Western
Region Ringette
Membership Services
Release/2 Team
Player/Contested Release
Policies
Interpretation
updated June 2, 2011
A great deal of confusion and misinformation is
circulating within Western Region dealing with player movement between associations,
teams and levels. Fortunately for the region, the concerns involve a very low
percentage of our membership both at the player level and at the association
level.
The following is an attempt to detail the policies and
procedures as they exist within the Ontario Ringette Association and how they
will be interpreted and applied within Western region for the 2011/2012 season.
While the excerpts from the ORA Operating Guide
Membership Services Section contained in this document are current as of this publication
the definitive source is the ORA and the latest published version from ORA
should always be available on the web site click
here
The following document consists of the ORA manual,
Membership Services section items 8, 9 and 10 interspersed with applicable
Western Region additions, policies and in some cases A/AA league modifications.
There are inserted explanations detailing how Western Region will be applying
or interpreting conflict resolution.
Please understand that the first and preferred option
is for each situation to be resolved through cooperation
between all parties involved. If this happens, the region will work with all
parties to insure the paperwork required matches the collaborative solution. If
this approach does not work then the region is left with the reality of
applying the rules as laid out within the documentation that follows. At no
time will there be room for personal interpretations or preferences. The only
choices are a mutual solution that fits within the rules or an imposed solution
dictated by the rules.
As always, the ORA appeal processes are available to
everyone once decisions have been put in place.
Finally, until a release has been signed
on or off by all parties, forwarded to the region membership Services
coordinator for review and signed off by the region, the release is not
approved. Until that time the only document involving player movement
is the tryout release form and this is only valid for published tryouts. Other
than this no player, should be on the ice, for any team event in other than
their home association. Further to this, once a release becomes a contested
release, a player must not appear on the ice for any association until the
tribunal decision is rendered.
Note: An Association has the
right to defer the signing of a release until SEPTEMBER 15th of each year to assist in the formation of teams. All releases must be
signed and provided to the receiving
region by NOVEMBER 15th of
each year, unless the Region establishes an earlier date.
Western Region supports
the dates and timings established by the A/AA league and will sign releases
created under this process once the originals are forwarded to the Membership
Services Coordinator. The deadlines above do remain to manage the process of
late registrants and relocations. In all cases, the original paperwork is
requested with exceptions to allow faxes and emails only when timing concerns
demand and then only on a individually approved basis.
Fax was never intended to
be the method for gathering the proper signatures only for communicating the
final document. During the tryout and release process the form, in its original
state, is to accompany the process gathering the necessary signatures as it
goes from Tryout to Release. The acceptability of the fax was only to be to
communicate the final completely signed original to the Region. In simple steps a player wishing to
try out for another association obtains a Tryout Release form which they sign
and the association president signs to document communication about the players intent. The player takes this to the association
hosting tryouts. The receiving association retains this document on file. If a
position is offered to the player the receiving association gets a signature
from the player/parent, their home president signs it as receiving association
then forwards it to the region for final approval. In the case of a cross
region release the releasing region also must sign the document before it is
forwarded to the receiving region for signature. It is this document that
Western Region is requesting be forwarded rather than faxed. Note, for Western
Region we are also requiring that this document be accompanied by waivers from
any closest associations per the current rules.
a. Application:
A Player Tryout/Release Form (Appendix M-F-07) is required when a
player, Belle age or under,
requests permission to try out for a Registered member (Local Association) other
than the Registered
Member with whom they are presently registered. The Player Tryout/Release Form must be submitted
to the Releasing Charter
Member (Region) on or before the deadline of any given season.
i. A player may request permission to try out and subsequently be
released for the following reasons:
• Level of play not available
Western Region allows
level of play releases also when Level of Play is available but the home
association agrees to release the player, provided the player attended at least
one home tryout. Please note that movement to a higher age group is not
considered level of play (i.e. For a U16 age player U16AA is the same level of
play as U19AA)
• Age group not available
Western Region allows age
group not available releases but applies the closest association rule also to
this category of release.
