Representative Policy
1 January 2015
Poverty Bay Hockey Representative Policy | 1
Contents
1. Appointment of coaches and managers...............................................................3
2. Player eligibility.....................................................................................................4
3. Trials.....................................................................................................................4
4. Dispensation.........................................................................................................5
5. Team selection......................................................................................................5
6. Rep team trainings...............................................................................................5
7. Travel and accommodation..................................................................................6
8. Player contributions..............................................................................................6
9. Sponsorship and fundraising................................................................................7
10. Umpires..............................................................................................................7
11. Uniforms and other team wear...........................................................................8
12. Equipment..........................................................................................................8
13. Code of Conduct................................................................................................8
14. Discretion...........................................................................................................8
2 | Poverty Bay Hockey Representative Policy
1. Appointment of coaches and managers
• Applications for Coaches and Managers will be called for and coaches will be appointed at least
6 months prior to Tournament. Police checks will be required as per Hockey NZ Policy.
• Both Coaches and Managers will be required to complete a formal application and attend an
interview with the Reps Sub Committee Manager, Poverty Bay Hockey Association Chair (or their
nominees within the PBHA Committee).
• If there are multiple applicants or a single applicant that has not previously been a PBH
representative coach, the appointments panel is required to conduct interviews. The panel
will determine its preferred applicant.
• If there is only a single applicant by the closing date for applications and that applicant has
previously been a PB Hockey representative coach with success in terms of results and
conduct in the opinion of the appointments panel, then there is no need to interview the
applicant.
• In the event that no applications are received for a particular coaching position, the
appointments panel is required to generate a list of suitable individuals to be approached.
If someone who is approached agrees to take on the role then the panel will recommend
the appointment of that person to the PB Hockey Association.
• Where possible coaches will be appointed for a 2 year period. A review will be carried out at the
end of 12 months with a right for PB Hockey Association to terminate the contract.
• Coach and manager appointments will be approved and ratified by the PB Hockey Association.
• All Coaches will be provided with coaching resources and any additional training if required.
• All coaches will undergo a performance review carried out by the Reps Sub Committee Manager.
• All Managers will be provided with a Manager’s folder, which includes various documents/
resources for team management and an initial draft budget. They will be expected to attend any
meetings for Managers set by PB Hockey Association (either combined or individual) and keep
PB Hockey administration staff informed on a regular basis of the status of their budgets, fundraising activities and any problems being experienced etc.
• Both Coaches and Managers are required to complete and submit a separate report to PB
Hockey Association - Coaches within 2 weeks of return from the last Tournament and Managers
within 4 weeks to allow for all financial matters to be completed. An electronic template will be
provided for each of these reports.
• Where possible, husband and wife or any kin relationship shall not be appointed in management/
coach roles for the same team.
• Coaches and managers expenses will be met by the respective team.
Poverty Bay Hockey Representative Policy | 3
2. Player eligibility
• U.18 Trialists must be 15 years of age or over and under the age of 18 as at 1 January of the year for which they are trialing.
• U.15 Trialists must be under the age of 15 as at 1 January of the year for which they are trialing, and must be in Year 9 or above at school.
• U.13 Trialists must be under the age of 13 as at 1 January of the year for which they are trialing, and must be Year 6, Year 7 or Year 8 at school.
Note: Please refer to the Hockey New Zealand player eligibility rules for a definitive ruling on
school teams versus club teams to determine what province a player is eligible to represent.
3. Trials
• It is the preference of PB Hockey that players make themselves available for selection in their
own age group.
• Trial dates and format will be determined by the Rep Sub Committee prior to Tournament. The
format of these trials will be set by the Reps Manager.
• All trialists are trialing to be a Poverty Bay Hockey representative player for their appropriate
age-group teams. They must be available and committed to play for either team. Trialists are
expected to attend all trials, unless otherwise agreed by the Reps Sub Committee.
• Failure to fulfill commitment to the trials process may impact on future selection for PB Hockey
teams
4. Dispensation
• Players wishing to trial for teams out of their age group must notify Reps Sub Committee two
weeks prior to the first trial. Consideration of the players request will be made by the Reps Sub
Committee who will consult with the relevant parties to reach a decision which will be advised
prior to the first trial.
• A number of criteria will be used to determine whether a player will be allowed dispensation to
trial out of their age:
• Physical maturity.
• Social maturity.
• Playing ability, both technical and tactical.
• Any other relevant issues.
4 | Poverty Bay Hockey Representative Policy
5. Team selection
• Teams will be selected based on the trials by a panel made up of 3 people appointed by the Reps
Sub Committee. The panel will include the head coach of the relevant age-group and two other
independent persons.
• The team will be confirmed 12 weeks prior to Tournament and all players advised by emailed
letter, and the team list posted on PB Hockey website.
• 16 players is the ideal base for each rep team taken to tournament. The makeup will be decided
by the coaching staff.
• Failure to attend an element of the selection process for a particular team may result in a player
being eliminated from the selection process. If a player requires an absence from an element
of the selection process, then such a request must be submitted to the PBHA office at least 24
hours in advance. As a guide, suitable reasons for an absence would include bereavement, injury
and illness, and family difficulties.
• Any conflict of interest will be registered to the Reps Sub Committee prior to trials.
