All_Policies

Policies

(Updated 28 December 2021) 

PWS athlete are also members of BC Artistic Swimming and Canada Artistic Swimming, and therefore follow the Canadian Anti-Doping Program (CADP) at the Canadian Centre for Ethics in Sport (https://cces.ca/cadp-adoption). Artistic Swimming athletes in Canada may be subject to unannounced doping control.  

As explained by the Canadian Centre for Ethics in Sport (https://cces.ca/your-requirements),  

  • Do not take supplements and if you do, minimize your risk. 
  • Always comply with testing requests when you are notified for doping control.” 
  • Know what kind of athlete you are for the purposes of anti-doping, and know what responsibilities you have as a result, including whether you need to report your whereabouts and the nature of medical exemption requirements. 
  • Athletes may need to obtain one of two types of medical exemption – either a Therapeutic Use Exemption (TUE) and/or the Medical Review. More information about these exemption processes is available by using the Medical Exemption Wizard to enter information about the medication, the level of athlete, and competitions they expect to participate in in the next 6 months (https://cces.ca/medical-exemptions).  

Individuals must never provide, promote, condone, or ignore substance abuse, the non-medical use of drugs or the use of performance enhancing drugs or methods and, in the case of Minors, the use of alcohol, cannabis, tobacco, or e-smoking products.  

The use of alcohol, non-medical cannabis, tobacco, or e-smoking products in the workplace is prohibited, subject to any required accommodation.  

Individuals will refrain from consumption of alcohol, cannabis, tobacco, or e-smoking products while engaged in the Organization’s Events or Activity where minors are present, except for approved adult-oriented social situations associated with the Organization or Member Club events.  

Individuals will exercise moderation when consuming alcohol or cannabis products in adult-oriented social situations associated with the Organization’s events. 

The Canadian Centre for Ethics in Sport has cannabis on its list of prohibited substances and cannabis use by any Athlete subject to the Canadian Anti-doping Program may be considered doping. All Individuals have a responsibility to understand and observe Canadian Centre for Ethics in Sport (CCES) rules on cannabis use. 

Please report athlete illnesses and medications during the registration period in TeamSnap and to your Team Coach and/or Technical Director. Coaches or the Board can answer further questions about Anti-doping Policy.

(Approved: 3 September 2019, Updated: 28 December 2021) 

Artistic swimming is a team sport and regular, consistent attendance and prompt arrival times are important to all members of the team. Athletes are required to be ON DECK and warming up at the designated start time of practice as indicated in TeamSnap, or as updated by their coach.  

Each team will be informed of their scheduled days off at the start of the season subject to changes that may occur during the season due to unforeseen circumstances. 

Each National Stream and Provincial Stream HPD athlete will attend 90% of trainings. Each Provincial Stream athlete will be permitted 2 missed days per month. Missed days are to be reported with appropriate time in advance to the lead coach. Any missed day in addition to what is permitted has to be cleared in advance with the lead coach. Please see the 2022-23 Competitive Registration package for further information.

Athlete absences during the competition season must be approved by the coach. Unapproved absences and lateness may be subject to sanctions according to the Discipline Policy.  

 Absences should not be planned: 

  • 2 weeks prior to any regional competition for ALL athletes. 
  • 3 weeks prior to Provincials, National Qualifiers, Nationals, National selection Camps and Internationals for National Stream athletes. 

 We ask that you indicate your availability (athletes and coaches) for each training event in TeamSnap so that all coaches, athletes and Administration know who expect, or who cannot attend.  This is especially important when we have limited time to enter buildings, or should we need to contact participants in attendance at an event. 

(Approved 28 December 2021) 

Coaches are selected with the utmost care to represent themselves and the Club respectfully and with dedication to the sport and PWS. Coaches are required to abide by the certification policy set by CAS and BCAS, which is found in the following link: BCAS Coach Certification Policy. 

The Club is committed to work together with the coaches to attain their certifications and trainings to be able to achieve the highest standards to deliver coaching to the athletes. The club values, encourages and mentors our swimmers as they progress through our program to become future coaches to continue the legacy of esteemed swimmers and coaches at Pacific Wave. 

(Approved 3 September 2019) 

Given the large number of athletes and teams at various stages, each with a different training schedule, the Club relies heavily on internal communication. All teams hold an orientation meeting in the Fall and all parents and athletes are expected to attend. 

All members involved with PWS, have the right to communicate any concern they may have during the season.  Surveys are sent out during the season to all the members with the purpose of transparency at all levels and that every voice can be heard openly without judgement. Responses to surveys can either be done anonymously or in the open by stating your name. If an athlete has a serious concern, the ability to reach out to a coach, head coach, Technical Director, and Board member is always available and highly promoted in order to maintain a healthy, safe and transparent training and competing environment. 

