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.