6. Rep team trainings
• All players must attend trainings and failure to do so can result in expulsion from the team.
• PB Hockey will source location and times for trainings.
7. Travel and accommodation
Accommodation
• Where possible, teams will stay as a group at the preferred accommodation.
• Accommodation for team/officials will be pre-booked by managers from the day prior to
commencement of the Tournament and departing on the morning of the final day.
• Accommodation for team/officials will be approved by the Reps Sub Committee.
• Where Poverty Bay Hockey is hosting tournaments, Poverty Bay teams will not stay in
accommodation.
Travel
• Where possible, teams will travel as a group in rental vans and these will be prebooked through
PB Hockey’s preferred supplier. Managers must confirm bookings for both mini and main
tournaments at the earliest possible time and for main National/Regional tournament, at least 6
weeks prior to tournament.
Poverty Bay Hockey Representative Policy | 5
• Where a tournament is being held within the South Island, air travel will be arranged. This may
be direct to the destination or may include a combination of air and then van travel.
8. Player contributions
The following minimum contributions will be required from each representative player and these
amounts will be reviewed annually:
North Island Tournaments: $150 per player
South Island Tournaments: $250 per player
• These are a minimum and players may well be required to pay more depending on budgets and
the amount received through fund-raising.
• Where a team withdraws from a tournament under genuine circumstances, individuals will be
refunded any contribution paid towards the team campaign less any expenses incurred by the
team to date. This may also apply to an individual who withdraws from the team under genuine
circumstances.
• Once budgets have been approved by the PB Hockey Association, Managers to advise parents
as soon as possible worst-case scenarios for player contributions.
• Player contributions must have been received within 6 weeks of tournament unless prior
arrangements have been made and discussed with Manager and PB Hockey Association.
9. Sponsorship and fundraising
• PB Hockey will make application to various Community Trusts towards accommodation and
travel costs and the level of success of such applications will affect the amount of further fundraising required.
• Any request to fundraise must come from the manager of the representative team and be
approved by PBHA committee.
• Individuals can undertake their own personal fundraising towards their player contribution, but
cannot use PB Hockey’s name or branding. Permission must be granted first by the Reps Sub
Committee.
• Any fundraising initiated by the team under PB Hockey or team name are team funds and must
be credited to the team’s account for the benefit of the whole team.
• Where a team is offered sponsorship or donations, details must first be discussed with the PB
Hockey Association. Under no circumstances should any sponsorship/donations be accepted
or agreed to without PB Hockey Association approval. This includes payment for clothing,
equipment, banners etc.
6 | Poverty Bay Hockey Representative Policy
• Managers are required to closely monitor all fund-raising as no refunds will be made to players in
the event of a surplus unless they have paid more than the minimum player contribution (as set
out in Player Contributions).
• Any surplus funds accruing as a result of fund raising remaining in the team’s account after all
expenses have been met, will be transferred to PB Hockey Rep Support Account.
10. Umpires
• PB Hockey will endeavour to arrange an umpire to travel with the team to any tournament. Every
effort should be made to take an umpire; however, where an umpire cannot be arranged, the cost
charged by the host Association will be met by the respective team.
• Umpire expenses will be met by the respective team.
• While umpires themselves are not required to pay the compulsory player contribution (as
their contribution will be met by the respective team), they are expected to travel and be
accommodated with the team, and be included in any team activities as appropriate.
11. Uniforms and other team wear
Uniforms
• PB Hockey will provide all rep teams with their playing strip, alternative strip and where possible,
tracksuits and travel bags. At least one Goalie shirt will also be provided.
• Parents/Caregivers or players will be required to sign for the clothing allocated and they will be
required to meet the cost of any loss or damage to PB Hockey property.
• PB Hockey has a limited number of Coach/Manager Jackets available and these will be allocated
as appropriate.
Team wear
• Teams may elect to purchase additional clothing (ie jackets, hoodies, caps etc.). All such
purchases must be arranged through PB Hockey. Under no circumstances should any purchases
be made or arrangements entered into without PB Hockey knowledge and approval.
• Similarly, PB Hockey must approve any proposed printing on such team wear.
Poverty Bay Hockey Representative Policy | 7
12. Equipment
Each team will be provided with:
• Ball bag and 20 practice balls
•Cones
• Set of Bibs (if required)
• First Aid Kit
• Face Masks for u 15 teams and over
• Two new balls will be given to the Manager just prior to the first Quad. These are to be returned
to the PBHA after the final Quad. An equipment bond of $200 will be charged to each team’s
account. If all equipment and uniforms are returned the bond will be credited back in full. The
replacement cost for any lost items will be deducted
13. Code of Conduct
• Every representative player and their parent/guardian, coach, manager and umpire will be
provided with respective Rules of Behaviour. They will be required to sign that they have read
and accepted these rules. They are also advised to read the full PB Hockey Code of Conduct on
the website.
• There will be no tolerance for Alcohol or illegal substances at any representative tournaments
U18s and below.
14. Discretion
In any situation where the interpretation and/or application of this Policy is unclear the Reps
Sub Committee Manager shall have the authority to interpret and adjudicate on the appropriate
interpretation and application, with transparency and fairness to be the guiding principles in
reaching a reasonable decision in the best interests of the sport in Tairawhiti.
8 | Poverty Bay Hockey Representative Policy