Team Snap 

The club uses Team Snap https://go.teamsnap.com, an online website and app, that allows us to register athletes and parents to teams, share practice and event schedules, schedule changes, and share documents (Handbook, Bylaws, Registration information). You can update your notification preferences in Team Snap so that you get reminders about schedule changes or scheduled practices or events. 

Ensure you have been invited to Team Snap and to your team, and can access properly. Once you have been assigned to a team, you will be able to see contact information for other families assigned to the same team. You will also be able to “chat” with teammates and coaches in the Chat function in the app.  Please update Team Snap with information that may change during the year. You can update your family’s profile with names of athletes and guardians/parents, email addresses, telephone numbers, addresses, and athlete medical information.  

Email 

Reminders, announcements and other communications will be sent to you by email from within Team Snap regularly.  Once you are registered as members of BC Artistic Swimming, you will receive periodic newsletters regarding the artistic swimming community activities in BC. 

Whenever urgent information must be passed on to you, your team’s parent representative will contact you by email and/or phone, or your coach using the TeamSnap chat function. Occasionally, the coach will send home information with the athletes.  

If your email address or other contact information changes during the year, please update this information in Team Snap.  

Website 

Please visit the PWS website at ‘pacificwavesynchro.ca’. Here you will find news about PWS activities, contact information for the current Board and Technical Director, our PWS Handbook and Club By-laws, program details and links to other useful Artistic Swimming sites. https://www.pacificwavesynchro.ca/ 

We Chat 

Some casual information and social communication may be shared using WeChat.

(Approved 3 September 2019) 

AquaGo athletes are not able to compete. LCOMP athletes can expect at least one training meet and one provincial competition during the year. Provincial Stream athletes can expect at least two provincial training meets and two provincial competitions during the year. National Stream athletes can expect at least two provincial training meets, two provincial competitions, two National competitions and one optional international competition during the year.   

All club athletes can also expect to swim in the Club’s water shows. It is usually held in December and June. Parents, family and friends are invited to watch athletes perform their competitive and novice routines. There are always a few fun surprises. 

To participate in competitions, athletes, coaches and volunteers will be registered with both B.C. Artistic Swimming and Canada Artistic Swimming. Each athlete is given an amateur athlete number assigned by CAS.  

Coaches will provide a schedule of competition dates once athletes are named to teams (see https://www.pacificwavesynchro.ca/). You can also refer to the BC Artistic meet schedule https://www.bcartisticswimming.ca/events.htm or Canada Artistic Swimming event schedule https://artisticswimming.ca/events-results/event-calendar/ for dates.  

 

Parent Responsibilities at Competitions 

For each competition, parents are expected to: 

 

  • attend parents meeting scheduled before departure to competitions.  
  • Listen, respect, and follow coaches’ plan and vision while in the competitions’ environment, with the openness and ability to ask questions to the coach and/or Technical Director if any questions do arise after the training session and events. 
  • encourage your athlete to independently prepare the appropriate food and water and equipment to take to the pool.  
  • ensure athlete’s hair is prepared as instructed by the coach. Leave pool and deck area of competition facilities in a clean condition, and ensure that all athletes supplies are taken home, including hairpins. 
  • volunteer at competitions, by signing up online with the guidance of the PWS Meet Manager or the parent team representatives. 
  • remain in the audience area unless volunteering or helping at the request of the coach to prepare team members for their competition. Parents on deck can result in a team being fined.  
  • refrain from moving about the deck or in the stands while athletes are performing. 
  • refrain from flash photography as not permitted during competition events (this could result for our teams to be penalized). 
  • stay as quiet as possible during all figure’s events – and cheer during routines! 
  • model good sportsmanship and have a good time. 
  • team chaperones are required when athletes travel outside of the lower mainland. Usually, 2 chaperones are required for each meet. Chaperones are required to provide criminal records check, and to follow the guidelines for travel as set out by the Club and coaches. 
  • when travelling, non-chaperone parents must stay in a different accommodation than the Team. 

Page BreakAbout Competitions 

There are two basic parts to most competitions. The first part tests each athlete’s ability to perform a set of required figures. The second part is the presentation and judging of routines. Judges award marks for figures and for each routine. Artistic Impression: Forty percent of the overall routine score is given for artistic impression. To award this score, judges look at choreography, pool patterns, music interpretation and manner of presentation. 

Some helpful competition terminology: 

Championship Score: The championship score is determined by combining the routine score and the average figure score of all the athletes who were part of the routine. Different age groups may have different weightings applied to their figure and routine scores for calculating the championship scores. 

