Rugby Manitoba

Policies and Procedures Manual

Updated: November 26, 2016

Contents:

1. Board of Directors

a. Roles and Responsibilities

i. President

ii. Past-President

iii. Vice-President

iv. Treasurer

v. Corporate Secretary

vi. Director of High Performance

vii. Director of Junior Development

viii. Director of Public and Member Relations

ix. Director of Coaching Development

x. Director of Player Welfare

xi. Member-at-Large

2. Employee Roles and Responsibilities

3. Volunteer Roles and Responsibilities

a. High Performance Coaches

b. Team Managers

4. Personnel Relations

a. Equal Opportunity Policy

b. General Organization

c. Hiring Procedures

d. Orientation

e. Hours of Work

i. Statutory Holidays

ii. Vacations

iii. TOIL

iv. Authorized Absence

v. Sick Leave

f. Payroll

i. Salary Range

ii. Starting Salary

iii. Increments

iv. Benefits

v. Education Allowances

vi. Payroll Deductions

g. Expenses

i. Travel

ii. Accommodations

iii. Meals

iv. Hosting

v. Miscellaneous

vi. Provincial Programs

vii. Rugby Sessions

h. Performance

i. Personnel Files

ii. Personal Appearance

iii. Punctuality

iv. Outside Employment

i. Release Information

j. Confidentiality

k. Conflict of Interest

l. Termination of Employment

5. Financial

a. Accounting Practices

b. Budgeting Practices

c. Tendering Policy

d. Tendering Procedure

e. Credit Card Policy

6. Technical

a. Rules and Regulations

i. Sanction Policy

ii. Rules of Competition

b. Referees

c. Coaching

d. Athletes

i. High Performance Selection Process

1. Eligibility

2. Criteria

3. Lists and Publications

4. Injury Management

e. Hosting Tours

i. General

ii. Rugby Manitoba Responsibilities

iii. Club Responsibilities

f. Discipline

i. Penalties

ii. Appeals

7. High School Policy

a. Player Eligibility

b. Coaching Eligibility

c. Team Considerations

8. Leagues/Program Guidelines and Standards

a. Rookie Rugby

b. Youth Leagues

c. Senior League

1. Board of Directors

Roles and Responsibilities

i. President (Even years)

The President shall serve as the Chief Executive Officer of Rugby Manitoba Inc. He will represent Rugby

Manitoba Inc. in all dealings with Rugby Canada, Sport Manitoba and similar organizations.

The President shall be an ex-officio’ member of all standing and ad hoc committees of Rugby Manitoba

Inc. & shall Chair the President’s Committee.

The President shall preside over all meetings of Rugby Manitoba Inc. and the Board of Directors. In his

absence the Executive Vice-President shall preside at any such meeting, and in his absence a chairperson

shall be selected from among the remaining Directors by those at the meeting.

ii. Past President (automatically appointed – Even years)

The Past President shall be responsible for the allocation of all bingos and be responsible for

communicating and confirming the allocation of bingos with the designated groups.

The Past President shall serve as the alternative for the President if they are unable to represent Rugby

Manitoba Inc. in any dealings with Rugby Canada, Sport Manitoba or similar organizations.

The Past President shall serve and/or appoint when necessary the head of the discipline committee.

iii. Vice-President (Odd years)

The Executive Vice-President shall assume all the duties of the President in the President’s absence.

The Executive Vice-President shall serve as Rugby Manitoba Inc.’s representative on the Board of Maple

Grove Rugby Park Inc. Ensure active MGRP sponsorship commitments are met. Ensure any sponsorship

proceeds directed to Rugby Manitoba Inc. are accounted for and contact Rugby Manitoba Treasurer as

to amount directed to Rugby Manitoba Inc.

The Executive Vice-President shall sit on the marketing/sponsorship committee with the BOD

Communications/Technology member.

iv. Treasurer (Odd years)

Treasurer shall be responsible for overseeing all matters and activities pertaining to the Financial

Planning and Control, Accounting and Financial Reporting and Treasury and Cash Management functions

of Rugby Manitoba Inc. This individual shall prepare, for approval at each Annual General Meeting, an

audited statement for the preceding fiscal year, and cause to be created for review at each Annual

General Meeting a budget forecast of revenues and expenses for the current fiscal year.

The Treasurer shall liaise all inquiries/needs with Rugby Canada and the insurance company in all

matters with the National Insurance. This individual will also ensure all clubs/membership are fully paid

and in good financial standing with Rugby Manitoba Inc. prior to playing.

v. Corporate Secretary (Even years)

The Secretary shall serve as the corporate secretary, keeping an accurate record of all meetings of Rugby

Manitoba Inc. and the Board of Directors. He shall ensure that notices of meetings are sent to the Board

of Directors and to Members.

The Secretary shall ensure that all records, correspondence, accounts and other pertinent information

pertaining to the governance and operation of Rugby Manitoba Inc. are properly secured, followed and

maintained.

The Secretary shall serve as the chairperson of the risk management committee.

vi. Director of High Performance (Odd years)

The Director of High Performance will be responsible for the general maintenance of Provincial Team

Age grade representative Rugby Programs recognized by Rugby Manitoba. Exceptions are the Senior

Men’s/Senior Women’s RCL or similar Teams & Western Canada Summer Games non-academy related

programming.

The Director of High Performance is on the selections committee for Provincial Teams staffs. This

individual shall be responsible for establishing and maintaining suitable coaching standards and the

associated certification of coaches above the introductory levels. This director shall be responsible for

liaison with any Provincial Coaches Association or equivalent, and for representing the High

Performance coaches’ interests in the deliberations of the Board of Directors. This individual shall also

work with Rugby Manitoba Inc. office in coordination of NCCP coaching clinics above introductory levels.

The Director of High Performance shall work with the Rugby Manitoba office and Academy Coaches in

the coordination of the rugby skills development component offered at the Rugby Manitoba High

Performance Academy. In situations where the Director is unable to perform this duty, the Director will

sit on the selection panel to select a suitable replacement.

vii. Director of Junior Development (Odd years)

The Director of Junior Development shall be responsible for the organization, development and

administration of all junior rugby programs (all programs for athletes 18 and under), hold the position as

Provincial high school rugby chair person, and assist with the Rugby Manitoba Inc. Office and MAAR on

Western Canada Summer Games rugby development programs.

The Director of Junior Development shall serve as the Chair of the Manitoba Minor Rugby Association.

This individual will also liaise with Youth Flag Middle Schools Program (Obby Khan Youth Flag Rugby

Program where applicable) and the Rugby Development Manager for Rugby Manitoba Inc. Programs.

The Director of Junior Development shall coordinate introductory level coaching courses (7’s; 10’s; 15’s)

as per discussions with Club Youth Directors, High School, and Provincial Club Representatives.

viii. Director of Public and Member Relations (odd years)

The Director of Public and Member Relations shall liaise with the Rugby Manitoba Inc. Office in the

development, production, and distribution of Rugby Manitoba communication to our membership and

items for communications, including press releases and other media outlets.

This Director shall liaise with Rugby Canada and Sport Manitoba communications personnel to ensure

that Rugby Manitoba’s information is incorporated into appropriate websites.

This Director shall be responsible for ensuring the Rugby Manitoba social media pages are updated on a

regular basis and all pertinent information is published on these outlets in a timely matter.

This Director shall serve as Rugby Manitoba’s representative on the Board of Maple Grove Rugby Park

Inc. Ensure active MGRP sponsorship commitments are met.

ix. Director of Coaching Development (Even Years):

The Director of Coaching Development shall be in the selections committee for Provincial Teams staffs

and will sit as Chair of the Coaching Committee, and shall be responsible for establishing and

maintaining suitable coaching standards and the associated certification of coaches above the

introductory levels.

The Director shall also work with the Rugby Manitoba Inc. office in coordination of NCCP coaching clinics

above introductory levels. The Director of Coaching Development and the Director of High Performance

shall work with the Rugby Manitoba office and Academy Coaches in the coordination of the rugby skills

development component offered at the Rugby Manitoba High Performance Academy.

