CHEF DE MISSION FINAL REPORT 2014 ARCTIC WINTER GAMES Team Nunavik-Québec, Chef de Mission Nancianne Grey
Section I Evaluation of Performance of the Host Society
Registration and Accreditation
Was the pre-Games registration convenient and functional? · Overall worked very well. · A couple of glitches with the right rooms not being available on the system for heads to beds with our cultural contingent. · Gems did not send emails to all our VIP’s inviting them to register.
Did the accreditation system at the Games work well? · Yes, but (although this was corrected) Chef’s and Assistant Chef’s should have full access1-4 on their badges.
Provide comments or recommendations. · Additional supplies as the Accreditation room ran through their supplies early in the week.
Welcome/Arrival Services
Was the arrival of your team handled in a timely manner with a minimum of confusion? · There was some confusion over were athletes should gather once off the plane in the airport. Also some confusion on which exit to take the bus, but overall went smoothly.
Provide comments or recommendations. · There was little to show designation of who was in charge of guiding the participants on were to go. A better strategy with signs indicating designated areas and were to go could be utilized.
Opening Ceremonies
Did the opening ceremonies do a good job of kicking off the week? · Yes, but the exit strategy to take the busses was ill organized and completely chaotic. · Having a free for all allowing all athletes to take any bus at random was an error. Some athletes ended up at the wrong lodging venue and were not taken to their appropriate dormitory. Further to this the AWG specific bussing system stopped operating for the day and they had to take a taxi back to their dorms. · Were they well organized and choreographed? · Yes the shows it self were very well done.
Provide comments or recommendations. · For the exit strategy teams should have designated places on the floor (you could use temporary paint on the floor or colored lighting to designate the areas. Then announce each team or multiple teams leaving and what busses they are required to take. Each bus or buses should be designated per team and go to each venue the team resides at. Keep the teams together.
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Team Accommodations
Were accommodations sufficiently spacious or too crowded? · The rooms this year were very spacious and not very many athletes per room. This was very much appreciated by our team.
Were they well-located or too spread out? · The venues were close together as much as possible. This was also appreciated by our team.
Were there sufficient washrooms and shower facilities? · Yes, however some of our male teams had to go outside to another building to take a shower. This proved inconvenient. · Also some of the male showers were one large public shower. This caused some concern among coaches and our younger athletes.
Was cleaning during the Games adequate for the maintenance of hygiene? · Yes.
Was security in the accommodations area functional and effective? · Security was very well done at the venues.
Provide comments or recommendations. · If possible having showers available at all venues without the need to go outside. · Private showers. If needed curtains or temporary walls in public shower rooms. · There were two types of beds. Air mattresses and cots. Of the two the larger air mattresses were very much more appreciated. · For the cot’s there were two sizes. The larger sizes was appreciated by our larger athletes.
Food Service/Village Dining
Were the hours of operation/serving sufficient and convenient? · Yes Was the quality of food adequate? · Adequate but fresher food (especially fruits and vegetables) could have been made available. Was enough food available to meet your team’s needs and appetites? · Appetite yes. Did the snack program work well? · No, it was often the snack room had a number of people in it delaying some teams to reach their sporting venue on time. · It happened that some teams would arrive only to be told they were not on the list.
Provide comments or recommendations. · For the snack program I recommend we return to the system of pre ordered box lunches for athletes as was done in Whitehorse or have lunch canteens at all sporting venues. This is easy to accomplish. Offer to local organizations the opportunity to have lunch canteens as fundraisers. They purchase the food and collect the revenues.
Awards Ceremonies · Overall went well but for some of the long distance events there were complaints from our staff that not all the athletes racing were allowed to finish before the awards ceremony for that event.
Information Technology/Communications/Computer and Network Services
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Evaluate how the Games’ IT system and staff, communications system and computer and network services performed and provide any comments or recommendations. · The internet at our office was slow and sometimes would not connect. · The IT staffs were very helpful and supportive. · Having the IT contact number in the phone was a great idea. · Some of our phones were muffled sounding when speaking into them. · Having the AWG phone book was great, however not being able to modify it specifically to the needs of our team proved to be a problem. · In future specific phonebooks for each team would be better rather than one public phonebook for all teams. Mission Offices, Services and Accommodations
Were the mission offices located in a place that facilitated the work of the Mission Staff, and were the offices conveniently reached by coaches? · Yes
Were offices sufficiently spacious and adequately furnished? · Yes Were the supplies provided adequate for the Mission Staff to do its work? · Yes Provide comments or recommendations. · The office space was well organized and more than adequate for our team.
Cultural Program and Facilities
Did your cultural delegation feel that they were an integral part of the Games? · Yes. They received all the same gear. They were very happy with the opportunity. They had time to visit other athletes during meal times or after practices. They were busy as much as the other athletes with their schedules.
Did they have enough performance opportunities? Too many? · Yes, once per day was perfect. · We could have had better rehearsal space set up. After we disturbed security at Lathrop, we were put into a big room where we couldn’t disturb anyone. It worked out eventually.
Did your Team members attend entertainment events? What is your impression of their experience? · Several of our athletes, coaches, VIPs and mission staff were able to attend the gala nights. A group of students and teachers from Kangiqsujuaq also attended one of the gala evenings.
Provide comments or recommendations related to the Cultural program only. See Entertainment Program section below for other comments. · Each of the lunch time performances were unique experiences and venues that challenged the performers to be adaptable. It helped get their performance out to the general population of the city and to promote the Games. The first venue the drummers performed at was like an Elders long-term care facility attached to the hospital. The second was in a mall. And the third one was in a company building with amazing light. · Part of the requirement from the contingents was to have participants who were open and willing to try new things. Karin was unable to screen the participants for this aspect since there were not that many who could be part of the drumming group. This may have hindered the TNQ participation in rehearsals and exploration time with the rest of the group, especially with the artist director hired to coordinate a finale piece.
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· The contingents needed to have more interaction with the other groups on the first day rather than a few days later. The workshop held at the University of Alaska Fairbanks was excellent opportunity to explore theatre, acting and meeting people. This workshop was excellent for the drummers to be part of but they were still shying away from fully participating, except Mark Adams. · The transportation services given to the cultural team to move themselves and their gear was excellent! · It was good the bus was meeting us at the cafeteria so there was less time to get going to the venues. There could have been more time given for lunches prior to the lunch performances. At least 30 minutes instead of 15 minutes. · The Arctic Winter Games’ Got Talent was a success for a few of our TNQ athletes. It was great to see other athletes jump to the stage. It was very thoughtful of the Host Society to give each person a participant medal.
Forms and Publications
Evaluate the effectiveness of forms provided by the Host Society and any publications of the Host Society; including Ulu News, directories, sport schedules/programs, results, posters, etc. · This was very well done, Ulu news was great, and the scheduling worked well. The app for the schedules was a fantastic idea. Media
Describe the media coverage you saw in the host community, both print and electronic. · Ulu news had stories from all angles of the AWG`s including a story of our visiting elder. This newspaper was very well done!!! Provide comments or recommendations. · YouTube AWG video of the day. · Facebook links to all AWG media related items. Our contingent has its own AWG Facebook page and would love to add have more links so that those in our region can have as much access to the games as is possible.
Medical Services/Polyclinic
Was the medical staff helpful? Did they provide quality care? · The medical staff was great, professional, informative, and accountable. Was the location of the polyclinic convenient and the hours it was open sufficient? · The fact that the poly clinic was separate from the isolation areas and wan in a more open space to discourage transfer of illness was a great idea.
Provide comments or recommendations. · More medical staff. This games they seemed very busy and overworked. · There was not always someone able to answer the phone as they were too busy.
Results
Were accurate results produced and disseminated in a timely manner? · Yes
Provide comments or recommendations. · None ·
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Security
Did the security arm of the Games work effectively? · Security was fantastic at the games.
Were the security people helpful? · They were helpful and courteous.
Did you note any security lapses that affected members of your team? · No
Social Program
Were there sufficient opportunities for your young people to socialize with their peers from other delegations? · The pin trading did not seem as popular as in previous games. Also there was little interest in going to the pin trading center from our participants. · The overall entertainment seemed popular with our athletes and coaches. Were social functions well run and well supervised? Provide comments or recommendations. · For some of the entertainment last minute texts were sent to provide names of supervisors of athletes. This is difficult to do on short notice. With this it would be nice if there was an area within these entertainment areas for coaches and chaperones to socialize with each other. · An area to watch big screen movies would have been great especially in each accommodation.
Transportation at the Games
Provide comments or recommendations on the internal Games transportation system. · Having both the city bus system and a bus system available specifically for AWG participants was a great idea. · There seemed to be a lot of confusion over the bus system, and the publications for the bussing systems were not always accurate. · Our team did not have a great deal of confidence in the transportation at the games.
