ࡱ> 3 $bjbj /^{{Sl  L L L8XLLL MlNlN4NNN P&P 2P`bbbbbb$ل r :PP P:P:Pt^ NNh^t^t^t^:Pr N N`t^:P`t^ t^"k l( $N`N {|  <> LQz v$<TMw k&WNk$t^ Policies and Procedures 80 Administration Policy Number: 80.40 Name: Canadian Interuniversity Sport Committees Membership and Terms of Reference Origin: Board of Directors Approved: June 2002 Approval Process: Board of Directors Revision Date(s): June 2004, June 2005, June 2006, June 2007, May 2009. 80.40 COMMITTEE MEMBERSHIP AND TERMS OF REFERENCE The business of Canadian Interuniversity Sport shall be the prime consideration and where it is considered necessary and expedient to include certain expertise, variations to Committee membership may be made to the stated membership guidelines. 80.40.1 Constitution Committee 80.40.1.1 Membership The Committee shall be composed of: a) Chair, appointed by the Board of Directors b) Up to 2 experts in the area of by-laws/constitution appointed by the Board. 80.40.1.2 Responsibilities a) Review the By-Laws and Policies and Procedures Manual annually and recommend amendments thereto. b) At the Presidents request, recommend a parliamentarian for the AGM. c) Facilitate, in conjunction with the Parliamentarian and the President, the proper conduct of CIS meetings. d) Advise when requested by any Member, Committee, or Officer of CIS in the interpretation and/or application of any principle, practice, rule or regulation of CIS. e) Assist, upon request, any Member, Committee or Officer with the appropriate construction of motions and revisions to any segment of the CIS By-Laws and Policies and Procedures. f) Review all motions/items passed by the Board and Membership for necessary revisions of Canadian Interuniversity Sport Policies and Procedures. g) Ensure that new Policies and Procedures are worded/edited correctly. h) Ensure that minutes of the Annual General Meeting are archived. 80.40.1.3 Procedures The Committee shall report to the Board of Directors through the President. 80.40.2 DISCIPLINE COMMITTEE 80.40.2.1 Membership 80.40.2.1.1 The Committee shall be composed of: a) Three persons appointed annually by the President, one of whom shall be designated as Chair b) Regional Association representatives on the Board of Directors of Canadian Interuniversity Sport, excluding the Representative that represents the Regional Association of the Respondent. 80.40.2.1.2 In the event that a member of the Discipline Committee has a conflict of interest regarding a complaint or charge, he or she shall be disqualified and the President shall appoint another individual to serve as an ad-hoc member of the Committee in place of the disqualified Committee member. 80.40.2.2 Responsibilities and Procedures The responsibilities and procedures for the Discipline Committee are set out in Canadian Interuniversity Sport Policy 90.40 Discipline. 80.40.3 Doping Control Review Committee 80.40.3.1 Membership The Doping Control Committee Panel shall be composed of: a) Canadian Interuniversity Sport President b) Chief Executive Officer c) Director, Operations & Development Canadian Interuniversity Sport Legal Counsel Up to two individuals with experience in CIS doping education and management. 80.40.3.2 Responsibilities The Committee shall be responsible for reviewing all matters pertaining to the implementation of the Canadian Interuniversity Sport Policy, including, but not limited to: public disclosure, reinstatement position, approval of Member institution doping control program. 80.40.4 Eligibility Committee 80.40.4.1 Membership 80.40.4.1.1 The Committee shall be composed of: a) Chair, appointed by the Board of Directors b) four Regional Association representatives c) Director, Operations & Development (non-voting) 80.40.4.1.2 An active head or assistant coach shall not be appointed as chair of the Committee. 80.40.4.2 Responsibilities a) Full responsibility and authority in all matters pertaining to the eligibility of athletes competing in CIS conference and non-conference play in CIS. b) Administer, interpret, and enforce the Eligibility Rules of CIS. c) Recommend changes to Eligibility Rules. d) Hear appeals on compassionate grounds. 80.40.4.3 Procedures 80.40.4.3.1 The Eligibility Committee shall report to the General Assembly through the Eligibility Chair. 80.40.4.3.2 The Eligibility Committee shall recommend amendments to the Eligibility Rules to the Board of Directors through the Eligibility Chair. 80.40.4.3.3 Eligibility Rules and Athletic Awards may only be amended in even years unless the Board of Directors otherwise determines. A Member may not present to the General Assembly any amendment to the Eligibility Rules or Athletic Awards in an odd year unless the Board of Directors has consented to the matter being considered by a General Assembly. 80.40.5 Finance Committee 80.40.5.1 Membership The Committee shall be composed of: a) Chair, Finance Committee, as appointed by the Board of Directors (Chair) b) three persons with financial expertise, nominated by the Chair and appointed by the Board of Directors c) Chief Executive Officer (non-voting) d) Director, Finance & Administration (non-voting) 80.40.5.2 Responsibilities a) Review all financial operations, records and bookkeeping of Canadian Interuniversity Sport. b) Ensure proper controls are in place to review all banking records, balance sheets and petty cash records. c) Review operating and capital cash records as well as income statements. d) Prepare recommendations on the budget. e) Approve allocation of shortfalls and windfalls. f) Receive quarterly financial reports, etc. g) Approve the audited financial statement for presentation to the Annual General Meeting and recommend auditors. h) Provide financial information to assist in decision making. i) Prepare a financial report including an annual budget for submission to the Board of Directors for presentation at the Annual General Meeting. 80.40.5.3 Procedures 80.40.5.3.1 The Committee shall report to the Board through the Chair, Finance Committee. 80.40.5.3.2 The Director, Finance & Administration shall be the recording secretary. 80.40.5.3.3 A quarterly statement shall be circulated to the Members by Canadian Interuniversity Sport Office. 80.40.6 Human Resource Committee 80.40.6.1 Membership 80.40.6.1.1 The Human Resource shall be composed of: a) the President b) Past President, when this office is filled c) Chair, Finance Committee 80.40.6.1.2 Additional representatives may be appointed by the President as required. 