Ensure that coaches at every level of the game are certified and meet the requirements, along with

establish the minimum requirements needed for each appropriate level as per NCCP and Rugby Canada

standards. Development and education of new Educators and Facilitators for coaching course delivery to

ensure the growth and development of the game has the right people in place to continue the

development and education of our coaches

Ensure that certifications are up to date and done in a timely fashion in cooperation with the current

coaching educators and the office staff at Rugby Manitoba.

x. Director of Player Welfare (Odd Years):

The Director of Player Welfare shall be responsible for the implementation and evaluation of player

welfare protocols on an annual basis. The Director shall work with MATA and other medical

organizations to help set up medical coverage for all sanctioned events and competitions in Manitoba

and for Provincial and Regional programs.

Overseeing the medical and player welfare requirements for teams including the assignment of medical

staff for each team along with the coordination of educational sessions for coaches and clubs/schools on

an annual basis. These tasks should be done in coordination with the Executive Director and Director of

Coaching Development

Promotion of player welfare and helping develop clear guidelines for player welfare and injury

tracking/recovery.

xi. Member-at-Large (Even years)

The Member-at-Large shall have duties assigned to them by the Rugby Manitoba Executive and Board.

The Member-at-Large will serve as the Chairman of any committee responsible for the organization of

any special event in the Province (e.g. National Rugby Festival). When no events are schedules on behalf

of Rugby Manitoba Inc. the Member-at-Large will make themselves available to assist Rugby Manitoba

Inc. sub-committees based on expertise.

2. Employee Roles and Responsibilities

Executive Director

The Executive Director reports to the Board of Directors, and is responsible for Rugby Manitoba’s

consistent achievement of its mission, strategic plan goals and financial objectives. In program

development and administration, the Executive Director will:

Specific committee responsibilities:

1. Assure that Rugby Manitoba has a long-term strategy which achieves its mission, and toward

which it makes consistent and timely progress.

2. Provide leadership in developing program, organizational and financial plans with the Board of

Directors and carry out plans and policies authorized by the board.

3. Promote active and broad participation by volunteers in all areas of Rugby Manitoba’s work.

4. Maintain official records and documents, and ensure compliance with federal, provincial and

local regulations.

5. Maintain a working knowledge of significant developments and trends in the field.

In communications, the Executive Director will:

1. See that the board is kept fully informed on the condition of Rugby Manitoba and all important

factors influencing it.

2. Publicize the activities of Rugby Manitoba, its programs and goals.

3. Establish sound working relationships and cooperative arrangements with stakeholders and

related groups and organizations.

4. Represent the programs and point of view of Rugby Manitoba to agencies, organizations, and

the general public.

In relations with staff, the Executive Director will:

1. Be responsible, along with the Board for the recruitment, employment, and release of all

personnel, both paid staff and volunteers.

2. Ensure that job descriptions are developed, that regular performance evaluations are held, and

that sound human resource practices are in place.

3. See that an effective management team, with appropriate provision for succession, is in place.

4. Encourage volunteer development and education, and assist program staff in relating their

specialized work to the total program of the organization.

5. Maintain a climate which attracts, keeps, and motivates a diverse staff of top quality people.

In budget and finance, the Executive Director will:

1. Along with the Board, be responsible for developing and maintaining sound financial practices.

2. Work with the Treasurer, and the board in preparing a budget; see that Rugby Manitoba

operates within budget guidelines.

3. Ensure that adequate funds are available to permit the organization to carry out its work.

4. Jointly, with the Board of Directors, conduct official correspondence of Rugby Manitoba, and

jointly, with designated officers, execute legal documents.

Prime functions:

Administration

The Executive Director is responsible for managing the Rugby Manitoba office and administering the

provincial rugby programs, services and activities. Duties include, but not limited to the following:

- Daily operation of the RM office (Board reports, filing, correspondence, banking, supplies,

computer maintenance, etc.)

- Maintain ongoing communication with member clubs, volunteers and partners

- Maintain the Manitoba participants on the Rugby Canada registration database.

Board Functions

The Executive director will work in conjunction with the Board of Directors to ensure that Policies and

Procedures are upheld. Duties include:

- Implement policies and procedures established by the Board

- Facilitate the Board to develop a strategic (3-5 year) plan

- Facilitate the Board to review and develop policies and procedure, where necessary

- Assist the Board with the annual budget process

- Administration functions of the Board (photocopies, financials, etc.)

- Carry out plans and activities determined by the Board

Financial Management

The Executive Director is responsible for managing the finances of RM alongside the Treasurer or any

named Finance Committee.

Financial management duties include:

- Manage budget for programs

- Coordinate a yearly audit

- Ensure that book keeping service has updated material to produce accurate monthly statements

- Ongoing financial administration duties including: deposits, managing account payables and

account receivables

- Identify and pursue any fundraising or sponsorship alternatives

- Maintain relationships with funding sources and prepare funding proposals

Program Coordination

The Executive Director will work with the Board, and volunteers to develop and operate rugby programs

that are provincial in scope. Duties include, but not limited to:

- Work with the management team of the provincial representative squads to ensure that policies

are followed (i.e. scheduling, budgeting, logistics)

- Manage and develop programs alongside Directors to further develop and grow the sport of

rugby in Manitoba

- Coordinate special events as recommended by the Board (i.e. provincial championships)

Human Resources

The Executive director works to ensure that Board Members, volunteers, and staff have access to

training opportunities and resources that increase effective job performance. Specific duties include:

- Identify development needs of Board and staff

- Orientate new Board members to the activities and operations of the Board

- Supervise staff, as required (i.e. youth Development Officers, summer students)

- Pursue personal professional development opportunities that will increase job effectiveness

3. Volunteer Roles and Responsibilities

a. High Performance Coaches

i. It must be understood that any other rugby commitments will be of second priority

to this appointment. The coach must be involved in the N.C.C.P. coaching program

and should be fully certified to NCCP Level 2 and/or World Rugby Level 2. (NCCP

Level 3 and/or World Rugby Level 3 for Canada Games).

ii. The Coach must familiarize him/herself with any/all policies, procedures and

guidelines, set nationally and provincially, that affect his/her program.

iii. The coach must, in consultation with the Director of High Performance and Team

Manager, prepare a complete program for his/her team, during the season and in

the off season.

iv. The coach is responsible, in consultation with the Team manager, for executing

his/her program within the budget set by the Rugby Manitoba Board of Directors.

v. The coach will provide regular written or oral reports on team testing, development

and related activities to the Rugby Manitoba Board of Directors.

vi. The coach will communicate with squad members on a regular basis regarding

fitness, development and training. The RUGBY MANITOBA off will assist with these

communications.

vii. The Executive Director will advise and assist coaches in all policy, budget and

administrative matters.

viii. The coach is responsible for all the technical and on field activities of the squad. In

all other squad matters, the coach and the team are accountable to the Team

Manager.

ix. The coach can expect and will accept the assistance of other team coaches and club

coaches in the training, development, and evaluation of individual club players.

x. The Coach is not eligible for selection as a playing member of the team.

b. Team Manager:

i. It must be fully understood that other rugby commitments will be of secondary priority to this

appointment.

ii. The Manager shall be in complete charge of the squad off the field. In matters of discipline, the

Manager shall have the final say. However, no disciplinary action should be undertaken without

consultation with the coach and captain.

iii. It is preferable that the Manager be involved in the N.C.C.P. coaching program and should have

minimum certification to Level 1.

iv. It would be desirable for the Manager to have knowledge and experience of basic first aid.

v. The Manager in consultation with the coach is to communicate with the players on all

administrative matters of the program. The Rugby Manitoba office will assist with these

communications.

vi. The manager is to update the Rugby Manitoba office regularly concerning all administrative

matters of the program.

vii. The Manager is directly responsible to the Board of Directors and will provide, as requested,

either oral or written reports on squad development and activities.

viii. The Manager is responsible for maintaining all Rugby Manitoba equipment, etc. that has been

provided for the program.

ix. The Manager will act as the media and public relations liaison person when the team is on tour

or at competitions.

x. The Manager is responsible for obtaining an 8”x10” team photograph at the national or regional

championships.

xi. The Manager will distribute evaluation forms for players to complete evaluating both the

manager and the coach.

xii. The Manager will operate his/her program within the budget set by Rugby Manitoba..

xiii. The Manager is not eligible for selection as a playing member of the team.

xiv. The Manager is responsible for ensuring that all payments and registrations are received prior to

departure for any events or tours. All players must be registered and verified by the Team

Manager a minimum of 1 week prior to any event.

xv. The Team Manager is to work very closely with the Executive Director for administrative

support.

xvi. Make sure all practice times etc have been booked (or cancelled), through the office, well in

advance of date required. Eg. fields, hotels, ground transportation, equipment, etc.

xvii. Make sure all equipment is in good working order (balls, cones, pads, water, jugs, air pump, stop

watches, playing & practice jerseys etc).

xviii. Have player medical forms completed and kept for all practices, games and tours (junior squads

also require signed release forms from parents). Have on hand at ALL times “Athlete Accident

Insurance Claim Forms” in case of an athlete requiring medical attention at a hospital or dentist.