Solo Championship Score: Solo routine score plus athlete’s figure score. 

Duet Championship Score: Duet routine score plus the average of the two athletes’ figure scores. 

Team Championship Score: Team routine score plus the average of the figure scores earned by all members of the team (or technical routine). 

Technical Routine: A routine with required elements.  Replaces figures at the Junior and Senior levels. 

Figure: A figure is a succession of movements, which are a combination of positions and transitions done as described in FINA rules. Figures are given names such as “Kip”, “Eiffel Tower”, “Barracuda” and “Aurora”. 

Marks for Figures: In a figure’s competition, athletes are required to perform four assigned figures. Each figure is judged separately by a panel of judges. Each judge on the panel marks the athlete’s performance using a scale of 0 to 10. The judges consider a perfect figure to be “slow, high and controlled, with every section of the figure clearly defined and in uniform motion. To determine an athlete’s score for a particular figure, judges’ high and low marks are excluded and the average of the remaining marks is multiplied by the figure’s degree of difficulty. The athlete’s scores from all four figures are added for a total figure mark out of 100.  

Marking Routine: A panel of judges marks all routines. Each routine receives two sets of marks, one for technical merit and one for artistic impression. (Sometimes each judge gives both marks; other times judges work in teams of two and each judge gives only one type of mark.) Marks are on a scale of 0 to 10, with 0.1 increments. Once the marks are collected, the high and low marks are removed from each set. Then the set is averaged. The technical merit score counts for 60% and artistic impression score counts for 40% of the total routine score. 

Routines: A sequence of swimming strokes and figures choreographed to music. Routine categories are solo, duet and team. Each routine category has a specific time limit depending on the age group. Seniors swim both technical and free routines. Technical routines must contain a number of required elements that must be executed in a specific order. Free routines have no restrictions. 

Technical merit: The part of a routine score where judges mark the execution of strokes, figures and propulsion techniques, precision of patterns, synchronization of the athletes with each other and with the music, and difficulty of stroking, figures, patterns and synchronization. Technical merit is worth 60% the overall routine score.

(Approved October 2021) 

In 2019, Canada Artistic Swimming developed a comprehensive Concussion Policy supplemented by concussion management protocols. Today, these documents stand as the gold standard of concussion management in Canada. 

To ensure compliance with BCAS’s Coach Certification Policy, ALL registered coaches in BC must complete the NCCP’s Making Headway e-learning training https://coach.ca/making-head-way-concussion-elearning-series 

In addition, mandatory training on the CAS Concussion Policy & Protocols will be in effect prior to the start of any season. Furthermore, we implemented a new Concussion testing policy in October 2021 to ensure that when every athlete is being treated with possible symptoms of a concussion, there Is prior information available to refer to the athlete’s normal baseline level. The results of these tests are stored with Lifemark clinic at the Richmond Oval. 

For all information for coaches, athletes and parents please visit BCAS website (resources) to find reference materials: 

https://artisticswimming.ca/wp-content/uploads/2019/06/CAS-Concussion-Policy-June-17-2019-EN.pdf 

 

CAS Concussion Management Protocol:   

https://artisticswimming.ca/wp-content/uploads/2019/08/CAS-Concussion-Protocol-June-2019-v.3.1.pdf 

 

Incident Reports for Coaches: Please fill out this form when an accident or incident happens while coaching: 

 

https://www.bcartisticswimming.ca/docs/accident_and_injury_-_report_(july_18__2015).pdf?LanguageID=EN-US 

 

 

(Approved: 3 September 2019; Updated 28 December 2021)

PWS members, including Parents and Athletes, are expected to comply with the PWS Constitution, Bylaws and policies, and the BC Artistic Swimming and Canada Artistic Swimming Code of Conduct and policies.  At the discretion of the Technical Director and the Board, disciplinary action may be taken to ensure athletes and their families are aware of and follow policies.

Examples of athlete disciplinary action include:

  • The team coach will speak with the athlete.
  • The team coach and the Technical Director or Head Coach will speak with the parent.
  • A member of the Board may talk to the athlete and parent.
  • Verbal warning will be given, and a written warning or reprimand may also be given.
  • The athlete may be asked to sit out of practice, or to practice away from the team, or be suspended from the team.
  • The athlete may be required to make up lost time. If the lost time is significant, the athlete may be asked to schedule and pay for extra private session(s) with assistant coach of the team
  • The athlete may be rotated to the alternate position on the team.
  • Extra routines may be taken away.
  • The athlete may not be allowed to compete at an upcoming competition.
  • The athlete may be suspended or, upon consultation with the Board, banned or expelled from the Club.