80.40.6.2 Responsibilities a) Develop, review and update policies relating to human resources. b) Review and provide input to the Board on the CIS Salary Grid. c) Establish Professional Staff Positions for Canadian Interuniversity Sport, for approval by the Board. d) Arrange for the preparation of formal job descriptions for professional staff positions. Review these job descriptions and make recommendations on the positions classification ranking on the Salary Grid, for Board approval. e) Approve the establishment of Support Staff Positions and their classification ranking on the Salary Grid, as recommended by the CEO. f) Approve changes to the job descriptions of professional staff. g) Approve the appointments of support staff. h) Approve salary increments for professional staff based on the input of the CEO or President. i) Monitor the annual performance review process of the CIS staff. j) Establish performance targets for the CEO. k) Receive the results of professional staff performance reviews and make recommendations to the Board of Directors. 80.40.6.3 Procedures 80.40.6.3.1 The President will Chair the Committee. 80.40.6.3.2 The Committee shall report to the Board of Directors through the Chair. 80.40.7 Marketing Committee 80.40.7.1 Membership 80.40.7.1.1 The Marketing Committee shall be composed of: a) Vice President Marketing as Chair b) four Regional Association representatives c) Chair of the Committee of Marketing and Sports Information Directors d) Chief Executive Officer (non-voting) e) Marketing and Communications Services Staff (non-voting) 80.40.7.1.2 Additional representatives may be recommended by the Vice-President Marketing as needed, for approval by the Canadian Interuniversity Sport Board of Directors. 80.40.7.2 Responsibilities a) Develop the short and long term marketing plans for CIS. b) Conduct an annual evaluation of those plans. c) Develop policies and practices related to marketing. d) Liaise with other Canadian Interuniversity Sport Committees. e) Develop and distribute marketing resource materials to CISMembers. f) Review and monitor on a regular basis the practices of sponsor soliciting to ensure that these practices are consistent with CIS policy. g) Delegate to the staff and the Executive Officers the responsibility for soliciting funds and for approving contracts negotiated by Event Directors. h) Ensure that Canadian Interuniversity Sport Staff inform all individual Members and Regional Associations of the terms of all agreements with outside organizations, particularly those terms which may affect agreements that either Members or Regional Associations may have with other outside organizations. i) Ensure that only those outside organizations whose activities are consistent with the highest possible standards of excellence in sport in an educational context shall be approached for funding. j) Ensure that the terms of any agreement between CIS and an outside organization shall ensure that CIS identity is maintained. k) Ensure that Canadian Interuniversity Sport licensing policies are enforced. 80.40.7.3 Procedures 80.40.7.3.1 The Marketing Committee shall report to the Board of Directors through the Vice President Marketing. 80.40.7.3.2 The Marketing Committee shall report on all relevant aspects of outside funding" to the Canadian Interuniversity Sport General Assembly at each Annual General Meeting. 80.40.7.3.3 Policies and practices that financially impact Canadian Interuniversity Sport Membership shall be ratified by the Board of Directors. 80.40.7.3.4 Minutes of the Marketing Committee meetings will be circulated to the Membership. 80.40.8 Communications and Sports Information Directors Committee (ComSID Committee) 80.40.8.1 Membership 80.40.8.1.1 The Committee shall be composed of: a) Chair, appointed by the Board of Directors b) four Regional Association representatives c) Canadian Interuniversity Sport Vice President Marketing d) Marketing and Communications Services Staff (non-voting) 80.40.8.1.2 Additional representatives may be recommended by the Vice-President Marketing as needed, for approval by the CIS Board of Directors. 80.40.8.2 Responsibilities a) Develop the short and long term sports information, communication, promotion and statistical plans for CIS. b) Conduct an annual evaluation of those plans. c) Develop policies and practices related to sports information, promotion and statistics. d) Liaise with the CIS Marketing Committee. e) Develop and distribute sports information, promotion and statistical materials and guidelines to CIS Members. f) Review and monitor on a regular basis the practices of sports information, promotion and statistics at a national level to ensure that these practices are consistent with CIS policy and are best serving the needs of its Members. g) Review and monitor the best practices of sports information and promotion at each Member institution for the purposes of sharing these best practices across the country to further enhance the sport information and promotional reach of CIS. 80.40.8.3 Procedures 80.40.8.3.1 The Committee shall report to the Marketing Committee through the Chairperson. 80.40.8.3.2 The Committee shall report to the Canadian Interuniversity Sport Board of Directors through the Vice President, Marketing. 80.40.8.3.3 The Canadian Interuniversity Sport Staff person responsible for Communications Services shall act as the Recording Secretary for summary records and motions. 80.40.9 Sport Committee 80.40.9.1 Membership 80.40.9.1.1 The Committee will be composed of: Vice President Sport, who shall serve as chair of the committee Vice President Marketing, or member of marketing committee Chair Finance Committee, or member of finance committee one representative from each RA (different individual from the one representative to the Board) one male student-athlete voice as appointed by the Canadian Interuniversity Sport board, one female student-athlete voice as appointed by the CIS board* the Coaches Association representative on issues relating to that particular sport (ex-officio) Manager of Events and Programs (ex-officio) International Program Services staff member (ex-officio) *Note: For the purposes of including student-athlete perspectives on CIS committees, a student-athlete shall be defined as a current (at least 4th or 5th year if possible) CIS student-athlete or a recently graduated student-athlete (graduated within the past 5 years). The student-athlete may be recruited from the pool of Academic All Canadians, and the BLG Awards nominees as this pool of student-athletes represent an extraordinary talent pool of leadership potential. Candidates from outside this pool may also be approached. The board shall make every effort to appoint student-athletes from different Regional Associations, and different sports. The terms shall be for two years. 