Prince Edward Island Rowing Association

The Prince Edward Island Rowing Association is the provincial branch of Rowing Canada Aviron. The mission of the PEIRA is to act as the organizing body, which promotes all aspects of rowing in Prince Edward Island. The PEIRA is a not-for-profit association run by volunteers, relying on membership fees, fundraising, and government support for operating funds. The PEIRA’s members include recreational and competitive rowers; educators, coaches, officials, administrators, volunteers and advocates of the sport.

The PEIRA board will be composed of:

President
Vice President
Secretary
Treasurer

The directors will be elected by the membership at the Annual General Meeting. The directors will then determine the executive.

The PEIRA provides:

Mentoring for club coaches
Program development for club growth
Technical Coaching clinics and assessment for coach certification
General and specialized training programs for club coaches and athletes
Officials training and licensing
Regatta sanctioning
Lobbying activities on behalf of rowing at all levels of government
Liaising and lobbying for national and international rowing events
Provide technical assistance for grant application and other administrative requirements

*Adapted from the Alberta Rowing Association

Areas of Responsibilities:

Coaching Development
Umpire Development
Red Island Regatta: The PEIRA will provide oversight for the Red Island Regatta. A committee will be formed annually to organize the event, reporting to the PEIRA.
The PEIRA will also sanction any future provincial rowing events.
Team PEI – The PEIRA will be responsible for the Coach Selection Process and Team Selection Process for junior, U23 and senior competitions – as well as developing and enforcing the Code of Conduct for provincial athletes and coaches.

Allocation of Provincial Funding:

The Amateur Sport Funding Program provides funding to provincial sport organizations for activities that support the objectives of the Department of Fisheries, Tourism, Sport and Culture (Division of Sport, Recreation and Physical Activity).
Provincial Core Funding provides Financial Assistance to PSOs to support the operation, governance and capacity of their Provincial Association.

Budget items for the PEIRA will include:

Rowing Canada annual fee for PRA = $855.00 in 2025-2026
- Board of Director Insurance – *this is an add-on to RCA insurance policy – starting in 2025
- PSO Admin Coordinator
- Sport PEI annual fee = $150
- Accounting – preparing financial statements $1k
- Banking fees
- Website development and hosting (poss.)

Coach and Official Development* includes coaching courses, First Aid certification, PCOC training, criminal record checks

Regatta expenses – the regatta will have a separate budget and will report to the PRA but the PRA will be responsible if there is a deficit

Team PEI – will have a separate budget and report to PRA but PRA will be responsible if there is a deficit *there is a performance committee that will oversee the program and report to the PRA board

PRA Revenue:

Core funding $4,400
Club membership fee $100 per club
PEIRA membership fee (PRA fee) $10 per member

Coach development funding

Official development funding – Canada Games 2009 Legacy Fund

Provincial Performance Funding – will be administered by the PEIRA in support of the junior competitive program

Provincial Participation Funding: PSOs have the opportunity each year to apply for project funding. There is the possibility of 3 projects, for a total of $12k.

These requests will be coordinated by the PEIRA

Clubs will be able to apply to the PEIRA annually with their proposals. The PEIRA will select the three that will be put forward.

Fundraising Policy

The PEIRA will oversee all fundraising activities connected to rowing on Prince Edward Island to ensure they meet the standards of the provincial organization and uphold the image and reputation of our sport.
Clubs must apply to the PEIRA to sanction fundraising activities.

Safety Policy

The PEIRA will oversee the safety standards for rowing in the province.
Clubs will submit a safety plan and emergency action plan annually for approval for all of their venues and activities.

All clubs must also adopt the safe sport policies created by Rowing Canada Aviron.

Rowing Canada Safe Sport

RCA Safe Sport Policy Manual

The Safe Sport Policy includes:

Athlete Protection Policy
Code of Conduct and Ethics
Discipline and Complaints Policy
Investigations Policy – Discrimination, Harassment and Maltreatment
Dispute Resolution Policy
Appeal Policy
Social Media Policy
Screening Policy

PEI Rowing Association Policy Checklist

Table of Contents

Financial Policy *adapted from Saskatchewan Rowing Association
Human Resources Policy *adapted from Saskatchewan Rowing Association
Conflict of Interest Policy *adapted from Saskatchewan Rowing Association
Confidentiality Policy *adapted from Saskatchewan Rowing Association
Coach Selection Policy
Template – Policy Templates – provided by Sport Law – Sport PEI

Sources:

Saskatchewan Rowing Association

Sport PEI Policy Templates

True Sport

PEI Rowing Association

Financial Policy

Definitions

The following terms have these meanings in this Policy:
1. “Organization” – PEI Rowing Association
2. “Representative” – Individuals employed by, or engaged in activities on behalf of, the Organization including: coaches, convenors, officials, staff members, contract personnel, volunteers, managers, administrators, committee members, and directors and officers of the Organization

Purpose

The Organization will function as a Not-For-Profit organization and all fundraising, fees, sponsorship, and grants will be used for the on-going development of the sport.
The purpose of this Policy is to guide athlete and event funding practices of the Organization.