 

The procedure for suspension or expulsion will be as outlined in the Constitution and Bylaws of the Club. No refunds will be given for athletes who have been suspended or expelled.

Addressing Parent Concerns

A parent should first go directly to the team coach with concerns.  Please ensure that parent concerns, progress inquiries, or communication with coaches must occur after a practice or at a mutually convenient time. Consider sending an email to confirm a good time and place for the meeting. If you have a contentious issue that you wish to discuss with a coach, we respectfully request that you wait at least 24 hours until after the issue arises before discussing it with your coach.

If no resolution of an issue occurs during the conversation with the team coach, then the subsequent step is to contact the Technical Director (or Head Coach). If further steps need to be taken, the President will be informed, The Chair of the Board may call meetings with other members of the Board, Technical Director, or Team Parent Representatives to achieve resolution.

Addressing Athlete Concerns

It is important that if an athlete is concerned about an incident or experience while at training, a PWS event, or in connection with a coach or club athlete that they speak about this with a trusted adult.  It is recommended that the athlete (if a minor) first speak to their parent or guardian with concerns.  If there is suspicion and or knowledge of maltreatment, please view our policy under Safe Sport heading.

 

 

Appeals

Members may arrange a meeting with their team coach and Technical Director or Head Coach to discuss the consequences of the member’s actions.  The above arrangements and the meeting shall occur outside of training times and competition events. Members who have an unresolved disagreement with the Team Coach and/or Technical Director may file an appeal as follows:

A member who has been suspended may appeal their suspension, as per club Bylaw 2.13 and 2.14. The appeal must be made within 14 days of the suspension or within 7 days of receipt of the written reason for suspension, whichever is longer.

Written notice of the appeal must be submitted to the PWS President within the time frame in 1.a. above.

Within 14 days of receipt of this notice, the PWS President will form an Appeals Committee consisting of 3 members of the Board, and will establish a reasonable time frame for hearing the appeal and issuing a decision.

The Appeals Committee will meet with the athlete, their parent or guardian, the team coach, Technical Director or Technical Director.

The decision of the Appeals Committee will be rendered within 30 days of receipt of the appeal, and will be final and binding.

Family Commitment Plan (FCP) – 2022/23

(Updated October 2022) 

We want you!!! PWS is a volunteer run organization.  PWS established a Family Commitment Plan (“FCP”) many years ago (at least since 2015) that is essential to manage our Club operations through volunteerism.    Volunteers provide an important contribution since fees, grants, and fundraising only cover a portion of the club’s operations each year (e.g. pool rentals, coaching costs, etc.). Through volunteering at PWS you can grow in our artistic swim community, friendships and fun. 

Each family is asked to assist by contributing time towards the numerous jobs that need to be filled throughout the year. PWS volunteer roles are assigned points.   Each athlete’s family is required to volunteer acquiring a certain number of points, related to the stream (LCOMP, PS, NS) of their athlete, over the course of the season (Sept to June).  We understand that some families may not be able to contribute much volunteer time or may wish to have some flexibility as to the number of hours they volunteer. Therefore, those who are unable to fulfil the full volunteer time/point commitment may “buy-out” all or some portion of their volunteer time with cheques or through FlipGive.    As of 2022, athlete families can register for a PWS FlipGive account to off-set their FCP buy-out.  FlipGive is an App that allows you to fundraise while completing purchases through Amazon, Esso gas stations and more. Each family’s fundraising through their PWS FlipGive account may be used towards their FCP buy-out at the end of the season.  To learn more about FlipGive at PWS, please visit here: https://www.pacificwavesynchro.ca/fundraising/

All volunteer positions will be confirmed and appointed by the Board in consultation with the Head Coach / Technical Director and Volunteer Coordinator.  All directions for assigned volunteer roles are to come from a Board member, staff member or volunteer in a leadership role under the direction of the Board.  If a member acts on their own accord, without direction from the Board or staff member, the member will be asked to cease volunteering, and additional action may be required.

Some teams are being asked to contribute more in their buy-outs, though their required volunteer points are similar to another stream with a lower buy-out.  This is occurring as the team with the larger buy-out has been deemed to require more volunteer resources for the team to be successful (ex. national and international travel are/may be  involved).

