Club Officials’ Chair (COC) and Regional (ROC)

1. Club Officials’ Chair (COC) and Regional (ROC) May 2013

2. Agenda • Officials Code of Conduct • Alberta Officials Committee (AOC) • Responsibilities of Club Officials Chair (COC) • Role of the COC • SA Officials Information May 2013

3. Agenda • Maintenance of the Officials Database • How to use the Database • To Access the Clinics • After a Clinic • Coordination of Officials for Swim Meets • Supporting the Development of Officials • Role of the (COC) May 2013

4. Officials Code of Conduct May 2013

5. Officials Code of Conduct • Swim Alberta will; • Offer programs and support • Ensure officials receive effective training • Provide mentoring • Keep officials informed • Have open communication • Provide on going opportunities May 2013

6. Officials Code of Conduct • Swim Alberta will; • Provide a process to report and have actions taken on mistreatment, poor conduct or violations of this code • Recognize officials for contributions • Provide insurance coverage when officials working for SA May 2013

7. Officials Code of Conduct • Officials Will; • Participate in orientation and training • Maintain and update rules and rule changes • Work within your area of responsibility and support other officials on deck • Agree to enforce and abide by the rules of Swim Canada and be responsibility for their actions May 2013

8. Officials Code of Conduct • Officials Will; • Respect rights, dignity and worth of swimmers, coaches, volunteers and parents • Conduct themselves openly, professionally, lawfully in interests of SA, swimmers, coaches, officials and parents • Be fair, equitable, considerate, and honest May 2013

9. Officials Code of Conduct • Officials Will; • Respect confidentiality, of DQ’s, appeals and personal information (PARA) • Respect a difference in people • Maintain fair and courteous attitude • Demonstrate respect, for athletes, and the sport, by dressing proper attire May 2013

10. Alberta Officials Committee (AOC) May 2013

11. AOC http://www.swimalberta.ca/images/stories/officials/terms_of_reference_aoc.pdf Goal: • To provide officials with effective development opportunities, education, and mentorship May 2013

12. AOC Purpose: • The (AOC) is responsible for the development of swimming officials at all levels in Alberta and the North West Territories. This includes year round swimming, Alberta Summer Swimming Association, Para swimming, and Master’s May 2013

13. AOC Purpose: • The Committee will provide effective education and mentorship • support the progressions of officials from Level 1 through to Level 5. • provide a communication strategy and the release of timely information as it relates to the technical aspects of swimming, to all officials. May 2013

14. AOC Composition: • AOC Chair, appointed by the board of Swim Alberta • Northern and Southern Region Officials’ Chairpersons, appointed by the AOC Chair in consultation with the Alberta Officials Committee and Swim Alberta. May 2013

15. AOC Composition: • Alberta Summer Swimming Association Officials’ Chairperson – nominated by the ASSA every other year. • Provincial Officials’ registrar – reports directly to the Executive Director and is a staff/volunteer member of the organization. May 2013

16. AOC Composition: • 2 - 3 Members at large who are current officials and whose skills can add in meeting the purpose and objectives of the committee, as appointed by the AOC Chair in consultation with Swim Alberta with consideration given to urban and rural representation. These members will be appointed on a yearly basis. May 2013

17. AOC Composition: • Swim Alberta staff Liaison Key Duties: • Provide officials with effective education and development opportunities to run technically proficient competitions. • Determine structures and systems that promotes the effective development and education of officials. May 2013

18. AOC Key Duties: • Develop a system for evaluation and accountability of officials. • Provide communication to officials regarding technical and other information that directly affects their role when working a swim meet. May 2013

19. AOC Key Duties: • Provide leadership on rule interpretation and where required make recommendations for rule changes. • Ensure consistency in officiating at all meets. • Provide a framework for officiating at provincially sanctioned competitions. May 2013

20. AOC Key Duties: • Ensure alignment with SNC on rules and technical aspects of competitions and officiating. Authority: • The AOC has the authority to establish working committees and standing committees to complete its work. May 2013

21. AOC Authority: • The AOC has the authority to establish operating guidelines, procedures and practices as it relates to its mandate and based on approved policies of Swim Alberta. • The AOC will provide recommendations on policy to the Swim Alberta Board. May 2013

22. AOC Responsible To: • The AOC is accountable to the administration of Swim Alberta through the AOC Chair. • The AOC liaises with the board of Swim Alberta for the purpose of policy guidelines, and development as it relates to officials. May 2013

23. AOC Meetings: • The AOC will meet as needed in order to meet its’ mandate as a committee. Ideally there will be at least one in-person meeting per year and 3 teleconference calls per year.   May 2013

24. AOC Review and Approval: • The Chair of the AOC and Committee will review the terms of references every two years and make recommendations for modifications or changes as needed to the General Manager of Swim Alberta. May 2013

25. Responsibilities of COC May 2013

26. Responsibilities of COC The work that you do as a club officials’ chair; • Is guided by the mandate and strategies of the Alberta Officials Committee. May 2013

27. Responsibilities of COC • Will help support the following strategies as adopted by the Alberta Officials Committee: • Development of an education program for officials that provides them with the information, knowledge and tools to deliver technically proficient competitions. May 2013

28. Responsibilities of COC • Creation and implementation of a mentorship program • Creation of engagement strategies for officials that identifies systems for recruitment and retention, succession planning and accountability while also providing a sense of connection to Swim Alberta and the AOC. May 2013

29. Responsibilities of COC • Development of a system that ensures the technical aspects of competition, rules changes and updates are applied consistently May 2013