Website
Did the Host Society’s website and web presence function in a way that was helpful to you, your team, and parents from your area? · I do not believe it was overly used by our team or those in our region. · For information during the games we tended to rely more on our Facebook page and the AWG application for scheduling (note the participant guide was also very useful for this and a great idea). Provide comments or recommendations. · More linking of the AWG host society page to the various team website and Facebook pages to promote it.
Closing Ceremonies · The timing was poorly done. Our team was one of the first teams to leave to catch our plane and we missed most of the ceremony. They had not even announced the overall winner at that point. · The exit strategy was poorly done. Although we were notified at what time and what corner of the room to meet to take our bus, some of our athletes were misplaced during trading and we had difficulty locating them. Having people with small signs with the team name yelling while there is
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loud music playing is not sufficient. In Whitehorse whatever was happening on the stage paused and they announced the team to leave using the microphone system. This process should have been repeated in Fairbanks.
Send Off and Departure
Was your team’s departure handled smoothly with a minimum of confusion and hassle? · As mentioned in the closing ceremony section the bussing system was poorly done. · Also once arriving to the airport volunteers had (and had said so) no idea what was going on or what to do. Our Assistant Chef and Chef had to take the lead and guide the volunteers on what to do and were to go. Part of our team could not get off the bus as there was nobody to receive them and people were unsure were the bus was.
Provide comments or recommendations. · More instruction to volunteers on what to do. · Designate someone on site to guide the masses. There was no leader among the staff to direct staff on where to go and what to do.
Miscellaneous
Provide a summary as outlined above or in other areas where the Host Society established a separate committee or operating unit. · Provide any other comments or recommendations that will improve the operation of future Arctic Winter Games. ·
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Section II Comments and Recommendations Pertaining To Your Unit
General Unit Management
Provide a brief description of how the Unit was managed. · the KRG Recreation Department is responsible for the general management for Team Nunavik- Québec . The Department Director acts as Chef De Mission, while the Assistant Chef De Mission was position was refilled in Dec 2013. · The KRG Recreation Department staff primarily serves as the Mission Staff for team Nunavik. In addition to this, additional Mission Staff positions were taken by staff from other Departments within KRG. These staff provide support at the local level to help coordinate community tryouts, coastal and regional trials. · Our unit was well managed. Leading up to Fairbanks we had regular weekly meetings which kept everyone well informed and organized of what to expect and what to have completed before getting at our destination. We believe everyone did an incredible job preparing for these games and, because of all the hard work our experience, was that much more enjoyable. · At the Games, the Chef and Assistant Chef attend the 7 a.m. Chef’s meetings and then passed along the information to the Mission Staff at an 8 a.m. meeting. · Any breaking of the rules and required disciplinary measures were reviewed by the Chef and Assistant Chef De Mission. There were no major infractions that occurred within Team Nunavik- Québec.
Include any recommendations on changes to previous methods of operation that worked well. · Continue to : o Have weekly conference calls with Mission Staff and coaches in the months leading up to the Games. o Use a timeline to identify everything that needs to be accomplished in the 2 years leading up to the event o Contract a professional photographer to take all team pictures and Games action photos
· Information given to Mission Staff at their morning meetings could be supported by hand-outs of morning minutes that Mission Staff would in turn bring to their coaches. Good for saving precious time and making sure that the information is well understood. · Increased focus on coaching and athlete development. · Provide feedback opportunity to be given by Coaches and Mission Staff. Include copies of organizational charts, job descriptions, etc. · Chef De Mission – Nancianne Grey · Assistant Chef De Mission – Ben Whidden · Arctic Sports – Andrew Epoo · Dene Games – Alec Clunas · Badminton/ Table Tennis – David Lane · Snowshoe/ Cross Country Ski – Louise Simard · Cultural Contingent – Karin Kettler
Intra-team Communications
Describe the system of communications within the team at the Games and provide any comments or recommendations. · We had a good system of communication at the games. Our morning meetings were well organized and everything was clear on what happened and the procedures for the day. · Our Mission Staff appreciated having the use of cellphones to better communicate with the Chef. The pre-programed phone book was also a useful tool.
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· We provided cell phones to each coach so that our Mission Staff were able to reach them if they were elsewhere like the Mission office, the clinic, or another venue.
Cultural Delegation Selection
Describe the selection system used by your contingent. Provide comments or recommendations. · It was promoted on the radio, on the web, and by posters throughout Nunavik. Youth were encouraged to send in their applications by a specific deadline. A committee reviewed each application and made the selection. Having the selection committee eliminated favouritism. · The first selection included an addition of a singer to the drumming group. However, the singer was pregnant and could not participate. We decided to keep going with the drumming group saying it was a contemporary group who incorporated some Inuit traditions. · Having a group was interesting however, choosing the members were limited because there are more drummers but only a handful who could meet the age requirement. After Regionals, one of the members broke one of the rules and was removed from the team. It was unfortunate but necessary to follow through with the consequence. The only back up was contacted and eventually was unable to attend because of the complications of getting a passport (she was missing her health card which needed to be renewed). · After one rehearsal during the games, one of the members got angry at the group. During this miscommunication between members, someone started posting on Facebook about it. The chaperones dealt with this as quickly as possible by calling a group meeting. It was made clear that they are here as a team and posting negative stuff about other team mates is not being a team player. It was removed and the group activities continued without further issue. · As the team was made up of four girls and one boy, Karin was happy to have a male chaperone to help take care of our male performer who was staying in a different school. In the selection process, it must be taken into account the gender balance in the group so they are not alone. · For the next Games, it will be good to remember to find committed youth who are open to learning, communicating and meeting new people, and who have a good sense of maturity. If a group is selected, we need to consider if they work well as a team. They must have performing experience so there is a base to work from. They don’t necessarily have to be the best, as they work on their performance they will become better performers.
Finance
Describe how the Unit raised the funds necessary to finance its involvement in the Games. · Funding is a combination of monies from the Québec Government’s Ministère de l’Éducation, du Loisir et des Sports (MELS); from sponsors such as la Féderation des Cooperatives du Nord du Québec (FCNQ), Glencore, Raymond Chabot, Hydro Québec; from funding programs such as Makivik’s Ungaluk (Safer Communities), and KRG (Community Development); and, Air Inuit’s continued support through in-kind donation of reduced airfare rates. · Recommend to secure additional sponsorships, and various methods of fundraising. Complete the charts provided at the end of this section.
Forms, Publications, Team Booklets/Manuals/Handbooks (attached with this document in email)
· TNQ evaluation document · Code of Conduct and Disciplinary Procedures · Information Handbook · Recognition Package
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Provide one copy of each form, publication or manual developed and used by this Unit. · The forms, publications and manuals developed and used by Team Nunavik-Québec included the following: o Participant Handbook o Participant agreement form (appendix to the handbook) o Conduct and Discipline Code o Team Roster o Press Releases (http://www.krg.ca/en/press-releases ) o Newsletters, Coastal, Regional and Games Results (http://www.krg.ca/en/arctic-winter- games/news ) o Travel consent form o Clothing agreement form o Unlimited (photo) release form
Insurance
Describe the insurance obtained for the Games and provide recommendations. · We purchased our emergency medical insurance for TNQ members through Medavie Blue Cross. The policy cost $5,854.33
Media
Describe the media coverage provided by media located within your Unit for the Games, and describe how you promoted it. Provide comments or recommendations. · For the media located within our Unit, a communications team of four was made up of the following: two employees from KRG to focus on social media and athlete interviews for our local media, a media liaison also to produce the Team newsletters as well as a professional photographer was hired. · The three newsletters were provided to all members of TNQ, and posted on our website. · Makivik sent the editor of Makivik Magazine. He travelled with the charter. · And independent film maker also came to the games and will produce a short film for TNQ. · Recommendations: o Continue to set up the newsletter in advance so that minimum adjustments need to be made during the games o Re-hire the same photographer, he went above and beyond o Have a dedicated media Mission Staff.
Medical Services
What sort of medical services did you provide within your team? Provide comments or recommendations. · TNQ did not have a medical professional on Mission staff this year. Any cases were dealt with efficiently by our Mission Staff and or Chef De Mission. · Recommendations: o Ensure that all procedures to access medical treatment are clearly understood by all parties well in advance of the Games o Report any participant hospital visits to parents/guardians regardless of age
Sports Mission Staff)
Provide a brief summary of the Unit’s involvement in and any comments or recommendations on each sport.