Game/Tour Duties:

Send letters to each team member showing all pertinent program information, at least one week before

departure or game day.

Letter to include:

(a) Time, date and location of departure and return.

(b) Mode of transportation.

(c) Location of Hotel/accommodation (phone no., address, etc.).

(d) Player cost sharing (if applicable).

(e) Dress code (if required) and any special items players are expected to bring.

(f) Code of conduct.

(g) Any special tour arrangements.

Approximately one week prior to departure arrange for and/or pick up:

(a) Complete set of strip including extra shorts and socks etc.

(b) Physio Kits (properly stocked).

(c) Practice balls (properly marked) & water bottles (minimum of 6).

(d) Airline tickets and/or ground transportation confirmations.

(e) Accommodation confirmations & hotel rooming list.

(f) Confirmation of laundry arrangements.

(g) After game towel arrangements.

(h) Collections of self help monies from players (if required).

(i) Cash advance from RM office for miscellaneous purchases (if required)

On game and/or departure day (arrive at least 1 hour early):

(a) Make sure all equipment items are accounted for.

(b) Pre-board the entire group with airline.

(c) Hand out boarding passes only (not tickets) and collect any outstanding self-help money

from players.

(d) On arrival appoint someone to be responsible for the squad equipment bags etc.

(e) Check out ground transportation (Note: all designated drivers must have their valid drivers’

licenses with them).

(f) Check into the hotel and give hotel rooming list (make sure you keep a copy with

assigned room numbers) and nominate room captains.

(g) Arrange with coach any practices that might be required.

(h) Communicate with the players when and where they are next required.

(i) Double check laundry and/or towel arrangements.

(j) One game day arrange with Physio where and when taping etc. will take place (eg – at hotel or

at the field).

(k) Hand out jerseys, socks and shorts at hotel (if possible).

(l) Before departure to game double check you have ice, balls, water jugs (filled), extra strip, Physio

kit and all players.

(m) Arrive at game venue at least 1 hour early.

(n) Prepare a valuables bag for players and once valuables are collected keep the bag with you or in

a safe place.

(o) Arrange for captain to be available for the coin toss.

(p) In the event of an injury, that requires the athlete to visit a hospital, the Manager must arrange

for proper transportation and ensure that all necessary paper work, including the “Athletic Accident

Claim” forms is completed.

(q) After last game of the event collect and count all returned strip. Note any missing items

or any in need of repair (possible return players’ valuables only when their strip is

returned).

(r) Retain all receipts for purchased items.

Returning from trip:

(a) Ensure you arrive 1 hour prior to departure at the airport.

(b) Return vans etc. (preferable with gas tank/s refilled).

(c) Pre-board group handing out only boarding passes.

(d) Make sure all equipment is checked through.

(e) Distribute & collect coach/manager evaluation forms.

After returning from trip:

(f) Make sure all laundry requirements are completed.

(g) Make sure all equipment repairs are completed as necessary.

(h) Return or submit the following to the Rugby Manitoba office.

- All equipment after last program event (if required)

- Any outstanding monies.

- Expense claims, etc.

- Airline ticket stubs.

- A written report of the event/s for the Rugby Manitoba board within 1 week post-event.

- Copies of any Accident Insurance Claim Forms or medical reports on player/s injuries.

- Completed coach/manager evaluation forms within 1 week post-event.

Rugby Manitoba

Provincial Team Coach

Evaluation Form

To be completed by each squad athlete for their provincial team coach after the team’s national or

regional championships. Please put additional comments on the back.

Coach’s Name:________________________ Team:_____________________

Not at all Avg. V. Much

1) The coach is competent and knowledgeable at this level of competition and is helpful with the

technical aspects of the game. 1 2 3 4 5 n/a

2) The coach communicates well with the players and instructions are easily understood.

1 2 3 4 5 n/a

3) The coach provides organized, well planned coaching sessions.

1 2 3 4 5 n/a

4) The coach ensures that athletes are mentally prepared for each game.

1 2 3 4 5 n/a

5) Following games, the coach not only points out areas which could be improved, but also

indicates the positive areas. 1 2 3 4 5 n/a

6) The coach’s judgments are based on reasoning and are well thought out.

1 2 3 4 5 n/a

7) The coach encourages players even after a loss or defeat in competition.

1 2 3 4 5 n/a

8) The coach’s conduct towards players, officials, and opponents is sportsmanlike.

1 2 3 4 5 n/a

9) The coach sets a good example for the players.

1 2 3 4 5 n/a

10) I feel that I can trust/respect the coach. 1 2 3 4 5 n/a

11) The coach helps the captain and players set a “code of discipline” and work with in it.

1 2 3 4 5 n/a

12) The coach is an individual who gets “the best out of me and I am motivated and inspired to play

for this coach.”

1 2 3 4 5 n/a

Rugby Manitoba

Provincial Team Manager Evaluation Form

To be completed by each squad athlete for their Provincial Squad Manager at national or regional

championship. Please put additional comments on the back.

Manager’s Name:_______________________ Team:______________________

Not at all Avg. V. Much

1) The manager communicates well with the players and instructions are easily understood.

1 2 3 4 5 n/a

2) The manager’s judgment is based on reasoning and is well thought out.

1 2 3 4 5 n/a

3) Daily meetings were organized & clear 1 2 3 4 5 n/a

4) The manager sets a good example for players.

1 2 3 4 5 n/a

5) I feel that I can trust the manager 1 2 3 4 5 n/a

6) The manager represented the team well.

1 2 3 4 5 n/a

7) The manager knows when and how to use discipline.

1 2 3 4 5 n/a

8) The manager worked will to ensure coaches’ and players’ needs were met.

1 2 3 4 5 n/a

9) The manager was approachable and understanding.

1 2 3 4 5 n/a

10) The manager was well prepared for this event.

1 2 3 4 5 n/a

11) The manager is knowledgeable and is aware of the needs of the squad.

1 2 3 4 5 n/a

12) The manager provided information on the details of medical and liability

Insurance, claim procedures and what to do after an injury occurs.

1 2 3 4 5 n/a

4. Personal Relations

The following policies govern the conditions of employment of any and all Rugby Manitoba employees.

Any questions concerning the interpretation or the application of these policies should be addressed to

the Executive Director of Rugby Manitoba

a. Equal Opportunity Policy

Rugby Manitoba as an organization believes in the just and equal treatment of all persons regarding

employment as set out in the Manitoba Human Rights Legislation and Manitoba Labour Board. It is

therefore Rugby Manitoba’s policy that it will not discriminate against any person because of race,

ancestry, and place of origin, color, ethnic origin, citizenship, creed, sex, age, marital status, or physical

disability.

b. General Organization

All staff hired to carry out work of the corporation will be employees of the Rugby Manitoba.