More details about volunteering at PWS may be found here: https://www.pacificwavesynchro.ca/volunteer/

 
 
Teams, Volunteer Points Needed and Buy-Outs
 
AquaGo – 0 volunteer points – $0 Buy-out 
LCOMP – 5 volunteer points – $50 Buy-out
PS & HPD – 30 points – $500 Buy – out 
NS – Part -time – 30 points – $600 Buy – out
NS – Full time – 50 points – $900 Buy-out
Male Program – 30 points – $600 Buy-out
 

Member’s Role and FCP Process 

  • After registration members are required to complete the FCP Volunteer Form to confirm their volunteer positions for the season. Swimmers without a signed form will not be permitted to attend practice. 
  • For families with two or more swimmers in the club, the FCP obligation will be the volunteer points required based on the swimmer with the greater number of training hours plus 25% of the points for each additional swimmer. 
  • At least 50% of the volunteer points must be directly within the club.  This is to say the other 50% may be fulfilled through deck volunteering for competitions – filming, judging, scoring. 
  • Members are responsible for ensuring that they take their own initiative in earning, recording and reporting FCP points; reporting them to the Volunteer Hours Tracking Coordinator prior to February 1 and May 1. 
  • They are also required to provide two post-dated cheques payable to “Pacific Wave Synchro” dated November 30th  for 50% of the FCP “buy-out” amount and May 1 for the balance of the “buy-out” as set out in the chart above in the “Required Buy Out” column. If you have not indicated a role you will fulfill for the club by November 1st, (or by the AGM, whichever occurs first), then the first cheque will be deposited by the club.  
  • The second cheque will be cashed if your volunteer roles and corresponding points are not reported to the volunteer coordinator by May 1st.  
  • Please note that these cheques will be destroyed rather than cashed if a family meets their minimum required volunteer points for the season. You also may apply your FlipGive credits to your FCP. For any others, a proportionate credit will be issued to the member’s account for all volunteer points earned prior to June 19.  At the end of the season all FCP cheques for incomplete and partial points will be deposited and any credit will go back to the swimmer accounts. Full points will only be awarded for jobs that are successfully completed. 

General List of Volunteer Roles and Points  

Full FCP – All Board of Director Roles

Full FCP – Chaperoning at NS Qualifiers or Championships

15 FCP points – Chaperoning at Training Meets

30 points – Marketing and IT Team – website, marketing plan, socials

30 points – Translator  – support to the Board, Administrator, Social Media and Web content manager

30 points – NS Team Parent

20 points – PS Team Parent

15 points – LCOMP Team Parent

30 points – Grants and Gaming Coordinator

25 points – Equipment Manager

25 points – Uniform Manager

25 points – FCP Administrator & Volunteer Hour Tracking Coordinator (one role)

Points TBD – Coach Liaison

20 points – Volunteer Coordinator

15 points – NS Team Travel Coordinator

10 points – PS Team Travel Coordinator

15 points – Hospitality Room Manager – food prep and service when PWS hosts a meet

10 points – Club photographer

10 points – Fundraising Coordinator

15 points – Year End Banquet Coordinator

15 points – Meet Manager

5 points – Winter Water Show Coordinator

5 points – Year End Water Show Coordinator

10 points – Richmond Aquatics User Group Representative 

5 points – Pool Display Coordinator

1 point per hour – Miscellaneous club activities, as required (assisting at Water Shows/Events) 

1 point per hour – Competition Meet Volunteer

All volunteer positions will be confirmed and appointed by the Board in consultation with the Head Coach / Technical Director and Volunteer Manager. 

 

(Approved 28 December 2021) 

PWS is committed to follow guidelines for privacy as per the Personal Information Protection Act. 

PWS is committed to keep confidential and secure personal information. A Privacy officer will oversee club processes and be available for consultation with any inquiry or complaint arising from a member.  

Consent will be requested from individuals prior to the season and at the time of registration and possibly during the season through electronic and written means to fulfil club policies and initiatives.  

The use of personal information that the club is requesting is to fulfil the requirements of operating the club. Information is collected from individuals, in conjunction with CAS and BCAS regulations and policies. .  

Disclosure of personal information, with notification to the individual, by PWS may be necessary to CAS, BCAS, as well as government and other sources to ensure safe delivery of the program and to broaden communication between members in order to promote the club and sport to the general community as well as enhancing the experience of the swimmers and members of Pacific Wave Synchronized Swim Club. 

All members will have the right to access their own personal information. If there is a need for assistance to obtain and/or correct personal information, this can be done in writing to the privacy officer who will assist in attaining/completing this for the individual(s).  

We will make every effort to ensure that we present information accurately and correctly using reasonable safeguards to protect against theft and misrepresentation. We will keep information only as long as we need to perform the duties of running the business of the club or legal purposes.  