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· Arctic Sports: o Overall very well done. o Officials were very helpful with our first time Coaches and Mission Staff. · Badminton: o Our badminton team found the venue to be quite fat from the other venues. This made planning free time and seeing other sports quite difficult. · Dene Games: o Overall very well done. o The Dene environment was very high tempo and exciting. This made the sport very popular to watch amongst our athletes. · Snowshoe: o The Venue was beautiful. o The environment was very positive for our athletes as we are still quite inexperienced in this sport. · Cross Country Ski: o Thank you to the AWGIC for allowing TNQ to have a novice team participate in the games; a big thank you to the officials who gave the fair play pins to all in recognition of their dedication and perseverance in completing their respective competitions; o The venue was beautiful for both cross country ski and snowshoeing; o There were quite a few mandatory meetings – to evaluate for future games if so many were required. o Parking was an issue. · Table Tennis: o Venue was very well organized and appreciated. o A good number of tables for practicing.
Transportation
Describe the logistics of transporting your team to and from the Games. · TNQ, through Makivik Corporation, contracted Air Inuit to fly from Kuujjuaq to Fairbanks with various stops in both directions, including Rankin Inlet and Whitehorse. The plane was filled with participants, officials, VIP’s, media, parents and spectators. · Due to the unavailability of a larger jet, Air Inuit sub contracted to Flair Air to charter our contingent.
Team Selection Process
Describe the process used to select team members including specifics on the trials process.
· We have community tryouts, coastal trials and regional trials all in the year preceding the games. The team selection process was fair and inclusive. Everyone who was interested had an opportunity to try out for the different sports. · Only those athletes that met minimum requirements set out in the sport technical packages were retained. · Athletic ability was one of the criteria; we also considered academics, behaviour etc. · For Cross Country Ski, members from a local team participating in a pilot ski program tried out at our Regional competition to compete in Fairbanks.
Your Team’s Website
Describe your team’s web presence and how you used the Web and the Internet to facilitate your administrative tasks. Complete the attached form.
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· The KRG website has a section dedicated to the Arctic Winter Games and Team Nunavik- Québec under the Recreation Department and can be found at http://www.krg.ca/en/arctic-winter- games · Also available on the site is a link to the TNQ Facebook page, photo gallery, archives, and news · Recommend linking to the host’s website and the AWGIC website.
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Section III General Comments and Recommendations Related to the Arctic Winter Games International Committee
Executive Summary and Recommendations
Provide a synopsis of the general observations and recommendations that the Chef has made in the body of the report. · Volunteer and security staffs were very good. · Fresh fruit and vegetables as well as using the lunch box system used in White Horse. · If no lunch box program available have canteens on site at sport venues for lunches. · More clarification earlier in the meetings leading up to the games of who within the host society is responsible for what. · Poly Clinic was very well organized. · More clarification around public transportation and bus systems to and from events. · Better organization for transport system to and from closing and opening ceremonies.
Provide any recommendations on how the AWGIC could improve the assistance provided to the Units involved in the Arctic Winter Games. · Our Mission Staff enjoyed the AWGIC reception. Thank you for the invitation and for the recognition of all the hard work that goes into the Games.
Miscellaneous · Provide any other comments or recommendations that will improve the operation of future Arctic Winter Games.
· More Human resources concerning arrival to and from airport and handling of baggage.
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Section IV 2014 Arctic Winter Games Unit Involvement Summary Team Nunavik-Québec
Coastal Trials Regional Trials Games Athletes 226 125 63 Coaches/Chaperones 19 12 14 Mission Staff 6 6 7 Sport Officials 1 2 2 Total 262 145 86 Communities Involved 13 13 9 Aboriginal Athletes 223 123 84 Male Athletes 139 69 33 Female Athletes 87 56 30
Summary by Sport Coastal Trials Regionals Games Arctic Sports 60 38 16 Badminton 38 16 8 Dene Games 56 29 16 Snowshoe 25 15 8 Table Tennis 47 17 8 Cross Country Ski NA 10 5
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Nunavik Quebec Official Team List for the Arctic Winter Games Kangiqsualujjuaq Total Athletes Arctic Sports Dene Games Badminton Table Tennis Cross Country Ski Erik Etok Dallacy Annanack 11 Andrea Brazeau Manumie Annanack Traugott Annanack Tommy Emudluk Alec Annanack
Snowshoeing Cultural Julia St-Aubin Jimmy Emudluk Lisa Annanack William Assevak
Kuujjuaq Arctic Sports Dene Games Badminton Table Tennis Cross Country Ski Aqujak Snowball Brandon Lapage Ned Jobie Snowball Angelina Mesher 27 Alek Airo Leanna Angnatuk Paasa Lemire Elena Mesher Allison May Nancy Watt Tommy Kotak Alice Cormier Dylan Gordon Ned Saunders Gordon Christine White Nillie Cain Snowball Eva Angnatuk Karina Gordon-Dorais Navarana Kleist Naomi Sala Sarah Grist Penina Chamberland Nikita Johannes Malena Gordon Aani Forrest-Hubloo Sarah Angnatuk Papituqaq Cain Snowshoeing Cultural Tasiujaq Arctic Sports Dene Games Badminton Table Tennis Cross Country Ski 1 Charlie Angnatuk
Snowshoeing Cultural
Aupaluk Arctic Sports Dene Games Badminton Table Tennis Cross Country Ski 1 Ned Adams Gordon
Snowshoeing Cultural
Kangirsuk Arctic Sports Dene Games Badminton Table Tennis Cross Country Ski 2 Allison Thomassie Nunia Simiunie
Snowshoeing Cultural
Kangiqsujuaq Arctic Sports Dene Games Badminton Table Tennis Cross Country Ski 7 Paulusie Irniq Uttuqi Qisiiq
Snowshoeing Cultural Mary Saggiaq Mark Adams Hanna Putulik Ilimasaut Levina Kautjak Alaku Aupaluk Qumaaluk Kuujjuaraapik Arctic Sports Dene Games Badminton Table Tennis Cross Country Ski 3 Christopher Martin Joy Aragootak Marty Esperon
Snowshoeing Cultural
Umiujaq Arctic Sports Dene Games Badminton Table Tennis Cross Country Ski 2 Bobby Moses Nuktie
Snowshoeing Cultural Diane Inukpuk
Inukjuak Arctic Sports Dene Games Badminton Table Tennis Cross Country Ski 11 Deseray Cumberbatch Edua Jones Charlotte Aculiak Sarah Samisack Adamie Max Moorhouse Cailym Leblanc Jamessie Cumberbatch Maina Nowrakudluk Tommy Weetaluktuk Paulosie Naluktuk
Snowshoeing Cultural Sarah Khan Salluit Arctic Sports Dene Games Badminton Table Tennis Cross Country Ski 1
Snowshoeing Cultural Putulik Kaitak
Ivujivik Arctic Sports Dene Games Badminton Table Tennis Cross Country Ski 1
Snowshoeing Cultural Peter Naluiyuk
Total Athletes 67
2014 ARCTIC WINTER GAMES PARTICIPANT EVALUATION
1. My involvement in the Arctic Winter Games (AWGs) was as:
Athlete Coach Mission Staff VIP Cultural 2. On a scale of 1(lowest) to 5 (highest), I rate the AWGs as
1 2 3 4 5
3. What was the aspect of the Games that you liked the most? Why?
4. Was there any aspect of the Games that you did not really like? Why?
5. Check all that apply. How did your experience in the AWGs affect you?
Increased my sport skills Built more pride in myself and region
Learned new cultural ideas Increase in physical activity
Grew more confident /self esteem Improved attendance in school
Made new friends Quit smoking
Other comments
6. How do you think your AWG experience could have been improved?
7. How will you use your experiences from the Arctic Winter Games in the future?
8. Who are the major sponsors of Team Nunavik-Québec for the AWGs?
9. Any additional comments?
The organizers of Team Nunavik-Québec thank you for your input
Please send completed forms to: KRG Recreation, Ben Whidden 819-964-2956 (fax) [email protected] (e-mail) Team Nunavik-Québec Arctic Winter Games 2014 Selection Event - Registration Form
Name
Mailing Address
Village Postal Code
Sport Age Category
Telephone Number
Email address ( Facebook or fax number to send documents)
Birthdate: Day Month Year
Health Card Number Makivik Number
Passport Number
Emergency Contact Information
Name
Relationship (Mother, Father, etc)
Phone Number: Work Home
Email address (Facebook or fax number for important information)
Internal Use Only Measurements to be taken by Coaches or Mission Staff Arms Chest Waist Hips Inseam
KATIVIK REGIONAL GOVERNMENT RECREATION DEPARTMENT - CONSENT FORM
I, ______, in consideration of being allowed to participate in a 2014 Arctic Winter Games Selection Event as an Athlete/Coach/Official do hereby release and forever discharge the Kativik Regional Government (KRG) from all manner of actions, causes of action, claims or demands whatsoever, arising out of any injury, damage or loss I may suffer enroute to and from and while attending and participating at said event. I also agree to abide by the rules and regulations and directives governing the competition and my personal conduct, which may be made by the Recreation Department of the KRG, my Coach, Manager or any Official.