All employees shall be under the direction of the Executive Director or his/her designate. The Executive

Director shall be responsible to the President and Vice-President respectfully.

c. Hiring Procedures

All new positions or openings in the Corporation are to be approved by the Board of Directors and

therefore publicly advertised and will be posted for the information of the current employees. Each

member club should be notified of any and all new positions.

d. Orientation

The first day of employment will include introduction to the staff and/or board members, orientation to

Rugby Manitoba’s organizational structure, policies and procedures, and a review of appropriate payroll

and personnel forms. The employee will subsequently be familiarized with his/her job description and

the overall purpose of Rugby Manitoba. The employee will also be given a detailed description of

employee benefits provided by Rugby Manitoba which will be provided by Sport Manitoba and

submitted to Sport Manitoba after sign off of benefits.

e. Hours of Work

The Rugby Manitoba office hours will generally be open Monday to Friday between the hours of 9:00

am to 4:30 pm, but due to the nature of a one or two employee office and the nature of the position of

the Executive Director to visit sites, attend meetings amongst other duties this may not always be

possible. There exist flexibility in the position to work off-site if required. Hours may be extended for

board meetings and other events if required.

i. Statutory Holidays

All employees are entitled to the statutory holidays as defined by the Manitoba Labour Laws and taken

in conjunction with Sport Manitoba closures.

ii. Vacations

Vacations for the Executive Director will be negotiated as part of their contracts. Vacations during the

playing season (May through September) should be avoided if possible due to the busy nature of the

game at this time of year, although Authorized Absence (see .4 below) will be granted. Approval will be

required by the Executive Committee for special exceptions.

All other employees earn vacation at the rate of 1 ¼ day per month employed. The following is the

annual vacation schedule.

Years of service Annual days vacation

Less than 2 yrs 10 (Two weeks)

3-5 years 15 (Three weeks)

*Any additional days would further be negotiated in the future

All vacations must be approved by the Executive Director at least one month prior to departure (Or the

Executive Committee in respect to the Executive Director’s leave). It is not the policy of Rugby Manitoba

to allow employees to carry forward more than one week of vacation time into the following calendar

year. It is preferred if vacations are taken outside of Rugby’s playing season.

iii. TOIL (Time off in lieu of)

All work in excess of a regular work day on weekends and public holidays is eligible for T.O.I.L. and will

be awarded on a straight time basis.

T.O.I.L. periods and reimbursement of these periods must be mutually agreed on between the employee

and the Executive Director. It is expected that T.O.I.L. reimbursement will take place as soon as possible

after the extra hours are worked. (Example: If an employee is required to work on a particular

weekend, then the T.O.I.L. should be taken during the next work week).

All staff members are to attend all Annual and Semi-Annual General Meetings, Board Meetings. These

events should be considered mandatory unless authorized to miss due to illness or other commitments

and are eligible for T.O.I.L.

iv. Authorized Absence

Authorized absence may be granted for: pressing emergency (family obligations), medical appointments,

etc. Proper authorization must be obtained by the supervisor. Excessive time off for authorized

absence may be charged to T.O.I.L. or annual vacations.

v. Sick Leave

In accordance with the Manitoba Labour Laws, up to the first seven days sick leave are allowed with pay.

After 3 consecutive sick days, a doctor’s certificate may be requested.

Sick leave in excess of one week but less than 17 weeks is covered under Short Term Disability. Sick

leave in excess of 17 weeks is covered under Long Term Disability.

Sick pay will not be granted:

-due to pregnancy, after the commencement of a leave of absence.

-For a period during which an employee engages in another occupation or employment for

wages or profit.

-Due to injury resulting from the participation in criminal activities.

f. Payroll

Employees are to be paid on a semi-monthly basis. Each payment will cover the pay period up to and

including the payday. The first pay period will run from the 1st to the 15th of the month and the second

pay period will run from the 16th to the end of the month.

Through a computerized payroll system employed by Sport Manitoba, an employee has the option of

receiving a payroll cheque on payday or, receiving an earnings statement with the cheque being

automatically deposited into a previously agreed upon financial institution.

i. Salaries

All jobs shall have a salary range, which specifies the lowest and highest salary approved by the Board.

Salary scales and salaries for all positions shall be reviewed on an annual basis by the Executive

Committee and ratified by the Board.

The Committee shall make adjustments that reflect the economic and fiscal strength of Rugby

Manitoba, and to ensure that the organization’s salaries are competitive with comparable positions in

other sports governing bodies.

ii. Starting Salary

The starting salary for new employees shall normally be the lowest salary in the salary range. However,

the salary and benefits shall be open to negotiation prior to the offer and acceptance of the position by

the employee.

iii. Increments

An increase in salary and or benefits shall be given to an employee at the time of annual review or

contract renewal in recognition of experience gained and benefit to the organization. Increments shall

also be based on the employee’s evaluation and on the fiscal strength of Rugby Manitoba.

All increments shall be retroactive to the date of the contract renewal or annual review date.

iv. Employee Benefits

All full-time employees are eligible for the employee’s benefit package, provided and administered by

Sport Manitoba after a 90 days probationary period has ended. More information on the medical

package can be acquired from Sport Manitoba if required.

v. Staff Development/Education Allowances

Rugby Manitoba will provide work related educational opportunities for its employees. Examples of

such include attending a conference, seminar, course or other learning session presented by a technical

or professional association, or by any educational institution. If there is funding available and can be

applied, this can be presented to the Executive Committee for approval prior to applying for or

attending the course in question.

vi. Payroll Deduction

Certain deductions as required by law are deducted from the employee’s paycheck, and other

deductions are made to cover costs related to employment benefits. All deductions are specified on the

payroll voucher. Standard deductions will be made according to Revenue Canada Guidelines.

g. Expenses

Rugby Manitoba will reimburse those employees who incur expenses while conducting business for the

Union providing they complete the proper Expense Claim Form and provide backup receipts for records.

i. Travel

Out of town travel must be arranged through the Executive Director and the Executive Committee must

approve Executive Director travel.

In province travel with private vehicles will be reimbursed by receipts.

Out of province air travel will be reimbursed for expenses not exceeding the cost of the most

economical airfare.

Employees electing to use their own vehicles for out of province travel will be reimbursed for expenses

not exceeding the cost of the most economical airfare.

Approved Rental vehicles must include collision and comprehensive insurance, the cost of which will be

reimbursed on submission of contract.

Parking claims will be paid at the discretion of the Executive Director and must be accompanied by

receipts.

ii. Accommodations

The Executive Director will provide a list of preferred hotels for Rugby Manitoba funded events or

meetings. The Executive Director may approve other hotels at his/her discretion with cost

reimbursement being negotiable.

iii. Meals

The Rugby Manitoba will provide a per diem for meals (all gratuities included) at a rate to be determined

annually by the Rugby Manitoba Board. The rate as of today May 3rd, 2016 is $50 per day. Meal

allowances for Rugby Manitoba representatives, who dine out with other Rugby Manitoba

representatives of the same city, in that same city, will not be accepted.

iv. Hosting

From time to time it may be necessary for a Rugby Manitoba employee to host out of town guests. Such

hosting should be approved by the Executive Director or the Executive Committee if necessary.

v. Miscellaneous

Telephone calls for Rugby Manitoba business are reimbursable. Babysitting, gifts, traffic/parking

violations and other personal expenses are not reimbursable.

vi. Provincial Program Expenses

The following provincial program expenses will be reimbursed or remitted upon approval:

a) Hotel costs

b) Reasonable laundry expenses – at a laundromat or $1.00 per strip to an individual

c) Gas for team travel

d) Van or bus rentals

e) Equipment purchases for: balls, tees, cones, kit bags, first aid supplies and other approved

expenditures

f) Other pre-approved expenditures

vii. Rugby Sessions Expenses

Fees for the Youth Development Officers/Clinic conductors to conduct classes in the school system. They

charge, through the Rugby Manitoba,

h. Performance

The performance of a new employee is to be reviewed by the Executive Director and Executive

Committee.

Committee after a 90-day probationary period. Once the probationary period has ended, a performance

evaluation of employees will be conducted annually. The Personal Relations Committee will complete a

performance evaluation on the employee, to be done annually.