Complaints or comments can be filed in writing to the President of the club as Privacy officer at the following email address: president@pacificwavesynchro.ca. The Privacy Officer will determine the appropriate course of action to proceed with responding to the complaint and take measures to protect privacy and information submitted. The process will be written and documented and according to our internal complaint policy.  

For complete detailed information, please read and refer to the following link: Privacy (PIPA) Policy (September 26, 2021). 

(Approved 28 December 2021)

PWS identifies, supports and implements True Sport values and the following principles in our training: 

Go For It – Rise to the challenge and always strive for excellence. Discover how good you can be. 

Play Fair – Play honestly, obey both the letter and spirit of the rules. Winning is only meaningful when competition is fair. 

Respect Others – Show respect for everyone involved in creating your sporting experience, both on and off the field of play. Win with dignity and lose with grace. 

Keep It Fun – Find the joy of sport. Keep a positive attitude both on and off the field of play. 

Stay Healthy – Place physical and mental health above all other considerations and avoid unsafe activities. Respect your body and keep in shape. 

Include Everyone – Share sport with others. Ensure everyone has a place to play. 

Give Back – Find ways to show your appreciation for the community that supports your sport and helps make it possible.

PWS promotes polices and processes that achieve diversity, safe, fun, and life-building experiences for all participants. 

Safe Sport “refers to our collective responsibility to create, foster and preserve sport environments that ensure positive, healthy and fulfilling experiences for all individuals. A safe sport environment is one in which all sport stakeholders recognize and report acts of maltreatment and prioritize the welfare, safety and rights of every person at all times.”  

Everyone has the right to feel safe and participate in an accessible, equitable, respectful and inclusive sport environment free from maltreatment, regardless of age, ancestry, colour, race, citizenship, ethnic origin, place of origin, language, creed, religion, athletic potential, disability, family status, marital status, gender identity, gender expression, sex and sexual orientation. (Coaching Association of Canada https://safesport.coach.ca).

How to Report Maltreatment

If you are aware of a suspected incident of abuse, harassment, discrimination, bullying, or maltreatment, the individual is to contact the President (president@pacificwavesynchro.ca) or Vice President (vicepresident@pacificwavesynchro.ca) of the club. 

Any Individual may report an incident or complaint to the President or Vice President in writing, within fourteen (14) days of the alleged incident, although the timeline can be waived at the President’s discretion. The complaint should include: a) the names of the parties involved b) any witnesses to the incident(s) c) the location, date, and time of the incident(s) d) details about the incident(s) (behaviour and/or words used). The President will serve as the chair of the complaint, unless there is a conflict of interest, and will determine the appropriate process for managing the complaint. Procedures will be followed that take into account club By-laws and Discipline, Complaints and Appeals policy in our Handbook.

Complaints may be brought for or against an Individual who is a minor (younger than 19 years old). Minors must have a parent/guardian or other adult serve as their representative during this process.

If there is any reason that an individual is not comfortable in reporting an incident directly to the club, the following options are available to access advice, guidance and resources:

Canada Artistic Swimming’s National Independent Safe Sport Officer: Lise Maclean  Safesportofficer@safesportagency.ca Lise is an independent third party who will guide you through the complaints process and/or explore other options.  The Independent Officer is empowered to supersede Canada Artistic Swimming staff and launch appropriate investigations as required based on evidence or a situation reported as per CAS Safe Sport Policies: https://artisticswimming.ca/safe-sport/safe-sport-related-policies-procedures/ Your contact with the Safe Sport Officer is confidential, subject to certain legal limits. The independent Safe Sport Officer is a certified workplace harassment resources/investigator. https://artisticswimming.ca/safe-sport/safe-sport-officer/

viaSport https://www.viasport.ca/quality-sport/safe-sport

ViaSport is committed to supporting sport organizations in creating sport environments that are free from all forms of harm: physical, mental, emotional and psychological. viaSport’s approach to Safe Sport encompasses injury prevention, concussion management, protection against maltreatment, and mental health.

SIRC: Safe Sport initiative https://sirc.ca/safesport/policies-practices/

Since the launch of the Safe Sport initiative, Canadian sport organizations have excelled in delivering on their promise to create a safe and welcoming environment. This page highlights some of the best Safe Sport policies and practices adopted across the country.

BC Helpline for Children 310-1234 (no area code required)

a confidential toll-free phone line for children and youth wanting to talk to someone; any time day or night and you do not need to give your name

(Approved 28 December 2021) 

The purpose of the Screening Policy is to regulate and safeguard vulnerable individuals and sensitive information associated with the Club and the sport of Artistic Swimming.  