I also agree to abide by the rules and regulations set down by the Recreation Department as may be amended from time to time. I understand that if I do not abide by the rules, I may be disciplined. Discipline may include being barred from participating in future events sponsored by the Recreation Department.
I hereby consent to a doctor or medical staff conducting such examinations or medical treatment as is deemed advisable by my coach or manager should I be unable, due to injury to give my consent personally.
Signature, Athlete, Coach or Official Witness Date
Signature Parent/Guardian Witness Date
Copies of Makivik Card, Health Card, and Birth Certificate must be presented with your completed registration form
Please send completed forms to: KRG Recreation, Valérie Rykhoff 819-964-2956 (fax) ● [email protected] (e-mail)
DEADLINE: December 31, 2012
Roles and Responsibilities Coaches and Chaperones
Purpose: To provide, in a volunteer capacity, support to Team Nunavik-Québec’s (TNQ) Athletes in preparation, training and participation in the 2014 Arctic Winter Games in Fairbanks, Alaska, USA - March 15-22, 2014. All Coaches assist and support the Chef de Mission and Assistant Chef de Mission in a variety of aspects affecting TNQ prior to and during the Games, and are accountable on these matters to the Chef de Mission.
Major Duties of Coaches/Chaperones 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 being responsible for the athletes throughout the full duration of the Games ensuring that all of their athletes are aware of and understand the TNQ Conduct and Discipline Code residing in the assigned accommodation with their Athletes throughout the games agreeing to and signing the Coach/Chaperone/Mission Staff Agreement abiding by and enforcing TNQ’s Dress Code coaching in a fair and respectful manner administering discipline for minor infractions reporting all incidents of harassment to Mission Staff being responsible for competitors preparation, performance and conduct prior to, during and after the Games assisting with administrative tasks for the team, including registration, uniform allocation, and transportation assisting Mission Staff and the Host Society with accreditation and accommodation procedures being familiar with the roles and responsibilities of Mission staff attending all required TNQ official functions and ceremonies providing input and feedback to the Chef de Mission regarding the Games
Preferred Qualifications - Past/current involvement and experience in the Nunavik sporting/cultural community - Acquisition of basic certification from the National Coaching Certification Program in your sport if available or reasonable experience (training opportunities will be provided by KRG in 2013) - At least 22 years of age and a resident of Nunavik for at least two years prior to the actual games - Possess very strong interpersonal skills, organizational skills and ability to work well with others - No criminal record - Able to take time from work to properly prepare for and attend the Games - Ability to speak Inuktitut would be an asset - Ability to participate as support staff in qualifying competitions and selection events leading up to the 2014 Arctic Winter Games - Ability to obtain a valid Canadian Passport
ARCTIC WINTER GAMES – 2014 COACH/CHAPERONE APPLICATION VOLUNTEER POSITION
Personal Information Name Address Phone: (w) (h) Fax Email: Birth date: Driver`s License #: Expiry Date: Province: Resident of Nunavik since: Canadian Passport #: Expiry Date: (attach copy of page 2) Place of issuance:
Criminal Records Check The Kativik Regional Government will proceed with a criminal record check. Please note that you will not be selected if you have a criminal record.
I am interested in? (You can put more than one checkmark √ ) Arctic Sports Badminton Cross Country Skiing Dene Games Snowshoeing Table Tennis Cultural Contingent (male chaperone only)
Coaching/Officiating Background Briefly describe/list all certifications/qualifications you have in various sports. Sport Certification/qualifications
Briefly describe your involvement in sport, recreation or culture in Nunavik and describe how this experience would assist you in the tasks associated with being selected as a member of TNQ’s coaching staff or chaperone.
ARCTIC WINTER GAMES – 2014 COACH/CHAPERONE APPLICATION VOLUNTEER POSITION
Additional Information Please indicate any additional and relevant information, which you feel, is important to your application to being named to the coaching staff or chaperone for TNQ, Arctic Winter Games – 2014. Please use additional paper if required.
References Please give the names, address and contact numbers of two (2) references.
Name: Address:
Phone: Email:
Name: Address:
Phone: Email:
Applicant Signature: ______
Date: ______
THANK YOU FOR YOUR INTEREST IN THE 2014 ARCTIC WINTER GAMES.
DEADLINE FOR SUBMISSION OF APPLICATIONS IN FULL IS
Friday, September 6, 2013
ALL APPLICATIONS AND ENQUIRIES SHOULD BE DIRECTED TO:
Valérie Rykhoff ● 819-964-2961 x 2253 (phone) ● 819-964-2622 (fax) [email protected] (email) Team Nunavik-Quebec Mission Staff Application Arctic Winter Games 2014
ARCTIC WINTER GAMES 2014 INTERNAL MISSION STAFF APPLICATION VOLUNTEER POSITION (without loss of regular salary)
Purpose: To provide in a volunteer capacity, administrative support to Team Nunavik-Québec (TNQ) during the 2014 Arctic Winter Games in Fairbanks, Alaska, USA - March 15-22, 2014. The Mission Staff assists the Chef de Mission and Assistant Chef de Mission in managing all aspects affecting TNQ prior to and during the Games, and is accountable on these matters to the Chef de Mission and Assistant Chef de Mission.
Major Duties:
1. The Mission Staff closely supports and monitors the sport activities of TNQ to effectively represent the interests of the Kativik Regional Government (KRG) as delegated by the Chef or Assistant Chef de Mission by: - Being a liaison with TNQ representatives and participants - Attending Mission Staff meetings, sport meetings, team practices and games as directed by the Chef or Assistant Chef de Mission - Assisting teams/participants to obtain equipment, supplies, practice space and time, etc…
2. The Mission Staff provides a center for information dissemination and communications for TNQ by: - Assuming regular shift duties at the Mission office as assigned (post results on Facebook, answer the phone, greet visitors, etc) - Maintaining a logbook of Mission activities - Distributing and collecting pertinent information to/from TNQ members - Assisting in setting up the Mission office and ensuring it is clearly identifiable - Being a liaison with other Mission Staff
3. The Mission Staff assists the Chef and Assistant Chef de Mission in their role as Senior Manager(s) in charge of TNQ by: - Preparing reports for the Chef to bring forward to Chef's meetings - Taking action to resolve individual TNQ members' problems and requests (i.e. lost tickets, ID, etc…) - Assuming a portfolio as assigned and/or agreed to by the Chef and Assistant Chef de Mission (i.e. sport liaison, media, newspaper etc…) - Replacing their coach/manager for at least one hour daily by supervising the youth during that time - Attending meetings of the Mission Staff as directed by the Chef and Assistant Chef de Mission - Ensuring that athletes/participants are properly attired for competition and official ceremonies Team Nunavik-Quebec Mission Staff Application Arctic Winter Games 2014
- Managing the sales and/or distribution of items at the Mission office as directed by the Chef or Assistant Chef de Mission - Ensuring that TNQ members comply with curfews, Games Codes of Conduct and discipline - Acting as ambassadors of Nunavik and being courteous and helpful - Assisting with transportation of TNQ members to and/or from Games sites during the Games as directed by the Chef or Assistant Chef de Mission. - Acting as medical liaison in the event of the need for medical attention by escorting youth to the clinic and/or supervising them under quarantine
Qualifications/Requirements:
- current and valid Canadian Passport - resident of Nunavik for at least two years prior to the actual games - acquisition of certification from the National Coaching Certification Program (opportunities will be provided by KRG in 2013/14) - past/current involvement in the Nunavik sporting community - previous experience as an Athlete, Coach, Manager, Official or Mission Staff for multi-game events - at least 25 years of age at the time of the Games - very strong interpersonal skills, organizational skills and ability to work well with others - excellent/ creative written and verbal communication skills - working knowledge of word processing, computer graphics, social media (Facebook, YouTube, etc) and other computer skills - valid unrestricted driver’s license - no criminal record - ability to take time from work to properly prepare for and attend the Games
Assets:
- ability to speak Inuktitut - ability to participate as support staff in Regional competitions and selection events leading up to the 2014 Arctic Winter Game
Team Nunavik-Quebec Mission Staff Application Arctic Winter Games 2014
ARCTIC WINTER GAMES – 2014 INTERNAL MISSION STAFF APPLICATION VOLUNTEER POSITION
Personal Information Name Address Phone: (w) (h) Fax Email: Birth date: Driver`s License #: Expiry Date: Province: Resident of Nunavik since: Canadian Passport #: Expiry Date: (attach copy of page 2) Place of issuance:
Criminal Records Check The Kativik Regional Government will proceed with a criminal record check. Please note that you will not be selected if you have a criminal record.
Coaching/Officiating Background Briefly describe/list all certifications/qualifications you have in various sports. Sport Certification/qualifications
Sport/Recreation in Nunavik Information Briefly describe your involvement in sport and recreation in Nunavik and describe how this experience would assist you in the tasks associated with being selected as a member of TNQ’s Mission Staff.