Once the Executive Committee has reviewed the evaluation; the employee will be required to sign

his/her name to indicate receipt (not necessarily approval) of the results.

Should an employee not be satisfied with his/her review or the resulting salary, the matter may be

presented to the Rugby Manitoba Board.

i. Personnel Files

A file will be kept on each employee containing:

- basic personal data

- date of employment

- job title and description

- current contract

- performance appraisals

- attendance record

- any written reports that were submitted

ii. Personal Appearance

Employees should by well-groomed and their general appearance should reflect favorably upon Rugby

Manitoba. Attire is sport casual/business casual unless otherwise required for events or meetings.

iii. Punctually

All employees are required to be punctual and working at the starting time scheduled for them.

Lateness will result in a warning, and if continued, disciplinary action may result.

iv. Outside Employment

Prior employment may continue as long as the employment does not become a conflict of interest with

the current position held with Rugby Manitoba. New or additional employment should be addressed

and discussed with the direct supervisor to highlight any potential conflicts or changes it may have to

the current position with the organization.

The following criteria should be used to determine whether an employee is involved in an activity, which

constitutes outside employment:

- self employment

- activities from which there is monetary reward

- activities where advice or service is provided and an honorarium is to be paid.

j. Release of Information

The purpose of the policy is to develop a positive organizational profile/image through the controlled

dissemination of accurate information regarding Rugby Manitoba and its members.

No information may be released without the expressed advanced permission of the Executive

Committee or the Rugby Manitoba Board.

k. Confidentiality

Designated confidential documents may only be accessed by authorized personnel. Authorized

personnel shall include the Board of Directors, the Executive Director, staff, and other people authorized

by the Executive Committee.

The following information is to be considered confidential:

- personnel records

- payroll registers

- financial documents

- computer programs and files

Personal information for other than confirmation for credit purpose is not to be disclosed except when

authorized by the employee or a written request has been made by that employee.

l. Conflict of Interest

All employees and volunteers of Rugby Manitoba are expected to arrange their private affairs in such a

manner as to prevent a conflict of interest from arising or appearing to arise. They should not place

themselves in a position where they are under obligation to any person who might benefit from

consideration or favor on their part, or seek in any way to gain special treatment from them.

Equally, employees and volunteers should not have pecuniary or other interests that could conflict or

appear to conflict in any manner with the discharge of their duties and responsibilities. Due to the

nature of volunteer or employee responsibilities, it may be necessary, in some cases, to restrict the

activities of those individuals to prevent a conflict or the appearance of a conflict of interest.

Definitions

Volunteer: refers to any member of the Rugby Manitoba Board, committee or any individual directly

assisting the Board or committee.

Employee: refers to any person employed by Rugby Manitoba

Conflict of Interest: Any situation where an employee or volunteer attempts to promote a private or

personal interest for himself/herself or some other person, which results in the following:

i) An interference with the goals or objectives in which his/her responsibilities lie.

ii) A gain or advantage by virtue of his/her position with Rugby Manitoba

Situations of conflict

As the following are considered to have the potential of being in conflict or appearing to be in conflict,

they are to be disclosed to and are subject to review by the Executive Committee who shall decide if a

conflict of interest exists. If a conflict of interest situation is found to exist, the Executive Committee

shall take the necessary actions depending on the nature and scope of the employee/volunteer’s

responsibilities and the degree of the apparent conflict. The following are considered to be examples of

conflict of interest.

a) Personal investments, contracts, agreements or undertakings between employees and a

supplier or any company, partnership, association or commercial entity that has a present or

prospective business relationship with Rugby Manitoba

b) The acceptance of gifts or services which could be viewed as payment for services rendered

through his/her position with Rugby Manitoba. Any payments, gifts or services accepted would be in

conflict with this guideline. An employee can accept a gift which is:

-the normal exchange between friends

-the normal exchange of hospitality between persons doing business together

-token exchanges as part of protocol

c) Using or permitting others to use Rugby Manitoba and Rugby Manitoba employee’s property,

equipment, materials, or time for personal gain.

d) Using or revealing without proper authorization, any information acquired during the course of

an employee’s duties which is not generally available to the public, to persons outside the corporation

for personal gain.

e) Employees/volunteers who give preferential treatment to:

- family members, friends, business associates, or former business associates

- a private or public body such as a municipal council, school board, or volunteer organization or

which they are a member.

f) An employee who lets himself/herself be influenced in the course of his/her duties by the

prospect of employment elsewhere.

m. Termination of Employment

If circumstances dictate that an employee leave the organization, Rugby Manitoba asks verbal

notification be given to the Executive Director or the Executive Committee first. If resignation is the only

course of action, Rugby Manitoba requires the decision to be put in writing by the employee as far in

advance as possible. However, 2 weeks’ notice is required by the employee. Resignations are to be

forwarded to the Executive Director or the Executive Committee.

If at any time during employment at Rugby Manitoba a staff member is found guilty of misconduct,

neglecting or disobeying reasonable requests from the Board of Directors, or incompetence, Rugby

Manitoba may terminate the employee’s term of employment with or without notice. Upon such

termination, the employee in question will be paid a proportionate amount of his/her annual salary to

the date of termination.

If a Rugby Manitoba employee becomes unable to perform his/her duties because of illness, accident, or

incapacitation for a period longer than one month, or for a total of sixty days during a twelve month

period, he/she may be temporarily replaced at the desecration of the Board, while he/she is receiving

short or long term medical benefits. Upon full recovery the employee is to be given the opportunity to

resume his/her previous position. In certain circumstances to long term disability, the employee may be

permanently replaced.

5. Financial

a. Accounting Practices

The fiscal year for Rugby Manitoba shall be April 1st to March 31st.

All matters pertaining to the finances of Rugby Manitoba come under the direct responsibility of the

Treasurer, Executive Director and the Finance Committee.

The Executive Director shall be responsible for the financial records, cash flow, transactions, accounts

and such investments as the Board directs; and shall regularly report to the Treasurer and Sport

Manitoba the finances and operating balance. Financial statements shall be submitted directly to Sport

Manitoba for updating and assistance in book keeping. This information should be provided back to the

Board for review quarterly.

The Executive Director shall keep each Director up-to-date on where he/she stands with regards to the

allocations of funds on their particular budgets. Each member of the Executive Committee shall have

signing authority. Any two signatures will be required on each cheque. No individual may sign on a

cheque (over $200) with him/herself as the beneficiary.

The Treasurer shall prepare an annual financial report for the AGM.

Auditors shall be appointed by the Rugby Manitoba membership in compliance with Sport Manitoba

directives to provide an annual year-end audit.

On a monthly bases the Board of Directors will review the cheques log on a monthly bases when

approving the financial report to unsure that cheques are approved.

b. Budget Procedures

The following is a general outline to assist Rugby Manitoba Directors in establishing a Budget for their

programs. As the sport of rugby is for Manitoba, a seasonal sport, the procedure is provided in a time

line format.

-October/November

This period should be used by the Directors to review their previous year’s program. The Executive

Director will assist in determining those portions of the programs that came in either under or over

budget.

-December

A preliminary outline of the programs with the estimated budget requirements is to be prepared in

consultation with the Executive Director. The program should then be brought before the Rugby

Manitoba Board of Directors for discussion and approval.

-January/Febuary/March/

All budgets to be compiled by the Executive Director for final approval of the Board. The final budget is

to be put in front of the general membership at the AGM for approval.

-April

The early part of April to be used for any adjustments that might arise from the AGM.

-May/June/July/August/September

Monthly communications from the Executive Director will provide actual vs estimated indications as to

how the program budget is unraveling. Adjustments may be required. Any major problems must be

brought before the Executive Committee or the Board.

c. Tendering Policy

This policy is to provide basic guidance for procuring and evaluating bids, proposals, and/or quotations.

Price quotes will be administered by Rugby Manitoba based on the information submitted by the

requisitioner.