Budget and Reports

The Organization’s Board will develop and approve an annual budget which will contain the Organization’s total anticipated expenditures and revenues.
The Treasurer (or designate) will, at the Annual Meeting, present Financial Statements as required by applicable legislation and any other report as determined by the Board.
The financial statements of the Organization will be reviewed in accordance with applicable legislation by an auditor.

Fiscal Year

The Organization’s fiscal year will be as the Board may determine.

Banking – Revenue

Registration fees shall be reviewed annually by the Treasurer who will make recommendations to the Board; which shall approve fees for each year well in advance of the start of the registration year.
All money received by the Organization will be placed into a general fund and will be used for all necessary and permitted purposes for the operation of the Organization, as determined by the Organization’s Board.
All money received by the Organization will be deposited, in the name of the Organization, with a reputable financial institution.

Signing Officers

All contracts, documents, or any other instruments in writing requiring the signature of the Organization shall be signed by one of the following:

President
Treasurer
Vice President
Any Director appointed by the Board as a signing authority2. All cheques and online fund transfers require signatures from two (2) of the following:
- President
- Treasurer
- Vice President
- Any Director appointed by the Board as a signing authority

Expenses

All expenses will be supported with receipts and must be detailed to budget items, projects, or functions by the Organization’s Treasurer.
Approved expenses are to be claimed and reported no later than thirty (30) days following the date of the expense. Expenses submitted beyond the thirty (30) day reporting requirement will be paid only upon the Board’s approval.
Any expenditure over $1,000 not approved within the annual budget will be approved by the Board prior to any such expenditure. Without the Board’s approval, the expenditure will not be paid by the Organization unless determined otherwise by the Board.

Accounts

Accounts receivable terms are net ninety (90) days from the date of invoice.
Accounts payable will be paid within the terms of the supplier invoice. Where no terms are specified, accounts will be paid within thirty (30) days.

Expense Claims

Representatives may submit expense claims to the Treasurer (or designate) for personal expenses incurred in performing their duties for the Organization. Generally, only expenses pre-approved by the Organization’s Treasurer (or designate) will be reimbursed – and only within three months of the incurred expense. Expense claims must include:
- The exact amount each separate expense
- The date on which the expense occurred
- The place and location of the expense
- The purpose of the expense
- A receipt for the expense
Organization Representatives may submit expense claims to the Organization’s Treasurer (or designate) for travel and/or accommodation expenses for conferences, tournaments, provincial meetings, or national meetings; provided the expected expense reimbursement amount is pre-approved by the Organization Treasurer (or designate).
Generally, no cash advances will be provided. If there is a need for a cash advance, a request must be made to the Treasurer for approval of the advance.
Expenses will be reimbursed in amounts outlined in the following table:

Expense	Rate	Notes
Travel – Mileage		*pay gas and bridge fee is preferred unless separate arrangement is made in advance
Travel – Air	Lowest economy	Prior approval required
Breakfast	$14.00	Receipts required
Lunch	$27.00	Receipts required
Dinner	$35.00	Receipts required
Full Day	$60.00	Receipts not required
Accommodation	Double occupancy	To be negotiated before travel
Accommodation	Single occupancy	To be negotiated before travel
Accommodation with Friends or Family	$12.00 / day	Receipts not required
Travel Status (conducting the business of the Organization for at least 12 hours a day)	$10.00 / day inside Canada $20.00 / day outside Canada
Incidental expenses	Actual cost	Receipt required

The Organization will not reimburse for costs above the specified rates without prior approval of the Treasurer. Where costs above the specified rates are approved, receipts must be provided.

Travel and Accommodation Expenses

Air travel is to be booked through the Organization whenever possible. Air travel including fares and itineraries is to be approved in advance by the Treasurer. In no circumstance will fares above the economy fare be reimbursed. Car travel will be reimbursed at the mileage rate specified in this Policy. Car rentals will be reimbursed where authorized. Reimbursement will be for compact size cars through an authorized agency at the most economical rate possible. Individuals are expected to travel as foot-passengers where possible. Advance booking fees will be reimbursed where required by the nature and purpose of the travel.
Whenever possible, the Representatives who are attending the same event should travel together and stay with friends or event organizers where possible. However, only the driver may submit car-related expenses
Accommodation will be reimbursed based on single occupancy for the Organization’s President. All other accommodation will be reimbursed based on double occupancy.
The Organization will not provide reimbursement for parking tickets, speeding tickets or fines for any other violations.
A Representative attending an event where meals are not provided may request a per-diem allowance before attending the event. Per-diem rates are listed in the above table and do not require receipts. Individuals will not be reimbursed where meals are provided as part of an event or where meals are included in the accommodation rate.=

Other Expenses

Organization Representatives may be reimbursed for long distance telephone calls provided the expenses were the Organization-related. Expense claims for telephone expenses must include the name of the person called, their connection to the Organization, and the purpose of the call. Telephone expenses in excess of $80.00 will not be reimbursed.
Actual and reasonable expenses for items such as parking, telephones and copying may be reimbursed. Receipts must be provided for all such expenses.