80.40.9.2 Responsibilities Build synergy and connections between domestic, finance and marketing. Establish principles to govern the direction of sport development. Oversee the implementation of the process to adding sports to the CIS menu. Ensure that the competition format, team complement and technical regulations are clearly outlined for each championship in the Playing Regulations. Approve non field of play changes in the Playing Regulations as required. Consider and approve field of play changes that have a significant financial impact. Receive and take appropriate action on minutes and reports from the Board of Directors, Committees, Coaches Associations, National Sport Organizations, Championship Convenors. Review awards for CIS championships. This includes procedures for nominating recipients, guidelines for new awards, standardizing and equalizing awards between men and women and also between sports wherever feasible. Review qualification process for Canadian Interuniversity Sport Championships. In coordination with the Marketing Committee, establish minimum standards for events/activities at championships, e.g., all-stars, banquets, press conferences. Provide input into the evaluation and selection of National Championship bids, and recommend sites and dates of championships at least two (2) years hence, to the Board. Liaise with National Sport Organizations regarding championship playing regulations. Review and revise the technical sections of the National Championship Bid Book Review and approve dates for National Championships 80.40.10 Coaches Associations 80.40.10.1 Membership These Associations act as advisors to the Sport Committee. The coaches of CIS may combine to form an association for each sport offered by CIS without regard to gender, except that a separate Men's and Women's Coaches Association may be recognized. 80.40.10.2 Responsibilities 80.40.10.2.1 Decision Making Coaches Association shall have the authority to make decisions which conform with CIS values, principles and policies and which take into consideration NSO and International Federation regulations, subject to financial impact restrictions, and subject to an oversight review by the Sport Committee on the following topics: a) draws b) pools c) seedings, trials and heats d) selection criteria (guidelines for top 10) e) procedures and protests f) game and practice times g) overtime and time-out h) Field of play rules in effect i) scoring and standards j) equipment and facility k) video l) uniforms m) depth charts n) facility requirements o) selection of All-Canadian and major award winners p) planning and organizing of the Sport Congress q) elections of Coaches Association executive committee r) helping to plan and organize international opportunities s) interface with National Championship hosts on technical field of play t) researching the establishment of coaching certification standards for international activities u) representation to the Sport Committee v) coaches professional development w) setting fees for the Coaches Association (within established Canadian Interuniversity Sport policy limits) 80.40.10.2.1.1 Decision Making for Items without Financial Impact Decisions taken by Coaches Associations related to items a) through x) above areas shall be final, and shall normally be implemented in the subsequent academic year provided: a) a quorum (2/3rds of the participating schools) of the Coaches Association members were in attendance at the time the decision was discussed and taken. This could be either at a Coaches Meeting in person where 66% of the coaches are in attendance, or via conference call where 66% of the coaches are on the line, or by e-mail correspondence and vote where 66% of the coaches respond. b) a Backgrounder was prepared by the Coaches Association executive or management committee and circulated at least 14 days in advance of the meeting where the decision was taken. The backgrounder shall be reviewed by the Sport Committee as part of the oversight process. c) the decision respects and harmonizes with Canadian Interuniversity Sport values, policies, and principles as established by the Board, Sport Committee, and the membership from time to time, and is consistent with human rights and other legislation. The Sport Committee will monitor the harmonization of the decision with the above noted items as part of the oversight process. d) the decision is reviewed and approved by the Vice President Sport or designate. e) Coaches Association input will be circulated through vote sheets. 80.40.10.2.1.2 Decision Making for Items with a Financial Impact a) Decision must satisfy the conditions in 80.40.10.2.1.1 a), b) and c) above. b) If the topic under discussion is a technical field of play one, AND the impact of the decision could have a financial impact upon universities or the CIS, then the Coaches Association shall forward their recommendations to the Sport Committee (Examples of decisions that have a financial impact: recommending a new statistics package, going from two officials to three officials). The Sport Committee shall weigh the requests from all Coaches Associations, and consider the overall financial impact and balance that against the financial realities of the day, and make a final decision. c) The designated CIS staff person who works with that particular Coaches Association and the President of the Coaches Association shall make the determination of what constitutes a financial impact. Decisions which will result in new/additional expenditures to universities exceeding $500, will be forwarded to the Sport Committee. 80.40.10.2.2 Input and Feedback Coaches Associations may provide input or feedback to the Sport Committee on the following topics. The Coaches Association input on these topics will be put into the mix along with other input which includes marketing, finance, sport development, host input and geo-political considerations. team composition team travel funding participating teams at National Championships composition of the National Championships Bid Book feedback on the National Championship Bids officiating selection process and fees Championship Management Committee composition Jury of Appeal dates of championships and time of games/events eligibility financial awards Coaches Association input on the above subjects will be circulated through vote sheets. 80.40.10.3 Procedures 80.40.10.3.1 Organization 80.40.10.3.1.1 Each Association must choose a chairperson (President) and develop and maintain a constitution. 80.40.10.3.1.2 Coaches Association Meetings should normally be arranged to coincide with Canadian Interuniversity Sport National Championship in cooperation with the Host convener. 