Competitive bidding is employed to ensure responsive, reasonable, and firm proposals. Generally, three

or more qualified suppliers will be solicited. Exceptions are made only in unique situations where such a

bidding process would result in no apparent benefit to Rugby Manitoba.

d. Tendering Procedure

The following outlines the process of securing verbal or written quotations prior to selection of a source:

To the extent possible, investigations or informal surveys will be made prior to solicitations of

quotations to determine if prospective suppliers have the required resources and satisfactory

performance experience. A minimum of three tenders are required at all times for consideration on any

transactions or orders or business.

Quotations are solicited only after a decision is made to procure products or services or, in special

circumstances, when solicitation of quotations is authorized prior to decision, if such actions best serve

the interests of Rugby Manitoba.

The solicitation of quotations in connection with new business ventures or in any other circumstance

where a firm requirement does not exist, Rugby Manitoba shall make it clear to prospective suppliers

the intent of the request.

At the time of formal quotation, all prospective bidders shall be advised as to the location, time, and

date where sealed tenders will be accepted.

It is imperative that the contractor know that:

-Pre-contract discussions and agreements are preliminary.

-Any agreements reached are tentative.

-Rugby Manitoba assumes no contract obligation to the supplier until a formal letter of agreement is

executed, or authorization to proceed is given by Rugby Manitoba.

-Rugby Manitoba is not under any obligations to procure goods or services for which the negotiations

are conducted, and any costs conducted by the supplier prior to placing the order is at the supplier’s

expense unless otherwise agreed to in advance with the RUGBY MANITOBA and the supplier.

The successful tender will be determined based on the full merit of the proposal. (The lowest or any bid

may not necessarily be accepted).

Quotations must be in response to a request from Rugby Manitoba; unsolicited bids will not be

considered.

e. Credit Card Policy

The Rugby Manitoba credit card(s) is a purchase card system benefiting Rugby Manitoba through

prompt payment to suppliers and delegates’ responsibility for low value purchase authority.

The Credit Card can be used with any vendor that accepts Visa™.

The Credit card is issued at the discretion of the Rugby Manitoba Board of Directors to the current

Executive Director who is granted a formal delegation of Rugby Manitoba purchasing authority.

Delegation of Rugby Manitoba purchasing authority governs the use of the credit card as a tool for

purchasing materials and services for less than $5000 unless otherwise approved. The Executive Director

agrees to comply with all applicable Rugby Manitoba policies and procedures and this Cardholder

agreement. When signed and accepted, this form acts to assign the formal delegation of purchase

authority to the current Executive Director to execute credit card purchases.

Credit Card violations include but are not limited to:

Purchase items for personal use

Use the credit card for cash advances

Failure to return the credit card when an employee resigns, is terminated or upon request

-Compliance with Policy, Violations and Consequences

Violations to this agreement or to any policy regarding the purchase of goods or services will be

investigated and may result in either one or more of the following actions: written warning, revocation

of credit card privileges, cancellation of delegation of purchasing authority, disciplinary action, and

termination and/or criminal prosecution. Human error and extraordinary circumstances may be taken

into consideration when investigating any violation to this agreement.

-Ownership and Cancellation of the Credit Card

The credit card remains property of the Bank. It may not be transferred to, assigned to, or used by

anyone other than the Executive Director. The Executive Director is accountable for the activity on the

card. The bank or Rugby Manitoba may suspend or cancel Cardholder privileges at any time for any

reason. The Executive Director will surrender the credit card upon request to Rugby Manitoba or any

authorized agent of the Bank.

-Rewards earned on the Card

Any reward points under any name will always remain property of Rugby Manitoba. In order to redeem

points the cardholder must have the approval of the Board of Directors.

-Receipts

It is the Cardholder's responsibility to obtain transaction receipts from the merchant each time the

credit card is used. Individual transaction receipts are to be attached to monthly statements. The Rugby

Manitoba office must keep statement data and proof of reconciliation, including receipts and packing

slips, on file for a period consistent with the record retention requirements of the law. Each Month one

designated signing authority will sign each monthly statement.

-Disputed Items

It is the Executive Director’s responsibility to follow-up on any erroneous charges, returns or

adjustments to ensure proper credit is given on subsequent statements.

-Protecting the Credit Card

The credit card is valuable property, which requires proper treatment by the Cardholder to protect it

from misuse by unauthorized parties

-Validation and Safekeeping

Sign the credit card immediately upon receipt. The credit card should always be treated with the same

care as personal credit cards, bankcards, cash and checks. Keep your card in an accessible but secure

location. When using the credit card for Internet purchases, the Executive Director should ensure that

the site utilizes industry recognized encryption transmission tools. When the expiration date is passed

and/or after you have received a new credit card, cut the old credit card in half and dispose of it.

-Lost or Stolen Credit Cards

If the credit card is lost or stolen, contact the Bank’s 24-hour toll-free number immediately

6. Technical

a. RULES AND REGULATIONS

All games governed by the Rugby Manitoba shall conform to the Laws of the Games of Rugby, as framed

and interpreted from time to time by Rugby Canada and World Rugby.

The referee of the day is the “SOLE JUDGE” of fact and Law. All referee decisions are binding on the

players.

i. Sanction Policy

Please remit your sanction request form 45 days prior to the event in question. Late requests may not

be approved and therefore, not sanctioned. Requests will be granted based on application date and

accordance to annual provincial plans. All regular club practices, provincial team practices and games,

test matches against other provincial teams are deemed sanctioned as part of the acceptance/payment

of your club membership with the RUGBY MANITOBA.

Please note: “Friendlies” are not sanctioned and therefore, uninsured. This means any game that

includes non-Rugby Canada or non-RUGBY MANITOBA registered members, an uncertified referee or

members in bad standing.

If applying for sanction, clubs/teams are agreeing to the following standards:

- the event is planned, organized and conducted in a safe manner

- the teams adhere to all risk management policies

- proper medical procedures are followed and emergency treatment is available

- ensure all volunteers understand their roles and responsibilities

- the teams adhere to RUGBY MANITOBA approved rules, laws, policies and procedures for the

level of play sanctioned

For insurance purposes, the following leagues and events require sanction from the Rugby Manitoba

every year.

a) Regular League Play (Senior, Junior, High School, Mini Rugby)

- Schedule must be attached and approved by the League Convenor

- All teams in the schedule must apply to be members of Rugby Manitoba

b) Out of Province (Any level)

- Request must be made by traveling team through our online sanctioning tour out system

- All club members must be registered with Rugby Canada and in good standing with Rugby

Manitoba and the list of people traveling must be included

c) Out of Country (Any level)

- Request must be made by traveling team through our online sanctioning tour out system

- All club members must be registered with Rugby Canada and in good standing with Rugby

Manitoba and the list of people traveling must be included

d) Hosting (any level, out of province, out of country)

- Request must be made by host team through our sanctioning system online for sanction

approval.

- All participants must be registered with Rugby Canada and in good standing with Rugby

Manitoba (submit list)

- Proper notification from the guest team’s governing body must be provided

e) Guest player (non-Rugby Canada member, out of country)

- Request must be made by host team

- There is an insurance cost

ii. Rules of Competition – (Reviewed Annually)

Please referred to the current year’s Rules of Competition for reference on all matters outlined by the

leagues in Manitoba.

b. REFEREES

6.2.1 Referees shall receive training in the form of World Rugby accredited clinics. These clinics shall

be arranged as MARR sees fit. Further adjudication of referees shall by completed in compliance with

Rugby Canada policies and procedures also at the MARR’s discretion.

Costs and outlines on clinics can be provided by contacting MARR.

c. COACHES

8.3.1 Coaches shall receive training in the form of the National Coaches Certification Program. The

theory portion of this program is provided on a regular basis through Rugby Manitoba. The Technical

and Practical components of the program shall be arranged by the Executive Director and the Director of

Coaching Development.

*NOTE* World Rugby Level 1 = fee of $150.00

World Rugby Sevens Level 1= fee of $150.00

World Rugby Level 2 = fee of $250.00

World Rugby Level 3 = to be determined by the number of participants and the

expenses of the course. (Level 3 technical $250 - 300 – depends on numbers and the course conductors

available.)