Signing Authority – Other Documents

In the absence of any resolution to the contrary passed by the Board, the deeds, contracts, securities, bonds and other document(s) requiring the signature of two signing officers. The Board may authorize other persons to sign on behalf of the Organization.
Copies of all deeds, contracts, securities, bonds and other document(s) requiring the signature of the Organization will be made available for review by the Board if requested.

NSF Charges

The Organization will charge a twenty-five dollar ($25.00) charge on all NSF Cheques.

Replacement Cheques

Lost or missing cheques will not be re-issued until after the next applicable month end reconciliation has taken place.
Cheques that need to be replaced due to loss will be assessed a five dollar ($5.00) administration fee.
Lost or missing cheques that have not been claimed by the Organization’s year end will not be reissued.

Policy History
Approved February 20, 2025
Next Review Date: February 2027

Human Resources Policy

Definitions

The following terms have these meanings in this Policy:

“Employees” – Individuals employed by the Organization on a full-time, part-time, or term basis. Employees do not include contractors, Directors and Officers of the Organization, interns, officials, volunteers, or volunteer coaches

“Full-Time Employees” – Employees who work a minimum twenty-eight (28) hour work week, receive an annual salary, and leave, health, vacation, and pension benefits as defined in their Employment Agreement

“Part-Time Employees” – Employees who work less than a twenty-eight (28) hour work week, who received an annual salary, and leave, health, vacation, and pension benefits as defined in their Employment Agreement

“Term Employees” – Employees who are hired for a specific term, to complete specific tasks, who are employed temporarily (i.e., paid by the hour, day, or week), receive four-to-six percent (4%-6%) vacation pay and leave benefits, and who do not receive health or pension benefits as defined in their Employment Agreement

“Lead Supervisor” – the individual responsible for the supervision of all staff members and Employees of the Organization, who is either the President or Executive Director or that individual’s designate

Purpose

The Organization employs staff, as necessary, to manage the daily tasks required of a [type of organization]. The Organization’s Employees must sign and adhere to individual Employment Agreements. Except where otherwise noted, or where amended by the provisions of the Employment Agreement, this Policy and the Ontario Employment Standards Act will govern the terms and conditions of employment with the Organization.

Legal Requirements

The Organization is subject to the statutory requirements of the Employment Standards Act (hereinafter the “Act”) and therefore will comply with its requirements in dealings with Employees.

Application of this Policy

This Policy applies to the Organization’s Full-Time Employees, Part-Time Employees, and Term Employees.

The Organization may hire summer students, temporary, or casual employees. The terms and conditions of employment for such employees will be governed solely by their Employment Agreement and the Act.

This Policy will not apply to independent contractors, private consultants, or interns/co-op placement students. These individuals are not considered employees of the Organization. In all instances where these individuals are contracted by the Organization, a written and signed Contractor Agreement will be prepared that outlines the duties, limitations, and payment schedule for the individual.

Contractors must have a Social Insurance Number and be legally entitled to work in Canada.

Employer-Employee Relationship

The Organization recognizes the critical importance of its Employees to achieving its strategic objectives.

Accordingly, the Organization provides its Employees with:

Meaningful work which provides opportunities for professional development and personal achievement
A safe, healthy, and rewarding work environment
An organizational culture that reinforces shared values and high professional standards, and encourages participation and teamwork
An evaluation system based on organizational values, defined job duties and responsibilities, mutually agreed upon goals and objectives, and reasonable expectations
An evaluation system that provides positive and constructive feedback on performance

The Organization expects its Employees to:

Apply and adhere to the Organization’s policies and organizational values
Use their best efforts to advance the interests of the Organization
Perform their duties to the best of their abilities
Seek a high level of performance results
Act professionally in the discharge of their employment responsibilities
Provide open and direct communication
Ensure the integrity of their personal conduct
Provide the Organization with any changes to the Employee’s name, address, phone number, and other personal information that the Organization is required to maintain

Employment Agreement

Employees will enter into an employment agreement with the Organization.

If the Employee continues to be employed by the Organization after the expiration of their Employment Agreement, the Employee’s immediate last Employment Agreement will remain in effect until an acceptable Employment Agreement has been signed by both the Employee and the Organization.

Where there is any inconsistency between the terms of the Employee’s Employment Agreement and the terms of this Policy, the terms of the Employment Agreement will prevail.

Probationary Period

New Employees will be subject to a six (6) month probationary period and may be terminated without notice or pay in lieu of notice, unless otherwise stated in the Employee’s Employment Agreement.

The Employee’s probationary period may be adjusted or extended, in writing, according to any absences by the Employee during the probationary period.

The purpose of this probationary period is to provide an opportunity for both the Employee and the Organization to evaluate their working relationship.

An employee who transfers within the Organization to a new position will have a probationary period of three months in the new position. During this probationary period the Organization may, at its sole discretion and for any reason, require the employee to return to their previous position without notice and without compensation.

At the end of the probationary period, a formal work performance evaluation will be conducted. An Employee whose service is determined to be satisfactory during the probationary period may continue in employment, subject to the availability of funds, the continued existence of the position, and continued satisfactory work performance.