PWS requires all Board members and selected long-term volunteer staff, and volunteers frequently working with our teams, over the age of 18, and where applicable, to submit criminal record checks. The volunteer roles and positions will be determined by the Board as to who will be required to submit a criminal record check. The Board will also take into consideration, at their discretion, any further background and reference checks that are required to fill any volunteer position and role with the club. 

Any individual that is hired on contract basis to fulfil a role for the club, will be required to submit a criminal record check on their own, if it is deemed necessary and as requested by the Board. 

Volunteers under the age of 18 who are not already members with BC Artistic Swimming must provide a signed letter of consent from their parent or legal guardian, with specific reference to the required CRC and reference checks. 

Discipline that may lead to suspension and/or expulsion is set in our Club by-laws for any individual who shows conduct that does not represent the values of the club. 

Please refer to the following resource as a guide to BCAS Screening policies: Volunteer & Screening Policy (September 26, 2021). 

of consent from their parent or legal guardian, with specific reference to the required CRC and reference checks. 

Discipline that may lead to suspension and/or expulsion is set in our Club by-laws for any individual who shows conduct that does not represent the values of the club. 

Please refer to the following resource as a guide to BCAS Screening policies: Volunteer & Screening Policy (September 26, 2021). 

 

Social Media Policy 

(Approved 3 September 2019) 

Social media is now part of our daily lives. These new communication tools include but are not limited to Facebook, Twitter, MySpace, LinkedIn, Foursquare, Instagram, TikTok, WeChat and more. These new communication vehicles are excellent information outlets that provide another opportunity to promote synchronized / artistic swimming and our amazing athletes to a wider audience. 

However, by its very nature, social media has an impact and is a reference point for information at all levels. The open concept of social media can easily put a member or an organization at risk due to a lack of judgement. This can include an inappropriate reaction in an emotional situation, a lack of information on the potential impact of new media and more. 

PWS has adopted the following guidelines from Canadian Artistic Swimming in order to assure social media is used with good judgement that proudly represents our club’s policies and values. Members wishing to communicate via social media about PWS activities should assure their messages respect the club’s values and expectations of members.  

PWS values freedom of expression in social media as long as the issues respect: 

  • healthy lifestyles (NOT alcohol and drug use). 
  • fair play (NOT unveiling privileged information on routines other than your own). 
  • respect towards institutions and other members (NOT sharing personal information). 
  • security (NOT making direct or intended threats).  
  • Keep their posts positive and not engage in bullying or negative or critical conversations online. 
  • the Canadian Charter of Rights and Freedom (NOT making racist or sexual statements). 
  • sexual equality (promoting equal participation for men and women). 
  • intellectual property (NOT making logo or name alterations) 

 

The decision to publish on social media can be simply summarized: WHEN IN DOUBT, LEAVE IT OUT!

PWS Withdrawal Policy

(Approved October 2022) 

LCOMP and Competitive Program Policy 

From the start of registration, until October 15th, 2022, switching to September 30 from 2023 thereafter, athletes are required to pay for all admin, program, BCAS and CAS fees upon withdrawal.  The balance of the program fees from October 15th onwards will be refunded and/or the amount owing. 

 From October 15 2022/September 30, 2023 onwards to November 30, a swimmer must provide two weeks written notice to the Treasurer to withdraw from the program.  The month in which notice to withdraw is offered and the following month’s fees must be paid. 

 December 1st forward, a swimmer must provide written notice to withdraw.  No fees will be refunded, unless the athlete is withdrawing due to medical reasons.  In such case, the Medical Withdrawal Policy will apply.  

AquaGo Withdrawal Policy

30 days from the start of the program,  a swimmer must provide written notice to the Treasurer to withdraw from the program.  50% of the balance of the training fees will be returned.  
After 30 days from the start of the program, a swimmer must provide written notice to the Treasurer to withdraw from the program.  No refund will be provided, unless the athlete is withdrawing for medical reasons.  In such case, the Medical Withdrawal Policy will apply.

Medical/Illness Withdrawal Policy 

 

All programs (AquaGo, LCOMP and Competitive Stream) in the case of injury or illness substantiated by a doctor’s note, agreed by the Technical Director and Board, may receive up to a 50% refund of the program fee on a pro-rated balance. Any physician fees incurred for substantiating documentation are the responsibility of the athlete’s family. 

Financial Policy  

(Approved October 2022)

 To keep fees as low as possible, PWS applies annually to various government and other Grants that are prepared by our Board of Directors, parent volunteer, or Club Administrator. In addition, there are club fundraising activities held throughout the year. All families are required encouraged to participate in these activities. We welcome any new fundraising ideas and volunteers to act as coordinators for them.  
 