80.40.10.3.2 Vote Sheets Minutes and Vote Sheets shall be circulated to all Director of Athletics and Canadian Interuniversity Sport Coaches for voting by the Canadian Interuniversity Sport Office. 80.40.10.3.2.1 Only those motions passed, by a clear majority, at the coaches association meeting shall be outlined on the vote sheet for circulation to the membership. EXCEPTION: If the motion was defeated/carried by a close vote (1 or 2 vote difference) that motion shall be outlined on the vote sheet. 80.40.10.3.2.2 Each motion shall be written out in full and must include detailed rationale. 80.40.10.3.2.3 Vote sheets and minutes shall be circulated to coaches and Directors of Athletics of participating institutions (no later than one month after National Championship). 80.40.10.3.2.4 The CIS Office tabulates the votes for circulation to the CIS Sport Committee. Tabulations to be circulated to the participating member institutions by the President of the Coaches Association (or designate). 80.40.10.3.2.5 Each motion must receive a 66% response from the membership participating in that particular sport in order to be considered by the Sport Committee. 80.40.10.3.2.6 All Coaches Association minutes must be accompanied by a vote sheet tally in order to be considered by the CIS Sport Committee. 80.40.10.3.2.7 All "Final Tally" vote sheets prepared by the CIS Office shall indicate the Athletic Directors' votes separate from the Coaches' votes. The tally sheet will also indicate those institutions eligible to vote in that sport and the names of those institutions who did not vote. 80.40.10.3.2.8 Deadlines Fall Sports 80.40.10.3.2.8.1 One week following the Coaches Association Meeting, Coaches Association minutes, financial statements and motions are due at the CIS Office. 80.40.10.3.2.8.2 Three weeks following the receipt of Coaches Association Meeting minutes and motions, vote sheets from CIS Members (with Coach and Director of Athletics votes listed separately), are due at the CIS Office. 80.40.10.3.2.9 Deadlines Winter Sport 80.40.10.3.2.9.1 One week following the Coaches Association Meeting and no less than 30 days prior to the start of the scheduled Sport Committee meeting (whichever comes sooner), Coaches Association minutes, financial statements and motions are due at the CIS Office. 80.40.10.3.2.9.2 Three weeks following the receipt of Coaches Association Meeting minutes and motions, vote sheets from Canadian Interuniversity Sport Members (with Coach and Director of Athletics votes listed separately), are due at the CIS Office. 80.40.10.3.3 Fees 80.40.10.3.3.1 Each Association may charge fees not exceeding $100.00 per member institution. Any proposed fee increase shall be submitted with rationale to the CIS Sport Committee. 80.40.10.3.3.2 A Member who has declared participation in a sport must pay the Coaches Association Fees for that sport. The CIS office shall collect these fees with other membership fees and hold them in trust. CIS will pay coaches association expenses from the appropriate funds provided the expense is authorized by two members of the coaches association executive. The expenditures will be periodically reviewed by the CIS Sport Committee. 80.40.10.3.3.3 Each Coaches Association, which charges a fee, must, in June of each year, submit the following to Sport Committee for their approval at the June meeting:: a) a financial statement summarizing the account activities from the previous year. b) a budget outlining anticipated expenditures and revenues for the upcoming season. 80.40.10.3.3.4 Established annual expenses for Coaches Associations may include: - All-Canadian/Awards selection conference calls; - president or designate attending NSO meetings; - annual fees to NSO; - president or designate attending CIS annual general meeting (once every 2 years); CIS bid selection meeting (once every 2 years); CIS National Championship, , if not on a participating team (to sit on Championship Management Committee and handle the selection of Tournament All-Stars, etc. as outlined in the playing regulations); - awards (purchase of plaques for additional awards, eg. Defensive Player of the Year); - Coaches Association meeting expenses (meeting room, food, audio visual, minute takers); - The purchase of new computerized statistical package for CIS business. 80.40.10.3.3.5 Special projects and/or initiative for Coaches Associations funding may include: - contribution to FISU (eg. coaches travel, selection camps, training camps, officials travel, etc.); - contribution towards the hosting of a Sport Congress; - contribution to the development and printing of a Canada First document and making Canada First presentations; - other sport enhancements such as webcasting, video/streaming, IT, etc. Note: From time to time unique and time sensitive initiatives may arise. Coaches Associations can submit special requests to Sport Committee for approval as required. 80.40.10.3.3.6 Coaches Associations that do not submit annual financial statements and budgets (see 80.40.10.3.3.3) will not be permitted to charge annual fees. 80.40.10.3.3.8 A maximum threshold retained in an account will be established using an average of annual expenses based on the previous 3 years. 80.40.10.3.3.7 Coaches Associations that do not demonstrate a plan for the use of funds and who have achieved a maximum threshold will not be permitted to charge annual fees until such a time as a budget and plan is presented and approved by Sport Committee. 80.40.11 Research and Development Committee 80.40.11.1 Membership 80.40.11.1.1 The Committee shall be composed of: a) Vice President, Research & Development as Chair b) four Regional Association representatives c) CIS Director, Operations & Development (non-voting) 80.40.11.1.2 Additional representatives may be recommended by the Vice-President Research and Development as needed, for approval by the CIS Board. 80.40.11.2 Responsibilities a) Identify areas requiring research. b) Identify issues and concerns common among Committees. c) Develop, implement and evaluate strategic and operational plans for the portfolio. d) Design professional development opportunities. e) Establish, where possible, partnerships with external agencies and organizations around joint programs and projects based on mutual respect, cooperation and shared responsibility. f) Develop resources and information for CIS Members which will support their relationships with external agencies and partners. g) Develop a forum for CIS-NSO liaison for the purpose of establishing partnerships. h) Receive and take appropriate action on summary records, motions and reports from: Individual CIS Member Institutions; Standing Committees; Regional Associations; NSOs; Board of Directors and Executive; CIS Office. 