Lead Supervisor

If the Lead Supervisor is an Employee (such as a Chief Executive Officer or Executive Director), the Lead Supervisor’s attendance, work hours, supervision, job performance, vacation, leave, salary and benefits, professional development, and discipline will be overseen by the Board of Directors, or a designate. The Lead Supervisor reports to the Board.

Attendance, Work Hours, and Supervision

The Lead Supervisor will supervise the performance of all Employees on behalf of the Board of Directors.

Employees will work out of the Organization’s head office unless another arrangement has been agreed to by the Lead Supervisor in writing. An Employee will not be paid a travel allowance or a moving allowance if the Employee is required to travel far distances to the Organization’s head office or if the Employee changes residence.

Employees will work normal office hours, as determined by the Lead Supervisor. Part-time or temporary Employees may work modified office hours, as determined by the Lead Supervisor. Due to the nature of the Organization as primarily a volunteer-run organization, Employees’ hours of work may be flexible to accommodate some evening or weekend work.

Overtime hours may be worked by an Employee with the approval of the Lead Supervisor. Overtime hours will be compensated by granting the Employee time off in lieu at a rate of time-and-a-half for each hour of overtime worked. Hours worked by the Employee, excluding Management, in excess of forty-eight (48) hours in a single week will constitute overtime work.

If an Employee cannot be at work at the normal time, they will notify their supervisor the earliest opportunity with the reasons for, and expected duration of, the absence.

Employees will attend all staff meetings, Board meetings, and other meetings when requested to do so by the Lead Supervisor, unless the Employee’s absence has been approved by the Lead Supervisor.

Job Responsibilities, Performance, and Review

The primary duties and responsibilities of each Employee will be outlined in a written job description in the Employment Agreement. These duties may be revised from time to time at the discretion of the Board of Directors or Lead Supervisor, to reflect changing priorities, workload, and personnel requirements.

The performance of each Employee will be reviewed annually by the Lead Supervisor. The purpose of this review will be to assess the Employee’s commitment to the Organization’s organizational values and policies, to provide the Employee with feedback on their performance, and to identify the Employee’s strengths and weaknesses.

If an Employee’s performance is below a satisfactory level, the Lead Supervisor will discuss with the Employee the specific problem, the level of performance that is required, the suggested action items to improve performance, and the time frame for achieving the desired level of performance. All discussions regarding performance will be documented and placed in the Employee’s personnel file. If performance is unsatisfactory and does not improve according to the action plan time frames that have been discussed, the Employee’s employment may be terminated for cause.

For all Employees, a base salary review will be done by the Lead Supervisor. Annual cost of living increases will not occur. The inflation rate will be reviewed from time to time and the salary range for each position may be adjusted.

Social Media

The Organization encourages the use of social media by its Employees to enhance effective internal communication, build the Organization’s brand, and interact with stakeholders.

Employees will not:

Use social media for the purpose of fraud or any other activity that contravenes the laws of Canada, the Code of Conduct and Ethics, or any other applicable jurisdiction
Impersonate any other person or misrepresent their identity, role or position with the Organization
Display preference or favouritism with regard to external stakeholders
Upload, post, email, or otherwise knowingly transmit:
Any content that is offensive, obscene, unlawful, threatening, abusive, harassing, defamatory, hateful, invasive or another person’s privacy, or otherwise objectionable
Any material which is designed to cause annoyance, inconvenience, or needless anxiety to others
Any material that infringes on the patent, trademark, trade secrets, copyright, or other proprietary right of any other party
Any material that is considered the Organization’s confidential information or intellectual property

Employees shall refrain from discussing matters related to the Organization or its operations on their personal social media. Instead, matters related to the Organization or its operations should be handled through more official communication channels (like email) or through the Organization’s branded social media (like the Organization’s Facebook page(s), Twitter feed, photo sharing accounts, YouTube channels, blogs, or other social media engagement).

Vacation and Holidays

Vacation entitlements will accrue in accordance with the Act, unless stated otherwise in the Employee’s Employment Agreement.

When a statutory holiday falls within an Employee’s vacation, the Employee will be granted an additional day of vacation.

All vacations will be approved in advance by the Lead Supervisor. The Lead Supervisor retains the right to determine the scheduling of vacations and to determine whether more than one week of vacation may be taken at once. Vacation requests for one week or more will be submitted to the Lead Supervisor, in writing, no later than two months prior to the requested vacation date.

Vacation time will not carry over from year to year, except as minimally required by the Ontario Employment Standards Act.

Term Employees will be paid vacation pay at a rate of four percent (4%) of the Employees’ earnings during the first four (4) years of employment and six percent (6%) in the fifth and subsequent years of employment, payable bi-monthly or on the termination of employment.

Employees who have worked less than one full employment year will be entitled to vacation time on a pro-rated basis.

Employees are entitled to the paid public holidays in accordance with the Act.

An Employee is eligible for paid public holidays if the Employee has worked for the Organization for at least thirty (30) working days in the year before the holiday, worked their last scheduled day of work before the holiday, and worked the first scheduled work day after the holiday.

Leave

The following sections endeavour to incorporate current Provincial and Federal legislation. If any of the following sections do not comply with minimum legislative requirements, the minimum legislation shall be substituted instead.