30. Role of the Chair Officials Chair (COC) May 2013

31. Role of the COC • Organization of Clinics: • Organizing clinics with your club, • arranging presenters, • communicating availability to parents. • Advise your Regional Officials Chair/ASSA Officials Chair so that your clinic can be posted on the Swim Alberta website. May 2013

32. Role of the COC May 2013

33. Role of the COC • Maintenance of the Officials Database • After a clinic, held by your club, • submit the completed Officials’ Certification Form to each club that had participants so they can update their officials’ records. http://www.swimalberta.ca/officials/officials-forms.htm • Also, forward a copy to the Officials’ Registrar. May 2013

34. Role of the COC • Maintenance of the Officials Database • Update the records of parents from your club that attended the clinic. • Coordination of Officials for Swim Meets: • The COC is usually responsible for ensuring the supply of officials for hosted swim meets as required by the Meet Manager. May 2013

35. Role of the COC • Coordination of Officials for Swim Meets: • It is the responsibility of the host club to provide a minimum of 50% of officials for a meet. • Make contact with the COC’s from the other clubs attending the meet to obtain the remaining volunteer officials. May 2013

36. Role of the COC • Coordination of Officials for Swim Meets: • ASSA usually asks for 3-5 officials from each club attending the meet to help, this is put in the meet package • At the conclusion of the meet send a copy of the meet roster to all COC’s from attending clubs. • http://www.swimalberta.ca/officials/officials-forms.htm May 2013

37. Role of the COC • Coordination of Officials for Swim Meets: • They are responsible to update the officials’ shifts in the database. • As a means of educating families in your club it is a good rule of thumb for the parent to expect to provide one official shift per swimmer in a meet that is hosted by a club in the area. May 2013

38. Role of the COC • Supporting the Development of Officials: • Become familiar with the approved Officials’ Certification System in Alberta and encourage and support officials’ progression. http://www.swimalberta.ca/images/stories/officials/2013_official_certification_system_alberta_snc.pdf May 2013

39. Role of the COC • Supporting the Development of Officials: • Should you receive a request for a referee evaluation or course, • refer the candidate to the Regional Officials Chair/ASSA Officials Chair. • They in turn will connect them to the Referee Development Advisory Group. http://www.swimalberta.ca/images/stories/ads_that_expire/terms_of_reference_referee_dev_committee_approved.pdf May 2013

40. Role of the COC • The Regional Officials Chair/ASSA Officials Chair will organize, at the start of the season, an opportunity for you to connect with other Club Officials’ Chairs and learn about your responsibilities. • Keep close contact with your Regional Officials Chair/ASSA Officials Chair – they are your mentor and are happy to help you any way they can. May 2013

41. Role of the COC • In turn, you are also the mentor for your club’s officials. Take every opportunity to engage, develop and educate officials within your club. May 2013

42. SA Officials Information May 2013

43. SA Officials Information This information is available at http://www.swimalberta.ca/officials/index.htm May 2013

44. Maintenance of the Officials Database How to use the Database May 2013

45. How to use the Database • The Officials website is located at http://www.swimofficials.ca/index.php • The document ‘Access the Officials Database’ is located at http://www.swimalberta.ca/images/stories/officials/access_officials_database.pdf May 2013

46. How to use the Database • The Officials database contains the officiating records of all the officials, from all the clubs, that are registered with Swim Alberta (SA) and Alberta Summer Swim Association (ASSA). • The officials can have access to their records by registering in the database at http://www.swimofficials.ca/index.php May 2013

47. How to use the Database • The SA Officials clinics can also be accessed here, you do not need to be registered with SA, ASSA, or in the database to access the clinics. May 2013

48. Swim Alberta On Line Registration/Officials Form Swim Alberta’s registration and officials data is confidential information. We do not divulge the information to outside agencies and always exercise our best judgement when asked for contact information from people outside the Alberta swimming community. We value the privacy of our members and we want to extend our concern to the internet as we move our registration/officials system on line. As before, the club registrar/chair of officials is the custodian of the Registration/Official data for each club and only the registrar/chair of officials should have access to it. The registrar/chair of officials will be given password protected access to the club data and they should exercise the same good judgement they always have. The waiver below is meant to formalise this idea. Upon receipt of the signature of the registrar/chair of officials and club president, the registrar/chair of officials will be given access to the site, via the email provided. ----------------------------------------------------------------------------------------------------------- Waiver As registrar and/or chair of officials for my club I agree that I will not share my password with anyone without the consent of Swim Alberta. I will use the system as it is intended, for the purposes of maintaining the club registration and officials data with Swim Alberta. Club Name ___________________________________________________________________ President’s Name ______________________________________________________________ President’s Signature ____________________________________________________________ Registrar’s Name _______________________________________________________________ Registrar’s Signature ____________________________________________________________ Registrar’s email (required for access) ______________________________________________ Chair of Officials Name __________________________________________________________ Chair of Officials Signature _______________________________________________________ Chair of Officials email (required for access) __________________________________________ Please Print Please complete this form Legibly How to use the Database • Clubs can have access to their officials’ records by completing the Officials Registrar Waiver Form located at http://www.swimalberta.ca/officials/officials-forms.htm then scanning and emailing a completed form to officialsregistrar@swimalberta.ca May 2013

49. Maintenance of the Officials Database To Access the Clinics May 2013

50. To Access the Clinics The clinics can be given to a large group by an Instructor using an LCD projector or large screen TV: • Down load the clinic, • You must have an internet connection to view or download the videos • The videos are embedded in the Power Point (PP) presentation May 2013