Athlete Fees  
 
Current fee structure is based on previous years’ costs of operations and the estimated costs for the coming year. Detailed fee information is available around the end of August.  Fees must be paid fully at the beginning of the season, or by monthly payments by post-dated cheques handed in at the beginning of the season from September to June.  The fee for May is to be paid together with the first month and included in the September payment. Lump sum payments can also be made either by e-transfer or credit card in Teamsnap by contacting our finance group at receivables@pacificwavesynchro.ca The annual BC Artistic Swimming membership fee is included in the payment of the annual club registration fee which is not refundable.                               
The fee structure includes a Training fee which covers club operations such as the cost of coaching, renting the pool and facilities for dryland training, for overall team training and club administration.      
 
Payment Guidelines (stated in our Technical package) 
 
There will be a $15 fee for returned cheques, due immediately. A 2% interest fee will be charged monthly to accounts overdue by 30 days or later. Athletes are welcome to participate in their Artistic swimming practices only when their accounts are up-to-date, and all required payments have been arranged; this will be strictly enforced. We reserve the right to to cancel or decline a registration at any time.  
  
Expense Fees  
 
Expense fees are paid separately throughout the season and recorded in their “Athletes Account” to cover some or all of the following expenses: figure suit, practice Club suit, competition suit, club t-shirt, club jacket plus 2 club caps, local competition fees and extra training costs. These items are purchased through the Club and are charged to each athlete’s expense account.         
Expenses for out-of-town competitions and camps are collected by a deposit prior to each event and reconciled for each athlete in their Expense “swimmer’s account”. Accounts are reconciled at the end of each swim year and start the following year with a zero balance. Any surplus funds in the Expense accounts are returned to athletes at the end of the year, or kept as a credit for the following season upon request.   


Solos and Duets require a separate payment which is payable when athlete accounts are reconciled at the end of the season. 

Team and Routine Placement Policy 

(Approved 3 September 2019, Updated October 2022) 

 
The Board is responsible for overseeing programs, in order to ensure that the club remains financially accountable. Programs are developed with the expertise of the Technical Director or Technical Director, and Team Coaches. 
 
Pre-Season Program Plan 
 
The Technical Director in consultation with Team Coaches, will prepare a Pre-Season Program Plan and submit that Plan to the Board before the start of each annual season by a date specified by the Board. The Pre-Season Program Plan will address the following items: 
•the anticipated Program for the coming season for each Long Term Athlete Development (LTAD) Stage (http://artisticswimming.ca/wp-content/uploads/2019/04/CAS-LTAD-Framework-2.1-April-7-2019.pdf); 
•the expected number of teams for each LTAD stage and likely size for each team (i.e. the total number of Athletes who would swim on each team); 
•the expected number of extra routines and their size/type (e.g. solos, duets, etc.) that are likely to be established for each LTAD stage; 
•the anticipated number of coaches the Club will need to hire for the coming season; 
•the name of each Coach who will likely be responsible for coaching each team or extra routine, if known; 
•the anticipated days of the week, times, and pools that each team or extra routine will be assigned for practices throughout the season;•such other factors as may be directed by Board Resolution. 
 
Placement on Teams and awarding Solos and Duets 
 
Not all age groups will offer solos and duets in any given season; sometimes it is better to focus on basic skill development for the long-term good of the athletes. Solos and duets are a privilege and not a right. Technical Director, in consultation with the Team Coaches, will consider the following factors when determining each Athlete’s placement on a team or in an solo and/or duet: 
•the availability of coaches to choreograph and train the solo or duet; 
•the Athlete’s ability (as measured by Fall training, club testing, and competition results) and flexibility; 
•the Athlete’s attitude, dedication,and maturity; 
•the amount of time that the Athlete is expected to be able devote to the team or a solo or duet; and 
•whether or not the Athlete was an Athlete Member in good standing in the previous Membership Year. 
  
Parent(s) will be notified before the offer of a solo or duet is made to an athlete. Parent(s) will also be made aware of the expected time commitment and financial commitment. Parent(s) must agree prior to the offer being made to the athlete. Offers of solos and duets will be made after Fall Training, once the coaches have become familiar with the abilities of the athletes. 
 
Final Program Plan 
 
At the conclusion of Fall Training, in approximately November, the Technical Director will develop a Final Program Plan in consultation with Team Coaches, addressing each of the items listed in the Pre-Season Program Plan, as well as the following additional items: 
•the name of each Athlete who will be swimming on each team or in an extra routine for each LTAD Stage; 
•such items factors as the Board sees fit. 
 

The Final Program Plan may be revised by the Board from time to time, having regard to any recommendations provided by the Technical Director, over the course of the season.