Have you been involved in previous major games ie; Arctic Winter Games, Regional Games or a National event? If yes, please indicate the type of Games and the positions of responsibility that you held.
Team Nunavik-Quebec Mission Staff Application Arctic Winter Games 2014
Computer Experience: Yes: No:
Additional Information Please indicate any relevant information, which you feel, is important to your application as Mission Staff for Team Nunavik-Québec, Arctic Winter Games – 2014. Please use additional paper if required.
Applicant Signature: ______
Date: ______
THANK YOU FOR YOUR INTEREST IN THE 2014 ARCTIC WINTER GAMES. DEADLINE FOR SUBMISSION OF APPLICATIONS IN FULL IS
Friday, September 6, 2013
You must include the following: a) completed application form b) copy of page 2 of your passport c) copy of your birth certificate d) letter of recommendation from your Department Director
ALL APPLICATIONS AND ENQUIRIES SHOULD BE DIRECTED TO:
Valérie Rykhoff 819-964-2622 (fax) [email protected] (email) Code of Conduct and Disciplinary Procedures AWG 2014
2014 ARCTIC WINTER GAMES - PARTICIPANT AGREEMENT CODE OF CONDUCT AND DISCIPLINE PROCEDURES
I, the undersigned, as a Team Nunavik-Québec participant at the 2014 Arctic Winter Games, understand that there are expectations of me as to conduct and behavior as outlined in this Code of Conduct and Discipline Procedures handbook. I agree to abide by the established rules and regulations. 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 all program areas and that further action may be taken following the Arctic Winter Games. I agree to make every effort to provide a safe, harassment-free environment where all participants are treated with respect and which is conducive to maximal enjoyment of all.
Print Name of Participant Signature of Participant
Date
Print Name of Witness (Parent or Guardian) Signature of Witness (Parent or Guardian)
Date
Print Name of Program Coordinator Signature of Program Coordinator
Date
Code of Conduct and Disciplinary Procedures AWG 2014
CODE OF CONDUCT AND DISCIPLINE PROCEDURES TEAM NUNAVIK-QUEBEC ARCTIC WINTER GAMES 2014
A. Introduction
Members of Team Nunavik-Québec are expected to conduct themselves at all times in a respectful and responsible manner. This includes ensuring they are informed and understand the expectations of conduct as outlined in this handbook, as well as any particular expectations of conduct endorsed by their sport. This standard of conduct is expected of participants from the time of the Trials until they return home from the Games.
It is expected that all participants (athletes, coaches, managers and mission staff) will fulfil their roles and responsibilities as outlined in this handbook. Individuals who fail to do so will be subject to discipline.
B. Standard of Conduct (the do’s and don’ts)
1. Respect for Others
Team Nunavik-Québec is committed to providing a harassment-free sport environment in which all individuals are treated with respect. All participants must make every effort to promote a safe, harassment-free environment where all team members are treated with respect so the experience is conducive to maximal enjoyment for all. Furthermore, Team Nunavik-Québec supports equal opportunities and prohibits discriminatory practices. Participants will refrain from comments or behaviors, which are disrespectful, offensive or abusive (including racist or sexist).
2. Ceremonies and Official Team Nunavik-Québec Functions
All Team Nunavik-Québec participants must attend Games Opening and Closing Ceremonies, Sport Opening and Closing Ceremonies if applicable, as well as all official Team functions in full uniform in accordance with the Dress Code.
3. Residence
Unless prior approval is received from the Chef de Mission, all athletes, coaches and chaperones must reside in the Athletes' Village.
4. Curfew
The curfew for all participants as set by the Host Society is 11:00 pm with “Lights out” at 12:00 am midnight. Exceptions may be granted for late competition schedules and other matters beyond a team’s control. Coaches may set earlier curfew times based on game/event schedules. Code of Conduct and Disciplinary Procedures AWG 2014
5. Prohibitive Substances and Fair Play
Team Nunavik-Québec and the Arctic Winter Games International Committee strongly embrace the concept of Fair Play in Sport and unequivocally oppose cheating, which includes the use of substances or methods banned by National Sport Organizations and the Canadian Centre for Ethics in Sport.
Team Nunavik-Québec and the Arctic Winter Games International Committee will assist in whatever manner possible in implementing Fair Play initiatives and an Anti-Doping Campaign (including education).
Team Nunavik-Québec and the Arctic Winter Games International Committee recognize the Canadian Policy on Penalties for Doping in Sport (endorsed by the Canadian Centre for Ethics in Sport, adopted by Sport Canada, and the National Sport Organizations) and will honour suspensions of athletes or others determined to have committed doping or doping related infractions. Therefore, any person under suspension by their national or territorial/provincial sport organization shall be ineligible to participate in the Arctic Winter Games until the NSO or T/PSO has lifted the suspension.
6. Illicit Drugs
Team members are not permitted to possess or use any illegal drugs.
7. Alcohol and Tobacco
Minors shall not consume alcohol nor use any tobacco products, including snuff, at any time during the Games. Minors found possessing any alcohol or tobacco products will have these items confiscated and may be subjected to further discipline.
The laws of the jurisdiction define a minor where the Games are taking place.
Adults shall not consume alcohol in the Athletes' Village, nor shall they be under the influence of alcohol at any time they are performing their official duties as a member of Team Nunavik-Québec.
Adults shall refrain from smoking in the Athletes' Village, at all official Team Nunavik- Québec activities or functions, at competition sites, and on Host Society provided transportation.
8. Types and Examples of Infractions
Examples of minor infractions (misconduct), which will not be tolerated, include:
Ø use of tobacco products, including snuff, by minors Code of Conduct and Disciplinary Procedures AWG 2014
Ø use of tobacco products by adults in the Athletes' Village, at official Team Nunavik- Québec activities or functions, at competition sites, or on Host Society provided transportation Ø disturbance or disruption after quiet time in the Athletes' Village Ø disrespectful, offensive or abusive (which includes racist or sexist) comments or behaviour Ø disrespectful of fair play values and conduct, such as arguing Ø being late for or absent from Team Nunavik-Québec activities or functions Ø failing to follow the dress code for official functions Ø other similar infractions of minor severity
Note: The preceding list provides examples of minor infractions only. It does not include all possible minor infractions and is only intended to provide guidance to differentiate minor infractions from major infractions.
Examples of major infractions (gross misconduct), which will not be tolerated, include:
Ø disrespectful of fair play values and conduct, such as fighting Ø curfew violations Ø repeated disturbances or disruptions after quiet time in the Athletes' Village Ø repeated or gross display of disrespectful, offensive or abusive (which includes racist or sexist) comments or behaviour Ø repeated lateness for, or absence from, Team Nunavik-Québec activities or functions Ø bringing disgrace to Team Nunavik-Québec Ø possession or use of illicit drugs Ø use of alcohol by a minor at any time Ø 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 TNQ Ø intoxication Ø betting or gambling Ø activities or behaviour which disrupts competition Ø pranks, jokes or other activities which endanger the safety of others Ø criminal activities Ø other similar infractions of major severity
Note: The preceding list provides examples of major infractions only. It does not include all possible major infractions and is only intended to provide guidance to differentiate major infractions from minor infractions.
C. Disciplinary Sanctions Applicable at the Games
1. For Minor Infractions (misconduct)
The following sanctions may be applied, singly or in combination, for minor infractions:
Code of Conduct and Disciplinary Procedures AWG 2014
Ø earlier curfew Ø verbal or written reprimand Ø formal verbal apology (witnessed) Ø formal written apology (hand-delivered) Ø suspension from certain Team Nunavik-Québec activities, which may include suspension from the next scheduled competition at the Games Ø other sanctions as may be considered appropriate by the Coach/Manager
2. For Major Infractions (gross misconduct)
The following sanctions may be applied, singly or in combination, for major infractions:
Ø revoking Team Nunavik-Québec clothing Ø removal of certain Team Nunavik-Québec or Athletes' Village privileges Ø assignment to direct supervision for a prescribed period of time Ø removal from a portion of or the remainder of the Games Ø expulsion from the Games Ø other sanctions as may be considered appropriate by the Discipline Committee
Note: Further disciplinary action may be taken after the Games and may involve suspension from future Games and competitions. Incidents which involve a number of team members may result in the entire team receiving or being affected by disciplinary sanctions.
D. Disciplinary Responsibilities
At the Games (Including travel)
Minor infractions The Coach/Manager is responsible for discipline for all minor infractions.
The Coach/Manager will keep a written log of all minor infractions. The Coach/Manager may also complete an incident report for a minor infraction using the form contained in Attachment “A” (Incident Report), in which case, a copy is provided to the Mission Staff of the sport.
In any case, the offender must be informed that their bad behaviour has been noted.