80.40.11.3 Procedures 80.40.11.3.1 The Committee shall report to the Board of Directors through the Vice President, Research & Development. 80.40.11.3.2 The Director, Operations & Development shall act as the Recording Secretary for summary records and motions. 80.40.11.3.3 Summary records of the meetings of the Committees shall be circulated to the members of the Committee and the Committees by the Director, Operations & Development. The Vice President Research & Development may also request that the summary records be circulated to all Member institutions. 80.40.12 International Committee 80.40.12.1 Membership 80.40.12.1.1 The Committee shall be composed of: a) Chair, appointed by the Board of Directors b) four Regional Association representatives c) the Canadian FISU Executive Committee member, or next highest ranking FISU representative d) one representative appointed by Sport Canada (non-voting) e) CIS Staff responsible for International Programs Services (non-voting) one CCAA representative two student-athlete voices (1 Winter and 1 Summer Sport with balance maintained between team and individual sports) two National Sports Organizations (NSO) representatives (1 Winter and 1 Summer Sport with balance maintained between team and individual sports) 80.40.12.2 Responsibilities a) Ensure that CIS international mandate is fulfilled. b) Provide recommendations for Canada's participation in FISU sanctioned events. c) Work with Canadian Interuniversity Sport Marketing Committee to promote and profile the "Canadian University Sport Experience" through participation in the Universiades and World University Championships. d) Develop a gender equity policy and for staff positions for the Canadian team participating in the Universiades and World University Championships. e) Develop strategies to increase the number of Canadian Interuniversity Sport personnel (coaches, administrators, medical staff). f) To receive and ratify recommendations and reports on policy matters from the Games mission staff and relevant National Sport Organizations (NSO). g) Ratify selection procedures and criteria for participation in FISU sanctioned events received by the mission staff and relevant National Sport Organizations (NSO). h) Develop the selection process and criteria for individuals to represent CIS and Canada as members of FISU commissions. i) Identify issues and strategies to be brought forward by the Canadian representatives as members of FISU commissions. j) Develop selection procedures, criteria, and make recommendations for mission staff positions. k) Develop procedures for the evaluation of bids from Member institutions interested in hosting international games, such as the Universiades or individual World University Championships. l) Evaluate such bids from Member institutions and make recommendations to the CIS Board of Directors through the Chair, International Committee. m) Provide recommendations for Canadian Interuniversity Sport on matters of policy for international competition (eg. sport exchanges, invitational competitions), such as doping control and to consult with Sport Canada. Make a recommendation to the CIS Board of Directors regarding the CIS representative(s) to attend the FISU General Assembly meetings. Discuss and determine common philosophy, objectives and commitment to participate in the Universiades, including level of participation, coach and athlete selection process, individual team operations (per National Sport Organization). Develop selection procedures and criteria for participation in FISU sanctioned events in relation to FISU regulations Provide feedback and make recommendations on CIS Policies and procedures through the International Committee Chair as related to the operation of the Universiades Mission. Assist the Mission Staff in coordinating Canada's participation and meeting team requirements in the Universiades (NSO sport specific basis). Maintain effective communications among all National Sport Organizations concerned with participation in the Universiades. 80.40.12.3 Procedures 80.40.12.3.1 The Committee shall report to the Board of Directors through the Chairperson. 80.40.12.3.2 The CIS Staff person responsible for International Programs Services shall act as the Recording Secretary for summary records and motions. 80.40.13 Equity and Equality Committee 80.40.13.1 Membership The Committee shall be composed of: a) Chair, appointed by the Board of Directors b) one Canadian Interuniversity Sport person, with expertise in gender issues c) one Canadian Interuniversity Sport person with expertise in geographic concerns d) four Regional Association representatives. e) CIS Director, Operations & Development (non-voting) 80.40.13.2 Responsibilities a) Develop policies, strategies and implementation plans to address systemic and structural barriers to participation. b) Serve as a resource to CIS in its efforts to eliminate discrimination. c) Initiate opportunities for education and awareness raising. 80.40.13.3 Procedures 80.40.13.3.1 The Committee shall report to the Board of Directors through the Chair. 80.40.13.3.2 The Director, Operations & Development or designate shall act as the Recording Secretary for summary records and motions. Summary records of the meetings of the Committee shall be circulated to the members of the Committee by the Director, Operations & Development 80.40.14 ATHLETIC FINANCIAL AWARDS COMMITTEE 80.40.14.1 Membership 80.40.14.1.1 The Committee shall be composed of: a) Chair, appointed by the Board of Directors (non-voting, except for ties) b) four Regional Association representatives c) Director, Operations & Development (non-voting) 80.40.14.1.2 An active head or assistant coach shall not be appointed as chair of the Committee. 80.40.14.2 Responsibilities a) Full responsibility and authority in all matters pertaining to the Athletic Financial Awards being provided to CIS student-athletes. b) Administer, interpret, and enforce the Athletic Financial Awards Rules of CIS. c) Recommend changes to Athletic Financial Awards Rules. d) Ensure that all procedures, format for reporting, and regulations governing Athletic Financial Awards, are clearly presented to the Members. e) Assist the Director, Operations & Development in the composition of the information package on Athletic Financial Awards to be sent to the Members annually. f) Evaluate the current procedures and regulations governing Athletic Financial Awards, and make appropriate recommendations for change to the Membership. 