OUA COACHES COMMITTEE POLICY
(JUNE 2013)
OUA Sport Convenor Policy
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Table of Contents
1) Representaiton
2) Roles and Responsibilities
3) Coaches Meeting
4) Sport Motion Vote Sheet Process
Sport Speific Scheduling Documents
Appendix I – Coaches Motion Template
OUA Sport Convenor Policy
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1. REPRESENTATION
1.1. The composition of such Committees shall include the head coach or designate of each OUA
team participating in the specific sport. Each member institution, so represented, shall be entitled
to one vote.
2. ROLES AND RESPONSIBILITIES
2.1. To meet in conjunction with, or after, the competitive season, championship, tournament, or at
cross-over events --whichever is most appropriate--to attempt to resolve problems and to
recommend sport specific rules and regulations changes. All motions, including the vote count,
are to be recorded in the officials meeting minutes.
2.2. Document Coaches’ Meeting minutes and forward successful motions regarding
recommendations on technical matters governing each sport through the Convenor to the OUA
Sport Programming Coordinator within two weeks after the sport's championship. (OUA Sport
Convenor Policy)
2.3. The following shall be the technical matters to be considered by the Coaches' Committees:

Playing Rules

Officials Evaluation and Selection

Team Complements

Conduct of Competition

Type of Competition / Championship Formats

Other items as need arise
2.4. Coaches’ Committees shall, in the conduct of their respective events, adhere to the Playing
Regulations as laid down by the OUA Sport Committee, the date of last revision shall be
prominently displayed on the front page of each sport's playing regulations
2.5. This committee may be structured with a coaches executive (i.e. Coaches Association President)
as determined by the members of the committee for the purposes of chairing any meetings and
representing the committee to the convenor, OUA and other appropriate parities
3. COACHES MEETINGS
3.1. Convenors are obligated to call one coaches' meeting a year of all related to their sport.Such
groups shall be known as Sport Specific Coaches' Association.
3.2. The date and time are to be determined by the practicalities of each sport however a notice of
meeting should be given 21 days in advance to coaches and athletic directors accompanied by a
detailed agenda no later than one week preceding the meeting.
3.3. The agendas of such meetings are to be circulated to each Director/Coordinator and coach in
advance, however coaches may present agenda items at the meetings.
3.4. Time of the meeting should be designated and efforts should be made to include both men’s and
women’s coaches of the same sport at this meeting if applicable.
3.5. Official Coaches Meetings must be held in a centralized Ontario location, at the specific sport
championship site or may be held via a conference call. These meeting must have the Convenor
and/or Sport Committee representative in attendance as chair in order for the meeting to be
considered an Official Coaches Meeting. Motions must be discussed and voted on at an Official
Coaches Meeting before they will be forwarded to Sport Committee. Motions deriving from any
non-official meetings will not be considered by the committee.
OUA Sport Convenor Policy
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3.6. Time allotment for the meeting should be sufficient to complete the agenda.
3.7. Convenors shall be responsible for producing copies of all items from OUA minutes that are
pertinent to their reports and distribution of these to the coaches of that sport.
3.8. As some coaches may be unable to attend Coaches' meetings and whereby directors are seldom
present at such forums, issues of principle which may be not have been discussed or remain
unresolved may be brought forward to the Sport Committee by a “notice of motion”.
3.9.
Convenors shall circulate copies of the minutes of Coaches' meetings to the participating
institutions and to the OUA Manager of Sport Programming following the meeting
3.10. Convenors for competitive sports will be a representative of the host institution. See sport
specific “Competitive Level Sport Handbook” for additional details of roles and responsibilities.
4. SPORT MOTION VOTE SHEET PROCESS
4.1. Convenors are to submit the minutes and any successful motions arising from Coaches’ Meeting
to the OUA Manager of Sport Programming within two weeks after the sport's championship.
Motions are to be submitted using the Coaches Meeting Motion Form (Appendix).
4.2. Upon receiving the minutes and successful motions, the OUA Manager of Sport Programming will
administer the following sport motions process:
a. Compile minutes and motions in a package for the Sport Committee Meeting
b. Sport Committee will review motions and take appropriate action including making
recommendations to the Board
c. Once Sport Committee makes recommendation vote sheets will be formulated and
circulated along with committee recommendations and coaches meeting minutes to
participating institutions and their coaches
d. Tabulate the results
e. Circulate the results to the Convenors and Sport Committee
f. Prepare a summary for each motion to be included in the Sport Committee AGM Report
g. Sport Committee Chair will then present the results of the vote sheets for each sport to
the Board for confirmation and final approval of motions
4.3. Any institution failing to meet the deadline for submission of sport specific vote sheets will result
in the denial of voting rights on the playing regulations related to the motions found on the said
vote sheet.
OUA Sport Convenor Policy
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Appendix
OUA Sport Convenor Policy
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COACHES MEETING MOTION FORM
Motion:
Background / Rationale:
Financial Implication:
Policy Implication:
(Indicate the nature of the proposed motion by checking the appropriate box. Please describe the
implications of the motion.)
□
□
□
□
New Playing Regulation
Amended Playing Regulation
Deleted Playing Regulation
Not a Playing Regulation
Moved:
Seconded:
Vote Result:
OUA Sport Convenor Policy
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