Major infractions The Discipline Committee1 is responsible for discipline for all major infractions. The Mission Staff for the sport prepares an incident
1 The Discipline Committee is made up of the Coach/Manager for the sport/group, the mission staff assigned to the sport/group, and the Assistant Chef de Mission, who shall chair the committee.
If the individual being disciplined is one of these three people (or related to them), the Chef de mission, shall appoint a suitable alternate to serve on the Discipline Committee. Code of Conduct and Disciplinary Procedures AWG 2014
report for the major infraction using the form contained in Attachment “A” (Incident Report), in which case, a copy is provided to the Discipline Committee and retained by the Assistant Chef de Mission.
Also, keep in mind that the Host Society may take immediate and cumulative disciplinary action too.
Appeal Level If you think a decision is unfair, you can appeal it to the appeals committee2 within 2 hours. To do so, fill in the form you receive with the disciplinary decision.
Do not hesitate to ask for help. Talk to your Coach or Mission Staff. You can ask for someone to represent you in an appeal – an athlete’s advocate3.
Only the offender or the Chef de Mission can appeal a decision.
2. Procedures for Discipline at the Games
(a) The individual who is alleged to have committed the infraction will be advised of the procedures outlined in this policy, and of the right to consult with an athlete's advocate (if the individual is an athlete), a parent/guardian (if the individual is a minor) and/or legal counsel. The individual who is alleged to have committed the infraction will also have an opportunity to submit a written response, if so desired.
(b) As soon as possible after the incident is reported, the Discipline Committee shall convene a hearing. The hearing shall be governed by such procedures as the Discipline Committee sees fit, provided that the following principles are observed:
2 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/group (i.e. if the appellant is an athlete, this would be another athlete or if the appellant is a coach, then another coach, etc.) or the Director of the KRG Recreation Department.
Prior to the Games, the Chef de Mission shall compile a list of Athletes, Coaches, Chaperons and Mission Staff who are willing to serve on the Appeals Committee.
If the Chef de Mission is the appellant, a suitable alternate shall be appointed to serve on the Appeals Committee in their place.
3 An Athlete involved in a discipline situation shall be advised that they have the right to seek the advice and assistance of an Athlete's advocate. The role of the Athlete's advocate is to advise the Athlete of his or her rights, to provide support and to speak on behalf of the Athlete, if requested. An Athlete's advocate may be a member of the Mission Staff or any other member of Team Nunavik-Québec who has been requested by the Athlete to act as their advocate, and who is willing and able to serve.
If an Athlete is unable to secure an advocate, the Chef de Mission will appoint one. Code of Conduct and Disciplinary Procedures AWG 2014
Ø the individual being disciplined shall be given reasonable notice of the hearing and shall have an opportunity to address the committee Ø the individual being disciplined may be accompanied by an Athlete's advocate, or any other adviser including legal counsel Ø the hearing shall be held in private Ø the committee may request that witnesses to the incident attend the hearing to provide evidence Ø the individual being disciplined shall be given the opportunity to question those giving evidence and is provided occasion to speak on their own behalf concerning the events that lead to the hearing.
(c) The Discipline Committee shall determine appropriate sanctions in accordance with the guidelines outlined in this policy. The committee's decision shall be communicated to the individual in writing, with reasons, using the form shown in the Attachment "B" (Decision of Discipline Committee) and shall take effect immediately. A copy of the committee's decision shall also be provided to the Chef de Mission.
3. Procedures for Discipline after the Games
After the Games The Chef de Mission and the Disciplinary Committee in consultation with the Director of the KRG Recreation Department shall be responsible for discipline after the Games as it pertains to participation as a member of Team Nunavik-Québec at future Games. This action will involve conducting an investigation and if necessary, a hearing.
Records of disciplinary decisions will be filed in the office of the Director of Recreation with the KRG Recreation Department
E. Appeals
1. Grounds for Appeal
Appeals of discipline decisions made at the Games may be heard only if there are sufficient grounds for the appeal. Sufficient grounds include the following:
Ø decisions made where the decision makers did not have the authority or jurisdiction Ø failure to follow proper procedures which includes providing a fair hearing Ø making a decision that was influenced by bias Ø failure to consider relevant information or taking into account irrelevant information in making the decision Ø making a decision for an improper purpose Ø making a decision which was unreasonable.
2. Procedures for Appeal of Discipline Decisions made at the Games: Code of Conduct and Disciplinary Procedures AWG 2014
a) The individual being disciplined shall have TWO HOURS from the time of receiving a decision on discipline to launch an appeal, whether from their Coach/Manager or from the Discipline Committee, to submit an Attachment “C” (Notification of Appeal.)
b) Likewise, the Chef de Mission shall have TWO HOURS from the time of receiving a copy of the decision on discipline to launch an appeal.
c) The grounds for the appeal must be stated in writing using the form shown in the Attachment “C” (Notification of Appeal) and delivered to the mission desk or, if this is not possible, to any member of mission staff.
d) As soon as possible after receiving notification of an appeal, the Appeals Committee shall review the Notification of Appeal and decide if the grounds for appeal as stated are sufficient to warrant an appeal (see Section E 1.). If it is decided that the stated grounds are not sufficient, the appellant will be advised that the grounds are insufficient and that the appeal will not be heard. This decision shall be communicated to all parties in writing. If the Appeals Committee decides that there are sufficient grounds they shall convene a hearing. The hearing shall be convened by such procedures as the Appeals Committee sees fit, provided that the following principles are observed:
Ø the appellant shall be given reasonable notice of the hearing and shall have the opportunity to address the committee Ø the appellant shall be advised of their right to be accompanied by an Athlete's advocate or any other adviser, including legal counsel Ø the hearing shall be held in private Ø the committee may request that witnesses to the incident be present at the hearing to provide evidence Ø the appellant shall be given the opportunity to question those giving evidence and be provided an occasion to speak on their own behalf concerning the events that lead to the hearing.
e) The Appeals Committee shall have the authority to uphold the decision on discipline, to reverse the decision, and/or to modify any of the recommended disciplinary sanctions.
f) The decision of the Appeals Committee shall be communicated to all parties in writing, with reasons, using the form shown in the Attachment “D” (Decision of Appeals Committee) and shall take effect immediately.
g) The decision of the Appeals Committee shall be final and binding, subject only to a decision of any court of competent jurisdiction.
3. Procedures for Appeal of Discipline Decisions made after the Games. Code of Conduct and Disciplinary Procedures AWG 2014
Appeals of discipline decisions made by the KRG Recreation Department after the games must be made within ten (10) days following notification of the decision. The notification of appeal must be presented in writing and indicate the grounds for appeal. Upon receipt of an appeal:
Ø the KRG Recreation Department will establish an Appeals Tribunal to review the appeal and its grounds. The tribunal will be composed of persons who are unbiased and would bring an appropriate blend of skills, experiences and perspectives to the appeal. The appellant will be given the opportunity to approve the members selected Ø the tribunal will consider the appeal and decide whether or not a hearing is warranted Ø if the tribunal decides that the appeal does not indicate sufficient grounds they will deny the appeal and notify the appellant of their decision in writing stating reasons
The tribunal may decide:
Ø to void, vary or confirm the decision being appealed Ø to make any decision it feels should have been made Ø to refer the matter back for a new decision with directions to correct any errors that were made Ø to determine how costs of the appeal shall be allocated
F. Confidentiality at Games
The Chef de Mission shall handle all communication of disciplinary matters to outside parties at the Games. Every effort will be made to keep all information, including documents, confidential.
All individuals involved in a disciplinary matter, including the individual being disciplined, shall refrain from disclosing the details of the matter to outside parties.
WELCOME TO TEAM NUNAVIK-QUÉBEC
PARTICIPANT REGISTRATION HANDBOOK
ARCTIC WINTER GAMES 2014
TABLE OF CONTENTS
Section 1 – Welcome and Information
· Welcome Messages o Maggie Emudluk, Chairperson, Kativik Regional Government o Nancianne Grey, Chef de Mission and Assistant Chef de Mission
· Introduction
· Attitude and Behavior
· Team Selection and Alternates
· Insurance and Liability
· Responsibilities – Organizations o Kativik Regional Government o Kativik School Board
· Members of Team Nunavik-Québec o Chef de Mission o Mission Staff o Coaches o Athletes and Cultural Performers o Communications Team
· Canadian Passports
· Code of Conduct and Discipline Procedures
· Dress Code/Clothing Agreement
· Photo Release Form
· Important Numbers
· Checklist
Section 2– Appendices and Required Registration Forms
· Code of Conduct and Discipline Procedures · Participation Agreement · Dress Code/ Clothing Form · Photo Release Forms
Participant Handbook Team Nunavik–Québec, 2014 Page 2
MESSAGE FROM THE KATIVIK REGIONAL GOVERNMENT
On behalf of the Kativik Regional Government, it is an honour and a privilege for me to congratulate you on becoming a member of Team Nunavik-Québec for the upcoming 2014 Arctic Winter Games. You are about to take part in the circumpolar world’s most important sports competition. I know everyone will perform admirably in Fairbanks, Alaska, USA, and make Nunavimmiut proud.