80.40.14.3 Procedures 80.40.14.3.1 The Athletic Financial Awards Committee shall report to the General Assembly through the Athletic Financial Awards Chair. 80.40.14.3.2 The Athletic Financial Awards Committee shall recommend amendments to the Athletic Financial Awards Rules to the Board of Directors through the Committee Chair. 80.40.14.3.3 Athletic Financial Awards may only be amended in odd years unless the Board of Directors otherwise determines. A Member may not present to the General Assembly any amendment to the Athletic Financial Awards Rules in an even year unless the Board of Directors has consented to the matter being considered by a General Assembly. Policies and Procedures 80 Administration Policy Number: 80.50 Name: Bilingualism Policy Origin: Board of Directors Approved: June 2002 Approval Process: Board of Directors Revision Date(s): February 2005 80.50.1 STATMEMENT OF POLICY The official languages of Canadian Interuniversity Sport shall be English and French. In the application of its bilingualism policy, CIS strives to meet the Treasury Board guidelines on official languages. 80.50.2 PROCEDURES 80.50.2.1 CIS will make announcements to the public concerning the activity of the organization in both official languages 80.50.2.2 CIS will actively offer services and documents to its Members and members of the public in both official languages: a) Publications, Web sites and all written material directly related to the core activities of Canadian Interuniversity Sport will be provided in both official languages; Motions and summaries of the minutes of the General Assembly, the Board, the Sport Committee and of the Eligibility Committee will be provided in both official languages; Correspondence dealing with policy issues, programs, eligibility or correspondence sent only to a francophone Member will be provided in both official languages; d) One member of the Discipline or Appeals Committee named shall be fluently bilingual when the issue at cause is with a francophone Member. e) One member of the senior staff of Canadian Interuniversity Sport shall be bilingual. 80.50.2.3 CIS will encourage members of both official language communities to participate in the activities, projects, programs, events and meetings of the organization. 80.50.2.4 CIS will organize activities, projects, programs, events and meetings, when appropriate, in such a manner as to meet the needs of the two linguistic communities 80.50.2.5 The application of policies 80.50.2.3 and 80.50.2.4 will extend to, but are not limited to: -CIS National Championships -World University Games -World University Championships 80.50.2.6 The English language text will be used in case of a dispute of interpretation. Policies and Procedures 80 Administration Policy Number: 80.60 Name: Canadian Interuniversity Sport Crisis Management Policy Origin: Board of Directors Approved: June 2003 Approval Process: Board of Directors Revision Date(s): June 2003 80.60.1 PREAMBLE Sport organizations are often confronted with scandals, emergencies, high visibility controversies and crises. Crises are inevitable and recurring. The enormous complexity of today's organizations and global environment is one of the biggest contributing causes to crises, and despite best efforts and intentions, there is no way to avoid crises altogether. The repercussions and impact of crises in sports may be manifested across a series of stakeholders. To avert mismanagement of crises and its consequences, CIS will endeavour to predict, prevent and understand crisis situations, and sharpen our skills at predicting and preventing such situations. 80.60.2 CRISIS MANAGEMENT TEAM The formation of a crisis management team (CMT) is an important activity. The purpose is to provide a centralized power structure that can make and implement decisions rapidly in the midst of a crisis. The CMTs goal is to exercise stewardship and social responsibility to CIS stakeholders, and get the organization back to business as usual, as soon as possible. CIS recognizes that extraordinary times call for extraordinary measures, and the CMT is empowered to spend money which has not been budgeted for in a budget line item. 80.60.2.1 Membership The Crisis Management Team comprises the President, Chief Executive Officer, and Past-President/president-elect who are empowered to make and implement decisions rapidly in the midst of a crisis. 80.60.2.2 Responsibilities a) Contact the other organizations/stakeholders involved. b) Ensure consistency and coordinate the response of key players. c) Draft up plans to deal with a sampling of crises including: (i) principles/philosophy (ii) action plans, (iii) communication plans, (iv) fire drills, and (v) establishing essential relationships. d) Ensure that the following supplies are stored in an off-site location: cheques, letterhead, envelopes, address stickers of all CIS members, CIS directories, media directories, back-up of the data base system and e-mail list serves. e) Include crisis management detection as part of Board agendas on a periodic basis. f) Incorporate crisis management activities into the CIS plans and priorities. g) Incorporate crisis management activities into the CEOs job description. h) Collect cell and home phone numbers of the staff, board, Athletic Directors and Regional Association contacts. i) Provide a toll free number which can be readily activated. j) Ensure that CIS insurance coverage is adequate. k) Ensure that the members of the crisis management team are all equipped with cell phones. l) Review the CIS Championship Bid Books and Hosting Contracts and add risk management plans and protocols prior to the championship. m) Identify individuals with expertise around the content areas of potential crises (i.e. doping, harassment) and ensure these individuals are approached in advance of a crisis to have them on call in the event of a crisis. n) Share the CIS crisis plan with Regional Associations to inform them of CIS plans and to possibly coordinate a similar type coordinated approach at the regional level. Policies and Procedures 80 Administration Policy Number: 80.70 Name: Procedures for the Amendment and Repeal of Canadian Interuniversity Sport Policies and Procedures Origin: General Assembly Approved: June 2002 Approval Process: General Assembly Revision Date(s): June 2004 80.70.1 STATEMENT OF POLICY Subject to CIS By-laws 12, 13, and 14, the General Assembly may, from time to time, by majority vote, pass, amend or repeal rules and regulations governing and regulating the operations of the affairs of CIS. Such rules and regulations shall be called CIS Polices and Procedures and will be distributed to the Members on a timely basis. The procedure for