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Athletics Canada National Team Staff Manual

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Athletics Canada National Team Staff Manual ATHLETICS CANADA NATIONAL TEAM STAFF MANUAL 1 MESSAGE FROM ATHLETICS CANADA WELCOME! On behalf of Athletics Canada congratulations on being selected to represent Canada on the world stage this year. In the pages to come you will be introduced to resources in a number of areas to address any questions or concerns during your preparation for this team, this competition and your time abroad. The resource addresses travel information and guidelines, dealing with the media, Athletics Canada sponsors, anti- doping, where to find up-to-date information on upcoming events and almost everything to prepare you for the event that lies ahead. It is Athletics Canada’s responsibility and objective to ensure that every team member has a positive and successful experience, we strive to take every avenue necessary to help you get there. Athletics Canada is committed to athlete and coach development, competitive programs and the longevity of our organization to support and develop athletics in Canada. We hope this manual will serve as a quick reference guide to allow you to better understand the roles, responsibilities, and expectations of yourself, and all those involved with the National Team Program. If you have any additional questions, please feel to free contact the appropriate national office staff representative. Welcome to the team, best of luck in this, and future competitions. Yours in sport, ROB GUY GORD ORLIKOW Chief Executive Officer Chairman of the Board 2 INTRODUCTION As the National Sport Governing Body for track and field, cross-country running, road running, and race walking, Athletics Canada supports high performance athletics excellence at the world level and provides leadership in developmental athletics. Athletics Canada’s mission is the pursuit of leadership, development and competition that ensures world-level performance in athletics. Our mission is built on four enabling factors: leadership; management; financial self-sufficiency; and a cohesive family. Contributing factors include: competition; coaching; athlete development; and recognition. These elements help us achieve the end result of: international performance; individual experience; and retention and growth. As a member of a National Team it is important for you to clearly understand the core values we all need to be striving to achieve. 3 STAFF RESPONSIBILITIES The National Team Program of Athletics Canada represents the highest level of achievement in our sport. The staff of any National Team is comprised of a diverse group of volunteers and professionals all brought together for one purpose – to assist the athletes in achieving their high performance objectives while competing for Canada on the National Team. Each team is unique in its composition depending on team size and level of competition (both age and caliber). National Teams will have a combination of any of the following staff members: Head of Delegation – Head Coach – Team Leader - Event Coach – Team Manager – Personal Coach – Doctor – Physiotherapist - Athletic Therapist – Massage Therapist – Chiropractor – Media Liaison – Equipment Technician – Biomechanist – Nutrition Specialist – Sports Psychologist This National Team Staff Manual is a resource for you to use to help you take advantage of the services that are available to you. It is also a tool to assist you to do your job on this National Team, by helping you understand the policies and regulations that govern the National Team programs of Athletics Canada. Congratulations on being named as a staff member to an Athletics Canada National Team! In being selected to this team you will have already familiarized yourself with the National Team Staff application and selection processes. More information on team staff selections can be found on the staffing section of our website at http://athletics.ca/wp-content/uploads/2014/12/2015_StaffingDoc1_EN.pdf or you can contact the national team department. Getting Involved & Staying Informed We encourage you to begin your duties as part of this national team staff as soon as you are selected; there are numerous areas in which you can assist prior to going on a team i.e. encouraging athletes to submit declaration forms, results, athlete tracking, etc. Your assistance ahead of time will make the team logistics run smoothly. Your first duty as a National Team staff member is to familiarize yourself with this staff manual and to carefully read through the team selection criteria/guidelines document posted on the Selection Criteria section of the Athletics Canada website (see the website for your specific event). Wherever possible, a conference call or meeting will be scheduled with all selected staff. This provides an opportunity to share information, assign specific pre-event tasks and generally develop a team atmosphere. Following the team selection date the national office staff or the designated Team Manager will distribute a newsletter prior to the team’s departure (typically two weeks prior if possible). This team newsletter contains all necessary information, including what to do when you arrive as well as local and emergency contact information, links to further information, etc. Please familiarize yourself with the specific newsletter for your event, print it off and bring it with you when you travel. Also, make sure that you have provided Athletics Canada with all of the mandatory and requested information, including personal, travel, medical and uniform information. Information may also be communicated directly to you by the National Team office staff. 4 As a National Team staff member you have a responsibility to abide by the policies and regulations of Athletics Canada; these policies are outlined in this manual. The most important is the Member Conduct Policy. This policy has combined together the previous policies related to discipline, harassment, etc. Please make sure to read this carefully and familiarize yourself with their contents. All staff members are required to be members in good standing of Athletics Canada. Memberships will be checked by the national office staff upon final staff member selections. Background Checks In 2009, the Athletics Canada Board passed a motion that all members of national team staff will require a police records/background check. We therefore require all coaches to become members of Coaches of Canada since they mandate a police records check as part of their membership requirements. All other staff can provide a previously completed police background check (must be valid within the last 3 years) or contact their local police department to obtain the necessary forms. The national office staff will follow- up with all selected staff accordingly. The entire policy is available on our website here: http://athletics.ca/wp-content/uploads/2014/12/Policy-on-Member-Conduct.doc-Nov.-2014.pdf NATIONAL TEAM TRAVEL and FINANCIAL POLICIES Travel Obligations All staff members who wish to participate on an Athletics Canada National Team are required to comply with Athletics Canada’s official travel plans (including participation in identified pre-competition and pre- event training camps and competitions (see below “Policy Regarding Participation in Training Camps”). The official travel program will be communicated to you as quickly as possible. In extraordinary circumstances, exceptions to these team travel obligations may be granted by Athletics Canada. The request for an exemption must be made in writing to the national office and the head coach of the respective team well in advance of travel dates (preferably upon selection to the national team staff). Requests to deviate from the required travel dates to and from competition and / or pre-competition training camps will be reviewed by the team’s head coach and/or members of the national team office staff on a case-by-case basis. Under special circumstances alternative arrangements may be made for these team members. Elements considered in making these exceptions include: Ground transportation coordination Minimum travel and time zone acclimatization Team meeting and special function attendance Team cohesiveness Travelling personal coaches, spouses, and/or family members may not stay in the same accommodation as the Athletics Canada team. 5 Travel Itinerary and Ticket The Athletics Canada National Team Unit or your Team Manager will provide you with your travel itinerary and ticket. If you have not been contacted with this information within a reasonable time period prior to your departure, please contact the Athletics Canada National Head Office immediately. Team Travel Bookings Athletics Canada benefits from the use of group travel bookings where possible and will make arrangements based on the most economical routing that is also conducive to high performance results. In general, preparation periods will be based on time zone differences to the destination country, and on the principle that one day’s allowance per time zone difference will be made. All known travel and departure schedules will be contained in the team Selection Criteria and Newsletter posted on the website. All potential athletes must declare by the required declaration deadline so that the above benefits can be obtained in the most efficient, effective and economical way for everyone involved. For Junior and Youth teams, Athletics Canada will make every attempt possible to have the team travel on the same flight i.e. leaving from a common airport in Canada and include team staging as part of the pre-event travel Wherever possible, Athletics Canada will attempt to have the Head Coach and/or Team Manager arrive a day earlier in order to prepare for the team’s arrival. Departure Policy (post event) It is the policy of Athletics Canada that all team members may stay for the duration of the event and depart on the last official Athletics Canada departure date. The last departure date is usually set one day following the last scheduled event or immediately following the closing ceremonies. Team members who wish to stay longer may do so at their own expense but may not continue to stay in the team accommodation after the Athletics Canada delegation and staff has departed.
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