At this time, you must make a promise to yourself that you will train and prepare for these Games so that you can make the most out of this experience.
Team Nunavik-Québec’s participation in the 2014 Arctic Winter Games has been made possible through the generous support of a number of financial sponsors. I especially want to thank Air Inuit, Xstrata Nickel, the Regional Development Fund (managed by the Kativik Regional Government), the Québec Ministère de l’Éducation, du Loisir et du Sport, the Federation of Cooperatives of Northern Québec, and the Ungaluk Program for safer communities (coordinated jointly by the Makivik Corporation and the Kativik Regional Government).
Your experiences at the 2014 Arctic Winter Games are sure to be enriching. Do your best; all of Nunavik is cheering you on. Congratulations!
Maggie Emudluk Chairperson Kativik Regional Government
MESSAGE FROM THE CHEF DE MISSION AND ASSISTANT CHEF DE MISSION
We want to welcome you to Team Nunavik-Québec for the 2014 Arctic Winter Games. The Games are truly making a difference in the lives of people in our communities. We are now into the final preparation stages for our team. It is important that you train hard and also complete all the documentation that is required of each participant.
This handbook is intended to inform you of the roles and responsibilities of all the members of Team Nunavik-Québec. Read through it carefully and, if you have any questions, speak with your Coaches or Mission Staff. We cannot stress enough the importance of completing all your paperwork, especially in getting a Canadian Passport.
Each of you will be an ambassador for Nunavik and Québec. This is an opportunity of a lifetime! Be proud of your place on Team Nunavik-Québec.
Nancianne Grey Ben Whidden Chef de Mission Assistant Chef de Mission Team Nunavik-Québec Team Nunavik-Québec
Participant Handbook Team Nunavik–Québec, 2014 Page 3 INTRODUCTION
Every member of Team Nunavik-Québec is entitled to certain privileges that come with being chosen to represent the region at the Arctic Winter Games. Every member is also required to understand and fulfil a number of responsibilities and obligations. This handbook, addressed to Athletes, Coaches, Cultural Performers and Mission Staff alike, outlines these responsibilities and obligations and provides you with important information regarding your participation in the 2014 Arctic Winter Games.
APPROPRIATE ATTITUDE AND BEHAVIOUR
The document Team Nunavik-Québec: Code of Conduct and Discipline Procedures is furthermore appended to this handbook. The Code of Conduct identifies the standard of behavior expected of all members. Members who fail to follow the code risk losing their position on Team Nunavik-Québec, including opportunities to participate with the team at future events. Athletes, Coaches, Cultural Performers and Mission Staff must read, understand, sign and comply with the Code of Conduct.
You are ambassadors of our government and communities. The Kativik Regional Government is strongly committed to providing a safe, harassment-free and respectful environment for all the members of Team Nunavik-Québec in order to foster their maximum performance. Attitude and behaviour are key in creating such an environment and are therefore important criteria for the selection of team members.
The Kativik Regional Government also promotes The True Spirit of Inuit Games. Developed by the Kativik School Board, this approach encourages fair play and sportsmanship. All participants should therefore:
· Encourage others · Follow the rules · Show self-control · Applaud the efforts of competitors · Be modest in victory · Do their best to improve · Cooperate with coaches and judges · Be proud of their best effort regardless of their final results
TEAM SELECTION AND ALTERNATES
After the final selection of Team Nunavik-Québec, one athlete per category per sport and one cultural participant is designated as an alternate. If it becomes necessary to replace a participant, the alternate is asked to assume the vacant position.
Reasons for replacing a member include: · Appreciably diminished academic performance (for students)
Participant Handbook Team Nunavik–Québec, 2014 Page 4 · Poor school attendance (for students) · Voluntary resignation · Inability to participate due to injury or illness · Unwillingness or inability to commit to the prepared training plan · Unacceptable attitude, behaviour or conduct · Participant does not have a valid Canadian Passport
In the case of appreciably diminished academic performance or poor school attendance, the Team Nunavik-Québec selection committee will contact school authorities to review the situation. Subsequently:
· A selection committee member will advise (verbally) the team member to correct the situation · If the situation continues or is repeated, the selection committee will transmit a written notice to the team member and the school principal · If the situation continues or is repeated again, the selection committee will notify the member of his/her removal from Team Nunavik-Québec
INSURANCE AND LIABILITY
Participants join Team Nunavik-Québec entirely at their own risk. It is understood that the Kativik Regional Government, the Kativik School Board, the Makivik Corporation, the Host Society, the Arctic Winter Games International Committee, the Government of Alaska and City of Fairbanks, and their respective directors, officers, employees, volunteers and agents will not be held responsible for injury, loss or damage sustained during trials, training, travel to and from the Arctic Winter Games (AWG), or at the AWG. These organizations assume no responsibility for loss of wages, or for medical, dental or hospital care, for participants as a result of their participation in the AWG.
TNQ will purchase Emergency Medical Care Insurance through Blue Cross Blue Shield of Québec to cover all our participants. It will be important that you complete your registration and paperwork so that our Team organizers can complete their application for medical coverage.
There is a polyclinic that has been established by the Host Society for all minor injuries and medical issues during the Games. Participants are not allowed to report to the polyclinic without being accompanied by a Mission Staff member. Any participants that may require medical attention please contact your Mission Staff member/Manager to ensure proper procedure is followed.
Participant Handbook Team Nunavik–Québec, 2014 Page 5
RESPONSIBLITIES – ORGANIZATIONS
KATIVIK REGIONAL GOVERNMENT
· The Recreation Department in the KRG will assume a leadership role leading up to participation in the AWG, in consultation with its partners · Handle the administration and coordinate the funding of participation in the AWG · Announce the selection of team members · Prepare and enforce a Code of Conduct and Discipline procedures · Disseminate information about the AWG to all local recreation coordinators · Monitor all AWG preparatory activities · Attend AWG International Committee and host society meetings when required · Recommend individuals to serve as Mission Staff for the 2014 Games · Support and advise the Chef de Mission · Approve all logos and uniforms for Team Nunavik-Québec, in consultation with the Chef de Mission
KATIVIK SCHOOL BOARD
· Disseminate information about the AWG to all local schools · Advise physical education teachers of the dates and locations of regional trials and information regarding the event and participant selection criteria · Approve the participation of athletes at regional trials in accordance with each school’s criteria · Advise all school principals of the members selected for Team Nunavik-Québec and the dates of the AWG
MEMBERS OF TEAM NUNAVIK–QUÉBEC
It is a privilege to be named to the representative team that will be attending the Arctic Winter Games in Fairbanks, Alaska, USA in March 2014. Everyone has a role to play and certain responsibilities that come with that position.
CHEF DE MISSION AND ASSISTANT CHEF DE MISSION
The Chef de Mission is the leader of Team Nunavik-Québec for the 2014 Arctic Winter Games and is assisted closely by the Assistant Chef de Mission with all his/her duties.
Chef de Mission: Nancianne Grey Assistant Chef de Mission: Ben Whidden
Participant Handbook Team Nunavik–Québec, 2014 Page 6
MISSION STAFF
There are five (4) other individuals that will work closely with the Chef de Mission and the Assistant Chef de Mission to ensure that Team Nunavik-Québec meets all its obligations as a unit during the 2014 Arctic Winter Games.
Andrew Epoo: Arctic Sports Alec Clunas: Dene Games David Lane: Badminton/Table Tennis Louise Simard: Snowshoe/ Cross Country
COACHES/MANAGERS
Team Nunavik-Québec will participate in six (6) sports and send a cultural delegation to the 2014 Arctic Winter Games. There are two (2) coaches per sport, one (1) for males and one (1) for females for a total to twelve (12) coaches. The cultural contingent has one (1) manager and will have (1) chaperone if the selected candidates are of both sexes.
Olivia Ikey James Cumberbatch Arctic Sports James MacInnis Anna Kristensen Badminton Catherine Dumont Porier Susie Koneak Cross Country Skiing Louisa Whitelely Ned Gordon Dene Games Gillian Warner Philemon Boileau Snowshoe Amber Douthwright Aftab Khan Table Tennis Karen Kettler Etua Snowball Cultural
ATHLETES AND CULTURAL PERFORMERS
Arctic Sports – 16 athletes Dene games – 16 athletes Badminton – 8 athletes Snowshoe – 8 athletes Cross Country Skiing – 8 athletes Table Tennis – 8 athletes
Cultural – 6 performers
COMMUNICATIONS
A Communications Team will travel with Team Nunavik-Québec to the AWG to assist and offer support in terms of media relations, interview preparation, pictures, and updates of all social media. There are two (2) positions on the Communications Team:
Senior Communications Officer Official Photographer
Participant Handbook Team Nunavik–Québec, 2014 Page 7 They are responsible for capturing the activities around the AWG and sharing the highlights of Team Nunavik-Québec through various communications methods such as interviews, and media releases.