Paid sick leave is available to Full-Time and Part-Time Employees after their probationary period has been successfully completed. A daily absence due to illness should be reported to the supervisor by 8:45am. All Full-Time and Part-Time Employees are entitled to five (5) days paid sick leave. Full-Time and Part-Time Employees are not eligible to accumulate sick leave and must be legitimately ill before leave will be granted. Sick leave days will NOT be accumulated, carried over, or paid out upon termination.

At the discretion of the Organization, a doctor’s letter may be required to substantiate the need for sick leave.

Employees will periodically be required to schedule medical appointments. Employees are required to schedule appointments where possible which least effects the amount of lost time. Part-Time Employees are required, where possible, to schedule appointments outside of their scheduled hours of work.

Full-time Employees are entitled to up to three (3) days of paid leave for bereavement or compassionate purposes. This allotment exceeds the minimum entitlements in the Act.

Maternity leave and parental leave will be in accordance with the Act.

Employees required to serve on a Jury or as a Crown Witness are entitled to leave without pay.

Leaves of absence must be approved in writing. Extending approved leaves of absence without notification to the Organization may result in termination of the Employee.

Salary and Benefits (IF APPLICABLE)

The following sections endeavour to incorporate current benefits as offered by the Organization’s Insurance Plan (if any). If any of the following sections do not comply with the benefits as offered by the Organization’s Insurance Plan, the benefits offered by the Organization’s Insurance Plan shall be substituted instead.

Salary

The salary of each Employee will consist of a base salary and may include performance incentives.

Salary will be paid twice a month, on the 15th and last day of each month, unless payday falls on weekends or statutory holidays, in which case the payday will be moved to the last working day before the holiday.

Salary shall be subject to benefit deductions, statutory deductions, and withholdings for Canadian Pension and Employment Insurance.

Payment will be made either by cheque or by direct payment to the employee’s bank account. Payment covers the pay period up to and including payday. If an employee takes their vacation during a payday, they may request an advance of the bi-monthly pay to be received on the payday preceding the vacation. To receive an advance in this manner, the supervisor must inform the payroll department six (6) working days before the payday when the advance is to be made.

Employee starting salaries, salary increases, and performance incentives (if any) will be reviewed and approved by the Lead Supervisor (or the Board of Directors in the case of the Lead Supervisor or if there is no Lead Supervisor). In carrying out this review, the Lead Supervisor and/or Board of Directors will have regard to salaries paid by comparable organizations and will abide by the principles of pay equity and fairness in allocating the approved annual budget for salaries.

Benefits to be negotiated

Expense Compensation

Employees will be compensated for any costs and expenses incurred while traveling on business for the Organization, or while performing duties in accordance with their job description, pursuant to terms outlined by their Employment Agreement and the Financial Policy.

Professional Development

The Organization will budget for staff training and development according to the resources available each year. Employees should consult with the Lead Supervisor to identify suitable professional development opportunities. At the discretion of the Lead Supervisor and based upon a written request from an Employee, the Organization may cover all or part of the Employee’s costs to participate in educational courses, seminars, workshops, or other professional development activities.

The Organization will support individual educational activities that:

Have immediate application to the employee’s job;

Have future application to the employee’s job; and

Have no immediate application to the employee’s job but prepares the employee to assume additional duties or acquire qualifications for advancement within the Organization.

Proof of successful completion, passing grade, or required attendance is necessary to any reimbursement. A registration fee is considered part of the associated cost; however, no reimbursement will be made until successful completion of the course.

When possible, courses shall be scheduled during an individual’s personal time so as not to conflict with her/his scheduled hours of work. Courses may be scheduled during scheduled hours of work at the discretion of the Lead Supervisor.

Employees must pay all tuition fees at the time of enrolment.

Cellphones

While operating a motor vehicle and unless using a legally authorized ear piece, Employees will:

Not use a cellphone or other hand-held device

Before using a cellphone or other hand-held device, leave the road and safely park their motor vehicle

Have incoming phone calls answered by voice mail

Employees will not be disciplined for failing to answer a call while they were operating a motor vehicle.

The Organization will not be held responsible for any violations or accidents caused by the contravention of the Cellphones section of this Policy.

Other Employment

Employees may accept outside employment provided the employment does not diminish the Employee’s ability to perform work for the Organization, the employment does not represent a conflict with the Organization, and the Lead Supervisor is notified in advance of the Employee’s intention to accept outside employment and gives written approval.

Personal Belongings

The Organization assumes neither responsibility nor liability for any personal or office articles lost or stolen, regardless of circumstances. At the Organization’s office, purses, wallets, and other valuable personal belongings should be placed in a locked drawer or cabinet at all times.

Conduct and Discipline

Employees will comply with this Policy, the terms of their Employment Agreement, and all other policies of the Organization relating to conduct including, but not limited to, the Confidentiality Policy, Conflict of Interest Policy, Privacy Policy, Representative Social Media Use Policy, and Code of Conduct and Ethics.

The Organization’s Employees may be subject to disciplinary action should their conduct so warrant.