• Other
Western Region does
not consider this a catchall category to avoid closest association movement
but considers it a rarely available category based upon a documented request
detailing extraordinary situations. For acceptance this must include agreement
of all parties including any closest associations who could claim rights to the
player involved.
ii. The Player
Tryout/Release Form (Appendix M-F-07) is to be signed in the following order
of priority:
• Parent/Player
• Releasing Association
• Releasing Region (if different than Receiving
Region)
• Receiving Region
Western Region continues
with its previously stated policy that out of region level of play releases
will not be approved. There is the room under other for consideration of
situations but the region does not support this and will not approve where
suitable opportunities are available within reasonable situations within the region.
iii. Process the Player Tryout/Release Form (Appendix M-F-07) as
follows:
l The player must initially be a registered player and
complete Part 1 of the Player Tryout/Release Form.
l The player must obtain the signature of the President
of the Home Association on the Player Tryout/Release Form before being allowed
to participate in another association’s tryouts. The Home Association may not
deny any request for tryout, however, signing the tryout portion (Part 1) of
the Form does not mandate the Home Association to sign the release portion
(Part II) of the Form. Faxed copies of signatures are acceptable. No players
may be allowed to tryout ice of an association other than their local
association without submitting a “Tryout/Release Form”. Consequences for
violation of this rule may include any or all of the following penalties:
l release ultimately not granted
l monetary fine up to $1,000.00
The Region will determine the penalties appropriate
for the circumstances.
Western Region will
incorporate into future years the fact that out of region tryout releases must
be signed by the Membership Services coordinator to establish awareness. As
with Presidents, the release cannot be denied at this point in time but this
will insure full awareness of player movement.
l Each Association President must supply the Regional
Membership Services Coordinator with a Summary of all players who have attended
a tryout held by the association and a list of all players for whom the
association has authorized by way of Tryout Release Form M-F-07 to participate
in a tryout with another association. The time line for providing these lists
will be determined by the Regional Membership Services Coordinator.
Within Western Region,
for provincial Level play this is currently accomplished by the on line tryout
release reporting structure and fully documented under the published
spreadsheet. Associations must document any B&C player movement to
Membership Services coordinator.
l The Receiving Association will complete Part II of the
Player Tryout/Release Form only after the player has been selected for one of
its teams. (If the player is not selected, no further action will be taken and
the form may be retained on file by the Receiving Association). O.R.A.
Registration Fees must be submitted by the Receiving Association to the O.R.A.
within the deadline.
Western Region will this
year be putting the responsibility for release processing on the Receiving
Association as detailed here. Once a player is selected the receiving
association must manage all paperwork from this point forward. This is not the
responsibility of the player and/or their parent.
l The Receiving Association will present the Player
Tryout/Release Form for the necessary signatures:
i.e.: Home
Association
Receiving Association
Charter Member (Region)
Releasing Charter Member (Region) if appropriate
Western Region also
requires that each release, where appropriate, includes documented proof of the
sign off of any “closest association” which has allowed the pass though of the
player involved. This proof may be in email or letter form. This will come to
the Region Membership Services Coordinator as a package ready for signature.
l The Charter Member shall list all completed and
approved Player Tryout/Release Forms on a Player Tryout/Release Form Summary
and submit it to the O.R.A. office by DECEMBER 1st of each playing season.
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As mentioned previously
Western Region will only approve cross region releases under extreme
situations. For consideration this must be supported by both region
Membership Services Coordinators and have the support of the Western Region
executive. The Western Region Director will seek concurrence from the
receiving region director.
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Western Region currently
supports U12 (Provincial Petite) releases for level of play not available and
includes in this definition those cases where an association has filled its
player roster for Provincial Petite and has players who wish to test their
abilities with another association having been cut by their home association.
If,
in the spirit of cooperation, all parties in a release situation are supportive
of signing off a player who did not attend their tryouts then the region will
not interfere. If, however a closest association offers a player (with or
without a tryout) a spot on their provincial team then the player is obligated
to accept. Any dispute of this ruling can only be resolved through acceptance
or through the contested release (tribunal) procedure. Please note that, as
documented in the next section, it is up to the receiving or the potential
receiving association to file any contested release.
