All_Policies

(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.

(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