Disciplinary action will be progressive and may include, but is not limited to:

Verbal reprimand – a verbal reprimand may be given by the supervisor in private for minor offences. Such a reprimand will not become a part of the Employee’s file, and the matter will be closed when the constructive two-way discussion has been finalized.

Letter of reprimand – when a more serious infraction occurs, or repetitive behaviour, the supervisor will write a letter to the Employee stating the infraction and warning them against further misbehaviour. A copy of this letter will be kept in the Employee’s personnel file.

Suspension – an Employee may be suspended for a period of three (3) to ten (10) working days, depending on the seriousness of the offence. Normally, the Employee will be permitted to carry on their normal duties while the case is being investigated. But in some cases it may be necessary to bar the person from the premises until the case has been investigated. In such an instance, the Employee will be notified in writing.

Dismissal – dismissal will be used only when all other corrective actions have failed or are not applicable.

Unsatisfactory Work Performance or Work-Related Behaviour

Unsatisfactory work performance or work-related behaviour is the failure or refusal to carry out job responsibilities, failure to follow the Organization’s rules or policies. The Board will inform Employees of acts or omissions which are symptomatic of unsatisfactory work performance or work-related behaviour and of the applicable discipline if either is not corrected.

In a case of gross misconduct, immediate disciplinary action up to and including termination may be applied. During the investigation of alleged gross misconduct, an Employee may be placed on leave.

Gross misconduct includes the following:

Theft or dishonesty
Gross insubordination
Wilful destruction of property
Falsification of records
Acts of moral turpitude
Reporting for duty under the influence of intoxicants
Illegal use, manufacturing, possessing, distributing, purchasing and dispensing of controlled substances or alcohol
Disorderly conduct
Provoking a fight
Other similar acts involving intolerable behaviour by an employee

When disciplining an Employee, the Organization will consider the nature of the unsatisfactory work performance or work-related behaviour, the past record of the Employee and appropriate penalties. Therefore, as a general rule, disciplinary action for unsatisfactory work performance or work-related behaviour will begin with an oral or written warning and may be followed by additional written warnings. Written warnings will be presented to the Employee and will describe the unsatisfactory work performance or work-related behaviour and the necessary corrective action to be taken. If an Employee fails to attain a satisfactory level of work performance or work-related behaviour despite such warning, disciplinary action up to and including termination of employment may be implemented. Copies of all written warnings and other disciplinary actions will be placed in the Employee’s personnel file.

Termination

No notice, or pay in lieu of notice, is required by either the Organization or the Employee to terminate the employment relationship during the first six (6) month probationary period for new Employees.

Employees will provide notice of their intention to leave the employment of the Organization in accordance with the Act.

The Organization may terminate the employment of any Employee for cause at any time, without notice or pay in lieu of notice.

The Organization will provide Employees notice, or pay in lieu of notice, of its intention to terminate the Employee’s employment with the Organization without cause in accordance with the Act and will provide all other benefits as required by the Act, unless otherwise agreed in the Employee’s Employment Agreement.

The Board will have authority for termination of all Employees.

Grievance Procedure

An Employee who is dissatisfied with any procedures or treatment, or who notices instances of wrongdoing in the workplace, should consider taking the matter up with their supervisor. If the matter is not resolved at this level, or if the Employee does not want to consult with their supervisor, the Employee may use the Whistleblower Policy and/or may contact the Board of Directors.

Employees may not advocate personal issues with any Director without the consent of the Lead Supervisor; unless the personal issues are directly connected to the conduct or behaviour of the Lead Supervisor.

Policy History

Approved February 20, 2025

Next Review Date: February 2027

Rowing PEI

Conflict of Interest Policy

Definitions

The following terms have these meanings in this Policy:

a) “Association” – Rowing PEI
b) “Conflict of Interest” – Any situation in which an Individual’s decision-making, which should always be in the best interests of the Association, is influenced or could be influenced by personal, family, financial, business, or other private interests
c) “Individuals” – All categories of membership defined in the Association’s Bylaws, as well as all individuals employed by, or engaged in activities with, the Association including, but not limited to, athletes, coaches, convenors, referees, officials, volunteers, managers, administrators, committee members, and directors and officers of the Association
d) “Pecuniary Interest” – An interest that an individual may have in a matter because of the reasonable likelihood or expectation of financial gain or loss for that individual, or another person with whom that individual is associated
e) “Non-Pecuniary Interest” – An interest that an individual may have in a matter which may involve family relationships, friendships, volunteer positions or other interests that do not involve the potential for financial gain or loss

Introduction

The Association is committed to providing a sport environment that is characterized by honesty, excellence, fairness, integrity, sincerity, transparency, open communications and mutual respect.
The Association believes that these values and ideals should guide all its decisions, actions and communications, as well as the decisions, actions and communications of its members and all other persons who do business or have affiliations with the Association and/or its members.
The Association, its members and all persons who can do business or have affiliations with the Association and/or its members have an obligation to avoid any conflicts of interest (CI) whatever the conflict, and must ensure that their activities and interests do not conflict with the Association and/or its members or with their obligations, duties and responsibilities within the Association.