Coaching standards will be as follows (As of May 3rd, 2016):

Rookie Rugby - requires Rookie Rugby certification which is received through a Rookie Rugby

certification course or training

Mini/Junior Programs – World Rugby Level 1 Non-Contact/World Rugby Level 1/World Rugby Sevens

Level 1 is required based on respective program

High School – World Rugby Level 2 required for all Head Coaches before the start of the 2018 season

and World Rugby Level 1 required by all other staff before the start of the 2017 season

Senior – World Rugby Level 2 required for all Head Coaches before the start of the 2018 season and

World Rugby Level 1 required by all other staff before the start of the 2017 season

Provincial/Regional teams - World Rugby Level 2 required for all Head Coaches before the start of the

2018 season with consideration of World Rugby Level 3 requirements being implemented once material

is released and World Rugby Level 1 required by all other staff before the start of the 2017 season.

Selection of Provincial team coaches shall be done by a committee consisting of the Director of High

Performance, Director of Coaching Development and Executive Director.

d. ATHLETES

i. High Performance Selection Process

1. Eligibility

Eligibility for any Provincial Team or Squad:

Nominations are guided by requirements that a player is deemed eligible for selection to play for

Manitoba if he/she is:

- A Canadian citizen, a landed immigrant or who has lived in Canada for 10 months preceding the

Rugby Canada event in question and has taken up permanent residence in Manitoba. Under exceptional

circumstances this procedure may be waived, but only with the Board of Directors consent.

- Any player who declines to play regularly for his club does so at great risk of being excluded

from the Provincial Selection process. Consideration may be given with respect to injuries, sickness, or

personal problems.

Selectors are guided by requirements that a player is deemed eligible to play for Manitoba if:

- A club in good standing with the Rugby Manitoba has nominated that individual.

- By being selected for Manitoba during any one season a player shall then be eligible for

selection to a Manitoba team during the following season, providing he/she meets all the requirements

stated above.

- Squad players will be informed that it is their responsibility to notify the Coaches or Chairman of

Selectors the reasons for their unavailability for club games. On receipt of this information each case

will be judged on its merit.

- Player selection and development of programs at all levels may be referenced and guided by outlines

and processes outlined in the Prairie Relations Agreement.

2. Criteria

Selection considerations will be based on but not be limited to:

a) Skill - understands the game technically, understands his/her position.

b) Fitness - players must prove that they are committed to fitness and be in the best condition

possible. Testing of players must be completed at designated times or they will by considered ineligible.

c) Attitude- coachability, interaction with fellow players, mental approach to the game, reaction to

pressure, enthusiasm.

d) Experience – Does the player have the tools to react favorably to all situations both on and off

the field?

e) Ability - does the player have the physical ability to compete at this level? Does the player have

the physical characteristics to play the position at this level?

f) Commitment – has the player made the necessary effort to attend all training and practices? Is

the player prompt and ready when required to be so?

g) Suitability – Will the player be a positive influence on the squad. Will he/she fit into the squad

(durability, aggressiveness, exceptionally big, fast, or mobile, provides a unique required skill)

3. Lists and Publication

Under normal circumstances, the Head Coach will choose a squad of approximately thirty players to

prepare for the following season.

The players chosen to this squad will be informed individually by letter from the Rugby Manitoba office.

Publication of the above squad will be made by the Rugby Manitoba office to all clubs.

Replacements to this squad shall be made should a squad member become unavailable. Such

replacements will be made by the Head Coach. The Head coach will have a prepared list of

replacements to cover this eventuality.

The initial list of approximately thirty players shall be reviewed regularly.

Players may be added and/or deleted at the discretion of the coaches, depending on the performance

reviews of named players and/or potential players.

Prior to the National Championship, training camps and trials will take place. A squad of players will be

selected to attend this camp. A trial list will be published by the Rugby Manitoba office to the players

named to all club presidents.

The coaches will select the squad of players as per guidelines in the PRA.

A player so named will be informed of his/her selection and of the squad selection by the Rugby

Manitoba office.

Substitutions to this squad shall normally be named from the original squad of approximately thirty

players, by the Head Coach in consultation with a selection committee (if so chosen) or any other

coaches that are involved in the program.

IN ALL GAMES involving the RM representative side, the starting fifteen will be named by the COACH,

the CAPTAIN, and the VICE CAPTAIN. The coach may involve other members of the selection committee

in this final selection process.

After all significant events an in depth report shall be made and discussed at a meeting of the selection

committee. Any serious problems are to be analyzed and potential solutions considered, implemented

and resolved prior to the next event involving the RM representative squad.

4. Injury Management

Any player who will represent Rugby Manitoba and who is injured or who is believed to be carrying a

serious injury which may affect his/her performance adversely or detract from the performance of the

team is required to prove his/her fitness to the selectors and coaching staff of the team which he/she

will represent prior to the competition dates. Along with providing medical documentation that the

player is eligible and cleared to return to play.

Prior to the testing date, which will be determined by the appropriate Coach, in consultation with the

player concerned and with careful consideration of the nature of the injury, the player must receive a

diagnosis from his/her own medical practitioner or a medical practitioner acting on behalf of the RM.

The player must make RM fully aware of the nature of the injury and provide an honest appraisal of the

length of the rehabilitation period and evidence of any ongoing treatment being undertaken.

On assessment of the nature of the injury, a testing date for the player will be determined.

The tests to be used shall be selected from tests outlined by the Rugby Canada Fitness Manual and

adopted by RM. The tests performed shall be at the discretion of the appropriate coach.

The actual period between the testing date and the competition will depend upon the nature of the

injury. Every opportunity will be given to allow the player concerned to recover as fully as possible and

thus perform to his/her potential while still allowing adequate time for a suitable replacement to be

found.

The results of the tests will be compared to the athlete’s previous test scores on file. If the athlete fails

to perform within 95% of his/her in season recorded scores, he/she will be declared unavailable to

compete for the province due to injury and a replacement will be brought in.

Should the nature of the injury be such that it cannot be assessed using any of the tests outlined above,

it will be left to the discretion of the appropriate Coach, or appropriate Selector to administer the

appropriate test(s).

e. HOSTING TOURS

i. General Guidelines

(a) All touring sides must comply with World Rugby, Rugby Canada, RM, and regulations governing

touring.

(b) Tours should, if possible, be scheduled to provide a break of at least two to three weeks from

the departure of one group of guests before the arrival of another.

ii. RM Responsibilities

(a) RM must provide written approval for all tours to and from this province for the purpose of

playing rugby.

(b) The RM office will:

- be an initial ‘official’ contact for potential touring sides

- assist in arranging tour scheduling with those sides touring both the East and West side of the

provincie.

(c) The RM office or Sport for Life Centre may be used to provide the following:

- a press release (if required)

- articles for presentation, etc.

(d) Where the touring side is of the caliber to field a team able to play a provincial representative

side, the RM will:

- assist in scheduling for the game

- request facilities

- arrange for refereeing

- host the touring side for the evening

- may provide transportation (if required)

iii. Responsibilities of Clubs Assigned to Hosting

(a) Participate in the scheduling of the tour.

(b) Provide for the general needs of the touring side.

It is assumed that these have all been previously negotiated and agreed upon and will include

things such as:

- billeting (if req’d) or arranging other accommodations

- arranging for transportation (vans, etc)

- departure and arrival transportation

- providing all necessary tourist information

(c) Hosting the touring side on game day.

(d) Communicating regularly to the regional union on the tour’s progress.

(e) Providing all necessary information to the regional union for press release purposes.

f. DISCIPLINE

Disciplinary Committee

The importance of the reputation of rugby cannot be overstated, and care must be taken, especially by

players, team management and officials to prevent the reputation of the game from being diminished

by the actions of a few. Any reported incidents shall be dealt with in accordance with Rules of

Competition.

Rugby Manitoba has jurisdiction over all sanctioned rugby in Manitoba. On behalf of its member clubs,

it shall have the power to administer discipline for any incident, conduct, or behavior during rugby

events which Rugby Manitoba considers prejudicial to the interest of the Union or the game of Rugby

football.