CONTESTED APPLICATION
FOR PLAYER RELEASE OR RELOCATION
Within Western Region, any
request for a tribunal must come from the receiving association (see point c
below), must be accompanied by a $200 non-refundable certified cheque or money order, must be sent to the Western Region
Secretary Wendy Allen Unit 8-75 Ansondale Road London
ON N6C 5W2. All timings will start from when she physically receives the
request (traditional tribunal periods often coincide with vacation periods and
without full time staff sometimes the mail is not opened immediately). It is in
the interest of the requesting/receiving association to send it in such a
manner as to document the date of receipt. A courtesy call to the Region
Director or the Membership Services coordinator is also advisable. All timings do not
include weekends or holidays. Once received, the Membership Services
Coordinator in conjunction with the executive will determine the validity and
viability of the request. If it is determined that the request does not fully
meet all required criteria the request and the certified cheque/money
order will be returned with explanation and without prejudice. The filing
association can then review the request and resubmit if appropriate once the
problems have been resolved or corrected.
a) The player must not appear on the ice for any
Local Association who is involved in the contested Application for Player
Release or
relocation until the Charter Member (Region)
Release Tribunal has rendered a decision.
Western Region insists
that the contested player not participate with the team(s) involved as it leads to expectations
which may be unrealistic in light of the reverting back to closest association
policy.
b) Any player contesting an application for player
release or
relocation must be a registered member of their
home association and provide proof thereof for the season in which the release
is being requested. A formal
written request for a release tribunal must be submitted to the Region within
seven (7) days after the player has received written confirmation that the “application
for player release‟ is denied. The request for tribunal
must follow regional policy.
Western Region insists
that registration requirements be upheld as a condition of hearing any
contested release application. Western Region will accept reasonable proof of
date of submission.
c) The Charter Member (Region) shall convene a Player
Release or
Relocation Tribunal Hearing within seven (7) days
of receipt of the Contested Application for Player Release Form or Player relocation Form from the Receiving Association.
Western Region will endeavour to pick a neutral location convenient to all
parties involved and will notify all parties. For purposes of notification
email and/or phone messages will constitute valid notification. Every effort
will be extended to insure all parties are informed. In this procedure 7 days
is 7 business days and does not include holidays or weekends. The clock starts
at midnight of the receipt of the request. Please note that there is not
currently an ORA form for this application. The region requires that the
request come from the receiving association, be in writing delivered to the
region secretary and be accompanied by a $200.00 non
refundable certified cheque or money order
payable to the region.
d) The Charter Member Release or Relocation Tribunal shall be chaired by the Regional Director or
Designate and consist of three (3) persons as appointed by the Regional Director
and the Membership Services Co-ordinator of the
Charter Member (Region). The Regional Director attends the Tribunal to ensure
the procedures are followed and to Chair the meeting, not to influence the
tribunal. The Regional Director does not participate in the discussion or vote
on the decision. The Membership Services Co-ordinator
must be present as a resource person and does not vote on the decision, but may
answer questions.
Western Region also
provides a secretary for the event, usually the region secretary. While present
for all presentations and discussions, including discussion by the tribunal in
private, the secretary does not participate, provide
input or vote on the decision. Western Region endeavours
to pick knowledgeable members of the region Ringette community who have no
apparent or perceived bias in the outcome of the decision. All tribunal members
are briefed in the rules covering the conduction of the Tribunal Process but
receive no briefing on the matter at hand. They may be informed of the parties
and age groups involved only for purposes of insuring no conflict of interest.
All tribunals within Western Region are instructed that their task is not to
make new rules or set new precedence for the release process but only to see
that the existing rules, as set out by the Ontario Ringette Association and
Western Region, have been applied fairly and without prejudice. The intent is
to keep emotion and interpretation out of the process.
e) The Tribunal shall ensure that the O.R.A. office,
Releasing Association, Receiving Association and the Applicant are notified at
least three (3) days in advance of the time and place of the Release Tribunal or Relocation Hearing.