Purpose

This policy sets out to provide a standard of conduct to prevent, avoid and end all CI situations.

Scope

This policy applies to all the Association’s members including athletes, coaches, officials, volunteers, board of directors (BOD) members, officers, committee members, staff, and appointed representatives of the Association.

Definition

A conflict of interest is a situation where a member of the Association, in any capacity at the time of making a decision with direct or indirect affiliation with the Association and/or its members, is influenced or could be influenced by personal, financial, business or other considerations, having no relation with the Association’s and/or its members’ interests, or not in the best interests of the Association and/or its members.

Varieties of Conflicts of Interest

In a CI situation, a person can have a pecuniary or non-pecuniary interest. A pecuniary interest is an interest that a person may have in a matter because of the likelihood or expectation of a financial loss or gain for that person or any other individual with whom this individual has direct or indirect affiliations.

The non-pecuniary interest may include:

Coach-athlete, family relationships, friendships and any other interpersonal relationships;
Volunteer position within other organizations;
Any other interests that do not necessarily involve a financial loss or gain.

In addition, a CI can be real or perceived. A real CI arises when a person, in a decision-making situation, actually accords preferential treatment to a party. A perceived CI is related to appearances and perceptions and does not necessarily depend on the fact that a person might really be in CI and therefore, that this person was really incapable of making an objective decision. To recognize a perceived CI, we must ask if a reasonable and objective person would detect the presence of a perceived CI after having studied the matter in question.
Let it be known that perceived CIs are more frequent than real CI. However, perceived CIs are as prohibited and harmful as real CI.

Prohibition

CIs are strictly prohibited. Any person who is or thinks she/he is in a position of CI must disclose this situation to the BOD by completing the Declaration regarding Conflict of Interest form attached to this policy (Appendix 1).

Covenants

All members of the Association commit to avoid at any time placing themselves in a CI situation and shall:
Not engage in any business or transaction or have any interest that conflicts with their duties with the Association, unless such business, transaction or other interest is properly disclosed and managed in accordance with this policy;
Not directly or indirectly place themselves in a position where they are under obligation to any person who might benefit from special favours or considerations, or who might seek, in any way, preferential treatment;
Avoid placing themselves in a position where they could be influenced in a decision by personal, financial, business or other interests;
In the performance of their duties and obligations, not accord preferential treatment to family members or friends, or to organizations in which they or their family or friends have a financial or other interest;
Not derive personal benefits from information that they have acquired during the course of fulfilling their duties with the Association, where this information is confidential or is not generally available to the public;
Not directly or indirectly accord, seek or accept a favour or benefit for themselves or for a third party, in exchange for a decision, an intervention or a service;
Not engage in any employment, activity or business or professional undertaking that conflict or appear to conflict with their official duties with the Association, or in which they have an advantage or appear to have an advantage on the basis of their association with membership to the Association, unless such employment, activity, business or professional undertaking is properly disclosed and managed in accordance with this policy;
Not use or allow the use of the Association’s resources, property, equipment, materials, supplies and any other property or services for any reason other than what they are intended for;
Not place themselves in a position where they could, by virtue of being a representative of the Association, influence decisions or contracts from which they could derive any direct or indirect benefit or interest;
Not accept cash donation, gift or favour that could be construed as being given in anticipation of, or in recognition for, any special treatment granted by virtue of being a representative of the Association;
Not disclose confidential or privileged information acquired during the course of fulfilling their duties with the Association;
Not benefit from past duties with the Association or act against the best interests of the Association.

Disclosure of Conflicts of Interest

All members shall disclose any conflict of interest situation in the following manner:

Upon being nominated, elected or recognized, or upon being employed, and on an annual basis thereafter, all the Association directors, officers, employees, officials and committee members will complete a written statement disclosing any real or perceived CI that they might have, according to Appendix 1;
Also, at any time a person becomes aware that she/he might be in a position of real or perceived CI, she/he will disclose this conflict to the BOD by writing and submitting a statement, according to Appendix 1;
When a member is in a position of real or perceived CI, she/he must inform the BOD by writing and submitting a statement, according to Appendix 1;
Any person, who believes that a member of the Association may be in position of a real or perceived CI, may report this matter to the BOD by writing and submitting a statement, according to Appendix 1.

Responsibilities of the BOD

The BOD is responsible for the application and compliance of this policy by all the Association members, in the last instance;
The BOD may at any time take any fair, reasonable and appropriate measures to protect the rights of the Association and any of its members, in compliance with this policy.

Procedures

Following disclosure of any real or perceived CIs which could affect the carrying out of the obligations, duties and responsibilities of a member of the Association, such a person will withdraw from all situations where the CI exists. When in doubt, the BOD will make final determination as to the course of action, in compliance with the Association’s and its member’s best interests, and with this policy.
Following disclosure of any real or perceived CI, regarding a particular decision, situation or matter, the following principles apply:
The person in a CI may not participate in a discussion of this decision, situation or matter, either formally at the meeting or informally through private contact, communication and discussion, unless such participation is approved by a unanimous vote of the BOD or the Association committee members, when relevant;
Except where participation in discussion has been properly approved as per Section 16.a., such a person shall not be present at that portion of a meeting when the decision, situation or matter in which she/he has an interest is considered;
Under no circumstances is the person in CI to take part in any vote or be present during voting on the decision, situation or matter in which she/he has an interest.

