designate within two hours of receiving the written decision of the Discipline Committee. If the written decision is reached after 10 PM, the Request for Appeal must be submitted by 9 AM the following morning.

An appeal may only be heard if there are sufficient grounds for the appeal. Sufficient grounds include the respondent:

a) making a decision for which it did not have authority or jurisdiction as set out in the Team Yukon Code of Conduct; b) failure to follow procedures as laid out in the Team Yukon Code of Conduct; c) making a decision which was influenced by bias; d) failing to consider relevant information or taking into account irrelevant information in making the decision; e) exercising its discretion for an improper purpose; and/or f) making a decision which was unreasonable.

Please note that the decision by the Appeals Committee could potentially result in further sanctioning.

All decisions made by the Appeals Committee is final.

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APPENDIX A (CONFIDENTIAL)

Arctic Winter Games - Team Yukon Infraction Report Date/Time of infraction ______a.m./p.m. (date) (time) Submitted by (Name): ______Position: ______

Location of infraction: ______

Team Yukon individuals involved Sport(s) ______

______

______

Other individuals involved ______

______

Description of incident: (Be objective, concise & accurate. Use more paper if needed) ______

______

______

Is this considered a: Minor Infraction: _____ Major Infraction: _____

Names of any witnesses: Province/Territory ______

______

Signature: ______Date: ______

FOR OFFICE USE

Received by: ______Date & time received: ______

Infraction # ______

28 CONDUCT AND DISCIPLINE CODE

APPENDIX B (CONFIDENTIAL)

Arctic Winter Games - Team Yukon Disciplinary Decision Report

Infraction # ______Minor □ Major □

Name of individual(s) involved :______

Disciplinary decision of: Head Coach □ Discipline Committee □ and action taken:

______

Reasons: ______

______Signature of Head Coach or Date Discipline Committee Chair

Time/date of delivery of notification to individual(s) being disciplined ______Time/date Delivered by ______

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APPENDIX C (CONFIDENTIAL)

Arctic Winter Games - Team Yukon Request for Appeal of a Disciplinary Decision

This form must be completed and hand delivered to the Chef de Mission or their designate within two hours of notification of a Disciplinary Decision.

Date: ______

Name of individual requesting the appeal: ______

Infraction # ______

Reason for appeal: ______

Signature of individual requesting the appeal:

______Signature Date

Time submitted to the Chef de Mission or designate: ______

Initial of the Chef de Mission or designate: ______

(The exact time of receipt must be initialed by a member of Team Yukon's Mission Staff)

30 9. TEAM YUKON CONDUCT AND DISCIPLINE POLICY

APPENDIX D (CONFIDENTIAL)

Arctic Winter Games - Team Yukon Appeals Committee Decision Report

Infraction #______

Date of Decision: ______

Name of Appellant: ______

Decision of Appeals Committee:

______

Reasons:

______

______Signature of Chef de Mission/Designate Date

31 9. TEAM YUKON CONDUCT AND DISCIPLINE POLICY

ATHLETE AND PARENT/GUARDIAN AGREEMENT

I, ______, as a participant for Team Yukon at the 2012 Arctic Winter Games, understand that there are expectations of me as to conduct and behaviour as outlined in this Handbook and the Team Yukon Conduct and Discipline Code. I agree to abide by the rules and regulations set down by Team Yukon, the Host Society and the Western Canada Games Council. Should I fail to follow these regulations I realize my conduct shall be reviewed and I may be disciplined, up to and including removal from Team Yukon and the Games.

Date: ______

Signature of Participant: ______

Witness: ______

Signature of Parent/Guardian: ______

CLOTHING AGREEMENT

I, ______, acknowledge having read and understand that as a member of Team Yukon at the 2012 Arctic Winter Games, I hereby accept the clothing provided and agree to follow the dress code.

The clothing provided remains the property of Team Yukon and if no sanctions are levied upon the participant at the conclusion of the Games, the clothing becomes the property of the participant.

______SIGNATURE DAY / MONTH / YEAR

32 9. TEAM YUKON CONDUCT AND DISCIPLINE POLICY

COACH/MANAGER/SUPPORT STAFF/MISSION STAFF AGREEMENT

I, ______, as a participant for Team Yukon at the 2012 Arctic Winter Games, understand that there are expectations of me as to conduct and behaviour as outlined in this Handbook and the Team Yukon Conduct and Discipline Code. I agree to abide by the rules and regulations set down by Team Yukon, the Host Society and the Western Canada Summer Games Council. Should I fail to follow these regulations I realize my conduct shall be reviewed and I may be disciplined, up to and including removal from Team Yukon and the Games.

Date: ______

Signature of Participant: ______

Witness: ______

CLOTHING AGREEMENT

I, ______, acknowledge having read and understand that as a member of Team Yukon at the 2012 Arctic Winter Gmaes, I hereby accept the clothing provided and agree to follow the dress code.

The clothing provided remains the property of Team Yukon and if no sanctions are levied upon the participant at the conclusion of the Games, the clothing becomes the property of the participant.

______SIGNATURE DAY / MONTH / YEAR

33