the amendment and repeal of the CIS Policies and Procedures may be established by the General Assembly from time to time. 80.70.2 PROCEDURES CIS Policies and Procedures may be amended in accordance with the following procedures: 80.70.2.1 Policies and Procedures requiring approval by the CIS General Assembly a) The Board may, by two-thirds vote, pass a resolution amending a Policy or Procedure. b) The Board shall submit the amendment to the next Annual General Meeting and the Members may, by majority vote, confirm, reject or amend the Policy or Procedure amendment. c) The amendment to the Policy or Procedure is effective from the date of the resolution of the Board under sub-clause (a) until it is confirmed, confirmed as amended or rejected by the Members under sub-clause (b) or until it ceases to be effective under sub-clause (d) and, where the Policy or Procedure amendment is confirmed or confirmed as amended, it continues in effect in the form in which it was so confirmed. d) If the Policy or Procedure amendment is rejected by the Members, or if the Board does not submit the Policy or Procedures amendment to the Members as required under sub-clause (b), the Policy or Procedure amendment ceases to be effective and no subsequent resolution of the Board to amend the Policy or Procedure having substantially the same purpose or effect is effective until it is confirmed or confirmed as amended by the Members. 80.70.2.2 Policies and Procedures requiring approval by CIS Board of Directors or Committees Additions or amendments to Canadian Interuniversity Sport Policies and Procedures requiring approval by only the Board of Directors or Committees of CIS, shall require a resolution by the Board of Directors to be passed by a majority. 80.70.2.3 The CIS Office, with the assistance of the Constitution Committee shall be authorized to position all resolutions of the General Assembly that are to be included in Canadian Interuniversity Sport Policies and Procedures, and, if necessary, to reword them so to make them consistent in style, grammar and presentation with their context in CIS Policies and Procedures. Policies and Procedures 80 Administration Policy Number: 80.80 Name: Equity and Equality Policy Origin: Equity and Equality Committee Approved: Approval Process: General Assembly Revision Date(s): June 1999, June 2001, June 2004 80.80.1 STATEMENT OF POLICY CIS accepts the principles of equity and equality and will ensure that these principles are adhered to in all its activities. 80.80.2 DEFINITIONS 80.80.2.1 Equity Equity refers to treatment that is fair and just. This definition of equity includes gender, race, ethnicity, language, disability, income and other diversities. 80.80.2.2 Equality Equality means that all persons enjoy the same status regardless of gender, race, ethnicity, language, disability, income and other diversities. It means that all persons have equal conditions for realizing their full rights and potential and to benefit from the results. 80.80.3 GOALS 80.80.3.1 That CIS be sensitive to and seek out opportunities for gender balance when identifying members for committees to reach an objective of no less than 40% representation of any one gender. 80.80.3.2 That CIS increase the marketability and profile of womens programs and ensure financial resources are available for this purpose. 80.80.3.3 That CIS ensure there is gender and geographical balance in the ratio of support personnel to match the athlete participation ratio for CIS sanctioned international events. 80.80.3.4 That CIS promote member institutions to assume a leadership role in their local and regional communities to encourage young women to pursue sport as a career option. 80.80.3.5 That CIS continue to participate in and lead the development and perpetuation of women in coaching initiatives at the post-secondary level. 80.80.3.6 That CIS use equity as a basic principle when considering developing any type of partnerships with other agencies or organizations. 80.80.3.7 That CIS ensure all persons are portrayed in an equitable way in all promotional materials and communications. 80.80.3.8 That CIS safeguard the rights of its members and its employees to equal treatment without unlawful discrimination or harassment. 80.80.3.9 That CIS promote gender equity in the implementation of CIS awards policy. 80.80.3.10 That CIS maintain a balance in the competitive opportunities available to both genders the national level. 80.80.3.11 That CIS ensure that the bilingualism policy is adhered to at all events, functions, and meetings and in all publications. 80.80.3.12 That CIS be sensitive to cultural diversity when scheduling all events, functions and meetings. 80.80.4 POSITION FOR MALE AND FEMALE PARTICIPATION IN CANADIAN UNIVERSITY SPORT 80.80.4.1 Preamble CIS conducts interuniversity competition in various sports. Unlike intramural competition, which is primarily for entertainment, recreation and exercise, CIS sport builds individual and team skills to an elite level and provides high performance competition. CIS encourages interuniversity competition in as many sports as are consistent with the resources available to the various member institutions and to CIS, ever mindful of the principle that academics must always take precedence over athletics. There are physical differences between males and females where, generally, males who compete in sport at the interuniversity level are stronger, taller, heavier and faster than their female counterparts. Although there are notable exceptions, this observation is generally correct. Canadian Interuniversity sport is designed to encourage participation by as many males and females as can be accommodated. Generally there are more participation opportunities for males than females, in particular at the higher or elite competitive level. As well, there are a lack of opportunities for women to become more actively engaged in coaching, officiating, administrative or other paid or volunteer leadership opportunities. All institutions should have a policy that allocates resources in a given sport on a relatively equal basis between all-male and all-female programs. 