RM shall form a Discipline Committee (the “Committee”) that shall be responsible for the administration

of discipline for all RM sanctioned events. The Committee shall be formed of an appointed

representative from each club within the union along with one appoint Chair to the committee. All

incidents that occur at RM sanctioned events shall be reported directly to the Committee by the referee

or League Convenor whose jurisdiction the event takes place. The Committee shall require a 2/3

majority vote to impose any discipline on a person or team falling within the jurisdiction of RM, and shall

operate at all times within the disciplinary framework set out by World Rugby and by the RM Bylaws and

Policies for discipline in the Province of Manitoba.

Procedures

Discipline

1. Process

a. When circumstances have necessitated the ordering off of a player by a referee, the Player shall:

The player shall immediately leave the playing enclosure and no further discussion is to take place. The

captains of either team may ask for clarification.

Inform his club executive of the incident and his immediate suspension.

Refrain from participating in any further rugby related activities until receiving further notice from the

Committee.

b. The Referee Shall:

Inform the player that the player is to leave the field, describing briefly why.

Report to the Committee the circumstances of the incident within 3 calendar days (Note 1), with the

recommended sanction, if any.

Respond to any request for clarification from the Committee, and ensure that a final report is provided

to the Committee that the Committee is satisfied with

c. The Committee shall: have full discretion as to procedure and what evidence it may require

Inform the player and his club executive of the decision within 7 days (Note 1) of receiving a final report

from the referee

In the event of an incident severe enough to require a hearing, they will notify the referee, player and

his club, and those required to give witness 3 days (Note 1) prior to the event. The hearing will be

conducted in accordance with the Rugby Canada Disciplinary guidelines provided in “Laws of the Game”

handbook.

Refer the incident for external investigation, if, in the sole opinion of the Committee, the incident should

be referred to an external party for investigation.

Participate in any external investigation conducted with respect to the incident.

Note 1: Please note that these timelines are always on a best effort basis however exceptional

circumstances may arise that may prevent the referee or committee from meeting these timelines.

Failure by the discipline committee or referee to meet these timelines does not make a decision by the

discipline committee unenforceable, nor would it be grounds for an acceptable appeal or to use the

dispute resolution process based on a technicality as it would be against the spirit of discipline in our

game.

It is NOT the function of the Disciplinary Committee to determine guilt. The referee’s decision on

culpability is final.

i. Penalties

It IS the function of the Committee to determine whether additional penalty or further suspension is

required. The Committee shall review all incident reports. They may impose any of the following:

Player cautioned or severely cautioned as to future conduct.

Forfeiture of all or part of any posted bond.

Payment of any resultant damages.

Levy of a fine.

Suspension from participation in any or all rugby events (see list of minimum sanctions for

infringements)

Suspension of membership.

Expulsion from membership.

When a player is ORDERED from the field by a referee, in any game, the player is not allowed to take

part in any further rugby until his/her suspension has been fulfilled for the corresponding offences

shown below. The Committee must notify the player within the timelines specified above of any

penalties to be levied.

NOTE: CLARIFICATION

“One scheduled league game” shall mean:

a. That the player can resume playing AFTER the completion of the next scheduled league game of

the team for which the player was playing when he/she was ordered off, and subject to the re-eligibility

date specified by the Disciplinary Committee.

b. A player under suspension cannot play in ANY rugby game:

i. in another division

ii. in another league

iii. for another club or team

iv. in any tournament

v. for any provincial or representative side, until such time that the player’s suspension has been

fulfilled and has been notified by the Disciplinary Committee Chairman that no further penalty will be

levied.

c. if a sanction was received in a match other than a league match, including but not limited to a

representative, provincial, or other sanctioned match, “scheduled league game” shall mean a league

game of the club team for which the player routinely plays; and

d. a player shall not count games in a division other than (i) the division that the player was playing

in at the time the incident occurred, or (ii) for a match referred to in (c), the division the player regularly

plays in; toward any suspension implemented by the Committee.

ii. Appeals

Appeals may be launched by:

- the disciplined player or club,

- the club of the disciplined player,

- any member club of the RM,

- the party who filed the complaint.

Appeals may be made to RM’s Discipline Committee in which the penalty was given.

A $50 bond shall be submitted made payable to RM and 50% of the fee shall be returned if the decision

is overturned.

Reasons for acceptable appeals shall be limited to:

- the availability of new and pertinent information not available at the original hearing.

- The question of whether the Match Referee, Chairperson, Committee has exceeded its authority

or jurisdiction as defined by this process or as conferred on them by RM Members.

Appeals shall be dealt with by the RM Board of Directors at its next regularly scheduled meeting or a

special meeting will be called within one week of receiving the appeal, subject to the situation and

nature of the suspension. All Suspensions and sanctions shall apply till the committee convenes.

Only those members of the RM Board of Directors who did not directly participate on the Disciplinary

Committee’s decision shall vote on the appeal. In the event the foregoing prevents a quorum of votes,

the Rugby Manitoba Board of Directors may designate a tribunal to oversee and make the appeal

decision.

7. HIGH SCHOOL RUGBY POLICY

a. Player Eligibility

(a) All coaches and team officials must be registered with both Rugby Manitoba and the Canadian

Rugby Union (CRU).

(b) All players must be under 19 years of age as of June 30 of the school year

(c) All players must be registered full time students in a Manitoba school or equivalent.

b. Coaching Eligibility

All coaches of High School programs must meet the following Standards.

- Completion of Intro to Competition training

- All current coaches must attend a ‘Safe Rugby’ course every year regardless of certification level

- All Head Coaches are required to have World Rugby Level 2 certification prior to the start of the

2018 season and all coaches are required to have a minimum of World Rugby Level 1 before the start of

the 2017 season.

c. Team Considerations

Player Dress

Junior players shall wear kit consisting of jerseys, shorts and stockings of a uniform color with that of

their team

The referee of the match shall be the sole judge of whether any equipment, including but not limited to

footwear, headgear and body padding or bracing, is acceptable. In the event such equipment is not

acceptable to the referee of the match, the offending equipment shall not be worn in the match.

In the event the home and visiting teams have jerseys, which in the opinion of the referee of the match

are too similar in appearance, then in such event, the home team shall change their jerseys to the

satisfaction of the referee of the match.

All junior players are required to wear a mouth guard. Any player without a mouth guard during the

course of play will be removed from competition until the mouth guard is obtained.

Roster

Rosters are unlimited in size.

Team Responsibilities

Each team shall supply one touch judge for the game being played. Where no touch judge is available

the team failing to provide the touch judge shall have one of his or her junior players act as touch judge.

Each team shall supply one match ball, it being the home team’s choice as to which ball is used.

The home team shall ensure that the referee and visiting team are notified not less than 24 hours in

advance of the kick-off or of any changes to the location or start time of the game.

The home team shall ensure that the field is properly marked in accordance with the Laws of the Game

and the goal posts are properly protected.

8. Leagues/Programs Guidelines and Standards

a. Rookie Rugby

Rookie Rugby will be implemented at the school and club level in all regions. Primary focus is with

Rookie Rugby school initiatives to get kids active in the schools and connecting with clubs/target sites to

begin Rookie Rugby programs in a structured setting.

Rookie Rugby implementation in the schools will begin with school contacts every Fall to set up early

spring sessions with schools.

Club programs will run from April-June annually with the expansion of programs being in consideration

on an annual review basis. Support structures need to be put in place and aligning with local clubs and

agencies will help the development of these programs.

b. Youth Leagues

Programs will look be to put in place and fundamental policies and procedures will need to be addressed

once league formats and structures are put into place for 2016-2017.

c. Senior Leagues

Senior League clubs are required to meet a minimum roster number of 25 players per team rostered no

later than April 30th of any given year. League guidelines and regulations will fall under the Rules of

Competition in the given season and until the new rules are passed or changes made to the next season

the prior year’s ROC will remain in effect until that takes place.

League commitment of teams must be done be in February annually. If clubs wish to commit an

additional team post AGM they will need to submit a request in writing prior to March.15th of a given

year to the Board of Directors of Rugby Manitoba for approval. No late submissions will be considered.