When the Association member has failed to disclose a CI to the BOD, the BOD will:

Request that the member’s actions or omissions be justified in writing;
Discuss the circumstances and the justifications provided by the member at the next Board meeting or, if circumstances necessitate, convene a Board meeting, by any appropriate means, in a timely manner.
Decide on the course of action in the stated case and apply appropriate disciplinary measures, when relevant, in compliance with the Association’s and its member’s best interests, and with this policy.
Any Association member who violates this policy is liable to sanction by the BOD, ranging from simple reprimand to suspension of the Association’s activities
In the event that an inflexible application of this policy would produce an excessive result which would be inconsistent with the Association’s and its member’s best interests and with this policy, it is provided that the policy will be tempered by appropriate discretion of the BOD.
In the event that the BOD confirms the existence of a CI, the BOD will make it public.

Documentation

Documentation relating to CI situations will be recorded in the Minutes of the BOD and/or all the Association committees, when relevant.

Interpretation

Where needed in this policy, a male gender word includes the female gender and vice versa; and plural nouns include singular nouns and vice versa.

Decision Final and Binding

The decision of the BOD will be binding on the parties and on all Association members, subject to the right of any party to seek a review of the decision pursuant to the Association’s Appeal Policy.
No action or legal proceeding will be commenced against the Association or its members in respect of a dispute, unless the Association has refused or failed to abide by the provisions for appeal as set out in this policy.

Review and Approval

This policy was approved by the BOD on February 20, 2025 and shall be reviewed every two years by the BOD.

APPENDIX 1

Declaration regarding Conflict of Interest

I have read the Association’s Conflict of Interest Policy, I agree to be bound by the obligations contained therein, and I commit to avoid any real or perceived conflict of interest. I also commit to disclosing the existence of any real or perceived conflict of interest to the Board of Directors, as soon as it is known to me.

I declare the following interests which may represent a potential conflicting interest:

I also pledge to inform stakeholders and the Board of Directors of any other member of the Association who I feel is in a position of any real, perceived or potential conflict of interest.

___________________ ___________________ _____________________

Name Signature Date

Rowing PEI Confidentiality Policy

The following terms have these meanings in this Policy:

“Confidential Information” – Personal information of Participants including but not limited to home address, email address, personal phone numbers, date of birth, financial information, medical information, and background check information. Additionally, Confidential Information also includes information considered to be intellectual property of the Organization such as data, proprietary information, business information, and trade secrets

“Participants” – Refers to all categories of individual members and/or registrants defined in the By-laws of the Organization who are subject to the UCCMS and the policies of the Organization, as well as all people employed by, contracted by, or engaged in activities with, the Organization including, but not limited to, employees, contractors, Athletes, coaches, instructors, officials, volunteers, managers, administrators, committee members, parents or guardians, spectators, committee members, and Directors and Officers

“Representative” – All individuals employed by, or engaged in activities on behalf of, the Organization. Representatives include, but are not limited to, staff, administrators, Directors and Officers of the Organization, committee members, and volunteers

Purpose

The purpose of this Policy is to ensure the protection of Confidential Information that is proprietary to the Organization.

Scope and Application

This policy applies to all Representatives of the Organization.

Confidential Information does not include the following: name, title, business address, work telephone number, or any other information widely available or in the public domain.

Participants voluntarily publishing or consenting to the publication of their personal information in a public forum (such as the listing of an email address on a website) forfeit the expectation of confidentiality for that information for as long as it is available publicly.

Responsibilities

Representatives will not, either during the period of their involvement/employment with the Organization or any time thereafter, disclose, publish, communicate, or divulge to any person or organization any Confidential Information acquired during their period of involvement/employment, unless expressly authorized to do so.

Representatives will not use, reproduce, or distribute Confidential Information without the express written consent of the Organization.

All documents and written materials relating to Confidential Information will remain the property of the Organization and, upon cessation of involvement/employment with the Organization, for any reason, or upon request of the Organization, Representatives will immediately return all written or tangible Confidential Information, as well as copies and reproductions, and any other media containing Confidential Information.

Intellectual Property

Copyright and any other intellectual property rights for all written material (including material in electronic format or posted on a website) and other works produced in connection with employment or involvement with the Organization will be owned solely by the Organization, which shall have the right to use, reproduce, or distribute such material and works, in whole or in part, for any purpose it wishes. The Organization may grant permission for others to use its intellectual property.

Enforcement

A breach of any provision in this Policy may be subject to legal recourse, termination of the employment or volunteer position, suspension or expulsion from membership, or sanctions pursuant to the Discipline and Complaints Policy.

Policy History

Approved: February 20, 2025

Next Review Date: February 2027

Coach Selection Process

https://truesportpur.ca/coach-selection-process

Coach Selection Process

Policy History

Approved: February 20, 2025

Next Review Date: February 2027

Template – Selection Policy (Team) *Sport PEI

Policy Templates – provided by Sport Law

Policy History