80.80.4.2 Policy Statement 80.80.4.2.1 That if a varsity sport activity is available at a member institution to both males and females, the males are provided an opportunity to compete for a position on the men's team only and the females are provided an opportunity to compete for a position on the female team only. 80.80.4.2.2 That if a varsity sport activity is not available for a female student-athlete, she is provided an opportunity to compete for a position on the men's team, however, it is preferred that the female be provided with an opportunity to compete for a position on a female team. 80.80.4.2.3 That if a varsity sport activity is not available for a male student-athlete, he is not provided an opportunity to compete for a position on the female team. 80.80.4.2.4 In recognition ofthe ever-changing environment within which it operates and the often unique nature and circumstances of both its member institutions and participants, the CIS will consider any requests from Member Institutions to waive the above Policy on a case by case basis.Each request must be submitted to the CISBoard ofDirectors, throughthePresident,and detailthe rationale for the request. Policies and Procedures 80 Administration Policy Number: 80.90 Name: Gifting Origin: Board of Directors Approved: April 2007 Approval Process: Board of Directors Revision Date(s): 80.90.1 PRINCIPLE CIS follows the practice of placing orders and awarding contracts based on service, price and quality. Vendors are given equal consideration and transactions are judged on their own merits, without the presence of personal offerings by an outside party. This practice promotes and fosters fair, ethical and legal trade practices. 80.90.2 GUIDELINES The policy guidelines for employees who are offered a gift in kind, a cash gratuity, a prize or other type of personal benefit by a supplier, or by an organizer of a meeting or event, are as follows: 80.90.2.1 Cash gratuities shall not be accepted. Should a company wish to direct monies to CIS, then such monies should be payable to CIS. 80.90.2.2 Gifts in kind shall be declined (other than small mementos, a modest amount of clothing merchandise given as a token courtesy and tickets to local events - up to a maximum of $100 per gift) unless approved by the Chief Executive Officer/President, and in turn reported to the CIS executive committee. If in any one year, the cumulative amount of gifts under $100 exceeds $1,000 it shall be declared to the CEO/President. 80.90.2.3 When the CEO/President has approved the acceptance of a large gift, it will normally become the property of CIS and used for general purposes. 80.90.2.4 An employee may keep a prize and/or draw when it is offered to attendees at an event paid for by CIS. 80.90.2.5 Complimentary airline tickets, hotel nights or other gifts that are provided as a result of the purchase of a block of business, shall be the property of CIS. These shall be used to decrease the costs of CIS related traveling. 80.90.2.6 Offers from suppliers for company sponsored seminars, conferences, etc., should be given careful consideration before acceptance so as to ensure that ethical and proper business practices are not compromised. When there is any doubt, the matter should be referred to the CEO/President for approval, and reported to the Executive Committee. Policies and Procedures 80-Administration Policy Number: 80.100 Name: Tax Receipt Policy Origin: Finance Committee Approved: Approval Process: Board of Directors Revision Date(s): February 2007 80.100.1 STATEMENT OF POLICY 80.100.1.1 It is the goal of the CIS Tax Receipt Policy to appropriately acknowledge donations to Canadian Interuniversity Sport (CIS), as a charitable organization in accordance with Canada Customs Revenue Agency (CCRA) requirements. 80.100.1.2 CIS is able to provide Charitable Receipts to individuals or companies donating funds due to status as a Registered Amateur Athletic Association. The Board of Directors of CIS has the responsibility to manage the operations of the program and ensure that there is not a violation of CCRA tax laws. 80.100.2 PROCEDURES 80.100.2.1 CIS can only issue tax receipts for gifts or donations which are not, expressly or impliedly, conditional upon CIS making a gift or donation to another person, club, society or association. Donors may state a preference as to the program to which the funds should be applied such as Universiades, World University Karate Championships, Vanier Cup, etc. 80.100.2.2 All funds will be applied at the discretion of the Board of Directors. Cheques for donations must be made payable to CIS. 80.100.2.3 CIS will deposit all cheques upon receipt and issue Charitable Tax Receipts. The date written on the tax receipt will reflect the day the donation was received at CISs Office. Tax receipts shall be signed by the CIS CEO. CISs office personnel will complete the tax receipt and send all completed receipts to donors. 80.100.2.4 If any consideration has been received by the donor as a result of his/her donation, i.e. dinner, team t-shirt, etc., the value of the consideration must be deducted from the amount donated in determining the amount to be receipted. 80.100.2.5 CIS will provide a replacement receipt if the original was lost or damaged. The new receipt will specify on it the original lost or damaged receipt number. This is in accordance with CCRA guidelines. 80.100.3 GIFTS IN KIND If a donation is not of money, but of an asset, such as a piece of audiovisual equipment, an independent valuation will be obtained and a tax receipt issued for the amount of the valuation. 80.100.4 UNIVERSIADE AND WORLD UNIVERSITY CHAMPIONSHIP FUNDRAISING 80.100.4.1 As not all programs can be covered by CISs annual budget, it is sometimes necessary for student-athletes to fundraise to cover the cost of travel, accommodation, and other program costs. In order for CIS to be able to issue tax receipts to individuals or corporations who contribute to these programs, strict rules must be adhered to. 80.100.4.2 As per 80.100.2.1.1, CIS can only issue tax receipts for gifts or donations, which are not expressly or impliedly, conditional upon CIS making a gift or donation to another person, club, society or association. 80.100.4.3 Tax receipts cannot be provided to individuals or companies who specify that they are giving a donation for the benefit of a particular individual. 80.100.4.4 All cheques must be made payable to Canadian Interuniversity Sport. 80.100.4.5 The date written on the tax receipt will reflect the day the donation was received at the CIS National Office. This date will determine which year the donation may be claimed by the donor for income tax purposes. If undue delays occur, and donations are received by the CIS Office in the year following the donation, receipts cannot be modified to reflect the day payments were issued by the donor. 80.100.4.6 Adopt-An-Athlete Program 80.100.4.6.1 CISs Board of Directors has approved the establishment of an Adopt-An-Athlete Program to raise funds for the Universiades and World University Championships, to which sponsors will be able to make donations. 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