CANADIAN PASSPORTS
All participants on Team Nunavik-Quebec MUST have a valid Canadian Passport. If you have been selected to be on our team, it is your responsibility to ensure that you have the proper documents to travel outside of the country, they are available at the post office in each of your communities or online. Our Recreation Department staff, Mission Staff and coaches also have the required application forms and are available to assist you in getting your passport. Please do not delay this process. As we get closer to the Games, anyone who is not in possession of a valid passport will put their position on our team in jeopardy and will be replaced.
CODE OF CONDUCT AND DISCIPLINE
Members of Team Nunavik-Québec are expected to conduct themselves at all times in a respectful and responsible manner. This includes ensuring they are informed and understand the expectations of conduct as outlined in our handbook, as well as any particular expectations of conduct endorsed by their sport. This standard of conduct is expected of participants from the time of the Trials until they return home from the Games.
The Team Nunavik-Quebec: Code of Conduct and Discipline Procedures is contained in Appendix 1 of this Handbook. All participants are required to read and sign off on the final page and return this to the Recreation Department. It is expected that all participants (athletes, coaches, managers and mission staff) will fulfil their roles and responsibilities as outlined in this handbook. As we get closer to the Games, anyone who has not submitted their signed form will put their position on our team in jeopardy and will be replaced.
DRESS CODE/CLOTHING AGREEMENT
All Team Nunavik–Québec members will receive high-quality and attractive team uniforms. In return, team members must sign an agreement, in which they undertake to wear the appropriate clothing at all competitions and events and comply with the dress codes as set out by the agreement. You must sign and return to us the completed Dress Code/Clothing Agreement form found in Appendix 2.
PHOTO RELEASE DOCUMENTATION
We have been very fortunate in the past to have specialized and experienced people to record our experiences and performances at the Games through photos. In order to
Participant Handbook Team Nunavik–Québec, 2014 Page 8 keep this tradition going, we ask that each participant complete and return the Photo Release Form contained in Appendix 3.
IMPORTANT NUMBERS AND INFORMATION
It is important that you keep in touch with your coaches and Mission Staff that are designated for your sport. More information will become available as we move closer to the 2014 Games and open communication will be essential to making sure everyone knows what is happening. Coach: Sport: Phone Email James Arctic Sports Cumberbatch Olivia Ikey Arctic Sports [email protected] Ned Gordon Dene Games [email protected] Louisa Whiteley Dene Games [email protected] James MacInnis Badminton [email protected] Anna Kristensen Badminton [email protected] Aftab Khan Table Tennis [email protected] Amber Table Tennis [email protected] Douthwright Catherine Porier Cross Country Catherine.dumont- Ski [email protected] Susie Koneak Cross Country [email protected] Ski Philemon Snowshoe [email protected] Boileau Gillian Warner Snowshoe [email protected] Etua Snowball Cultural [email protected] Karin Kettler Cultural [email protected] Mission Staff: Sport: Phone: Email: David Lane Badminton/Table tennis Andrew Epoo Arctic Sports [email protected] Alec Clunas Dene Games [email protected] Louise SImard Snowshoe/Ski [email protected] Chef/ Assistant Chef de Mission: Phone Email Nancianne Grey (Chef) [email protected] Ben Whidden (Assistant Chef) [email protected]
Participant Handbook Team Nunavik–Québec, 2014 Page 9 CHECKLIST
☐ Signed Last Page - Code of Conduct and Discipline Procedures
☐ Signed Dress Code/Clothing Agreement
☐ Signed Photo Release Form
Please fax or email these to 819-964-2622 or [email protected]
ONCE ALL TNQ PARTICIPANTS HAVE COMPLETED THEIR PRELIMINARY REGISTRATION, A PARTICIPANT AGREEMENT FORM FROM THE HOST SOCIETY IN ALASKA WILL BE SENT TO YOU. THIS DOCUMENT WILL NEED TO ALSO BE COMPLETED AND RETURNED TO THE KRG RECREATION DEPARTMENT.
Participant Handbook Team Nunavik–Québec, 2014 Page 10 APPENDIX 2
DRESS CODE/CLOTHING AGREEMENT
Items of clothing will be provided for each member of Team Nunavik-Québec and their participation at the 2014 Arctic Winter Games. These items remain the property of Team Nunavik-Québec and if no sanctions are levied upon the participant at the conclusion of the Games, the clothing becomes the property of the participant.
All Team Nunavik-Québec members must dress respectfully and appropriately at all times during the Games. Items of clothing that promote the use of drugs or alcohol are prohibited. Smoking in uniform is not allowed at any times. Participants are expected to dress appropriately at all official functions i.e.
Pep Rallies Parka and Outdoor Pants Hoodie and Sweat Pants Green TNQ T-Shirt Opening Ceremonies Parka (fully zipped) and Sweat Pants Black TNQ T-Shirt Indoor Competition Green or Black TNQ T-Shirt Sweat Pants or Shorts Hoodie or Completive Jacket Outdoor Competition Parka or competitive jacket Outdoor pants or sweat pants Green or Black TNQ T-Shirt Medal Ceremonies Competitive Jacket (fully zipped) Sweat Pants Green or Black TNQ T-Shirt
I, having read the TNQ 2014 Arctic Winter Games Dress Code and Clothing Agreement, acknowledge and understand that as a member of TNQ, I hereby accept the clothing provided and agree not to de-face said clothing and agree to follow the outlined expectations regarding my dress.
Participant Signature Date:
Participant Handbook Team Nunavik–Québec, 2014 Page 11
APPENDIX 3
PHOTO RELEASE
The undersigned in exchange for duly received valuable consideration, hereby grants the Kativik Regional Government (KRG) all the rights listed below. · The right to photograph, film, copy or communicate to the public by any means whatsoever my image and my voice in or in relation with the different audiovisual, print, digital telecommunications documents produced by or for the KRG; · The right to use my image and my voice for the purpose of using the audiovisual, print, digital telecommunications documents in any form whatsoever including public display and distribution, communication and telecommunication to the public by the media; · The right to use my image and my voice for advertising or promotional purposes for the different audiovisual, print, digital and telecommunications documents.
I grant the KRG the above-listed rights in perpetuity and with no geographic restrictions. In addition, I authorize the KRG to allow third parties to exercise the rights granted herein. PLEASE PRINT IN BLOCK LETTER Name: Address: Phone: Birthdate: Email: Signed by: In On
‘
IF THE PERSON IS UNDER THE LEGAL AGE OF MAJORITY: I am the parent or legal guardian of the person listed above and I have legal authority to execute this agreement on the minor’s behalf. I have read and fully understood the contents of this agreement and consent to the rights granted based on the contents of this agreement. Signed, sealed and delivered in the presence of
Signature Parent or Guardian Date
Participant Handbook Team Nunavik–Québec, 2014 Page 12 Consent Letter for Children Travelling Abroad
To whom it may concern,
I / We, , full name(s) of parent(s) / person(s) / organization giving consent Address: street address, city
province/state, country Telephone and email: telephone email am / are the parent(s), legal guardian(s) or other authorized person(s) or organization with custody rights, access rights or parental authority over the following child:
Information about travelling child
Name: child’s full name Date and place of birth: dd/mm/yyyy city, province/territory Number and date of issue of passport (if available): number dd/mm/yyyy Issuing authority of passport (if available): country where passport was issued Birth certificate registration number number Issuing authority of birth certificate province / territory where birth certificate was issued Information about accompanying person (leave blank if child is travelling alone)
This child has my / our consent to travel alone ☐ or This child has my / our consent to travel with
Name: full name of accompanying person Relationship to child: mother, father, grandparent, sister, brother, relative, friend, other Number and date of issue of passport: number dd/mm/yyyy Issuing authority of passport: country where passport was issued Contact information during trip
I / We give our consent for this child to travel to:
Destination(s): name of destination country / countries Travel dates: date of departure to date of return to stay with / at (if applicable) name of person with whom child will be staying / hotel or other accommodation at the following address(es) street address(es), city (cities)
province(s)/state(s), country (countries) Telephone and email
This letter may be signed before a witness who has attained the age of majority (18 or 19, depending on the province or territory of residence) OR certified by an official who has the authority to administer an oath or solemn declaration (recommended). Signature(s) of person(s) giving consent Signature of witness or Signature of official
Signed before me on this full name of witness day of , , month year signature(s) of person(s) giving consent signature of witness by name(s) of person(s) giving consent dd/mm/yyyy dd/mm/yyyy city, province/territory
signature of official
name / title of official
Questions regarding information in this consent letter should be directed to the person(s) or organization giving consent.
(seal)