Western Region, through
its secretary, will insure full communication to all parties concerned.
Tribunal procedures are
public but only one representative from each of the receiving association,
releasing association, the player/parent, and the contesting
association/charter member is allowed to make verbal presentation and they must
notify the Tribunal Chair of their intentions prior to the hearing. Any other
interested party wishing to speak or provide input must apply in writing to the
region prior to the tribunal and they will be notified if accepted.
The Tribunal Chair
reserves the right to limit the number of attendees.
All presentations should be accompanied by written
submissions.
f) When all speakers have been heard and all questions
have been answered, the Tribunal Panel retires to discuss and render their
decision. The Tribunal shall render a decision with rationale based on the
evidence provided at the Release or Relocation Tribunal Hearing regardless of whether any of the Releasing
Association, Receiving Association or Applicant is not in attendance.
All parties are advised
to remain until the tribunal determines if it has any further questions or
needs clarification on any points. Once this has been determined then all
parties are excused.
Western Region will
inform all parties of the final decision, via e-mail, within 24 hours of the
end of the hearing. Past situations have negated allowing parties to remain and
wait for a verbal verdict.
g) Copies of the tribunal minutes and any submitted
statements to be forwarded to the O.R.A. Office in a timely manner.
Western Region Secretary
will prepare and submit a package once the tribunal decision is communicated.
h) Any appeal of this Player Release or Relocation Tribunal Hearing’s decision will follow the O.R.A.
Appeals Policy
“TWO TEAM PLAYER”
PROCEDURES
The intent of the Two-Team Player Agreement is to maintain the viability
of smaller associations
while allowing players to
experience Provincial level play. It is not designed to allow all Provincial
level players to
participate at the Regional level as well. Regions must set their own policies
regarding
the number of two-team
players on any given TRF in order to achieve the intent of the agreement.
Western Region asks that
everyone note that e) below has changed. A 2 player agreement now must define
the priority team. If a situation occurs where the regional level team, through
use of 2 team players, attains a seeding of a Provincial level then all of the
players on two team player contract must revert to single team players and only
for their defined priority team. This may mean that the regional level team
loses these players and thus their level reverts back to regional level but
they cannot re-institute any or all of the 2 team players. Please bear this in
mind when establishing player priorities over two team contracts.
a) Any B or C player may play on a Provincial team and
register on both T.R.F.’s. A player may only leave her
home association if that level of play is not offered or player does not make
the Provincial team. (Must attend tryouts).
b) A Two-Team Player Agreement may be entered into when a
player has been released to a Provincial level team back onto a Regional level
team. The agreement must be reviewed and approved by both the Regional G&T
and Membership Services Co-ordinators.
c) The option for priority between the two teams is
defined on the Two Team Playing Agreement Form. The general hierarchy is
Championships before Tournaments; Tournaments before Games; Games before
Practices; Practices before Meetings; Meetings before Social Activities. If
there are points that cannot be agreed upon, the Regional G&T and
Membership Services Co-ordinators will finalize any
conflicts using these guidelines and with consideration of the importance of
these events. If all concerned agree when the hierarchy is different in a given
situation, the agreed to solution can be approved. Players having to cross
regional boundaries must deal with both Coordinators. If there is a problem the
G&T and Membership Services Chairs will make the final decision.
d) Players who have been denied a release may not enter
into a Two-Team Player Agreement with the team to which they were denied the
release.
e) Player must register with their B or C team and play
with them all year, including Regional Championships and Sanctioned Events. If
their calibre of play raises this team to a
Provincial level, the player may play only for the Priority Team as noted on
the Agreement.
f) The Playing Agreement Form (Appendix M-F-02) must be
signed by the player/parent/guardian, applicable coaches and Association
Presidents/Designates and G&T Co-ordinator and
Membership Services Co-ordinator.
g) A player cannot play in more than one (1) sanctioned
event on more than one (1) team or in the same sanctioned event on the same
weekend.
NOTE: Does not apply to
A.D.P. Players.