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2012 BC Winter Games General Rules

Condition of Entry
Participant information is collected under the authority of the BC Games Society. The information provided will be used to determine eligibility to participate in the 2012 BC Winter Games. On confirmation of eligibility the information will be used to arrange liability insurance coverage to address claims rising from the voluntary participation of registered participants in the 2012 BC Winter Games. The name, hometown, and sport of registered participants will be provided to media outlets and available on the BC Games Society website. The name, address, and image of registered participants may be used in non-commercial promotion/development of sport and/or the BC Winter Games. The names, addresses, and images of Games participants may be provided to the Premier and the Minister responsible for the Games. For questions about the collection and use of this information, please contact Irene Schell at the BC Games Society at 250-387-1375 or info@bcgames.org.

As a condition of entry into, or volunteering at, the BC Winter Games, it must be understood that the participants and volunteers enter entirely at their own risk, and will not hold the Gerater Vernon BC Winter Games Society, the Province of British Columbia, and the BC Games Society, their staff, agents, and volunteer workers responsible for injury, loss or damage occurring during the 2012 BC Winter Games.

Volunteers and Participants may be protected for their actions vis a vis third party claims through the liability insurance for the 2012 BC Winter Games but are not covered for any personal claims for injury or accident. Participants and volunteers agree to release, discharge and undertake not to commence action against the Greater Vernon 2012 BC Winter Games Society, the Province of British Columbia, and the BC Games Society from any and all claims and causes of action, or liability of any kind whatsoever for injuries, property damage, or death which in any way results from participating or volunteering in the Greater Vernon 2012 BC Winter Games.

The Greater Vernon 2012 BC Winter Games Society, the Province of British Columbia, and the BC Games Society do not assume responsibility for loss of wages, or costs associated with medical, dental, or hospital care for athletes, coaches, officials, or volunteers for any injury or loss incurred during the, or as a result of participating or volunteering in the 2012 BC Winter Games.

Eligibility of Competitors
(a) Provincial Sport Organizations choose the age group of athletes to attend the BC Games within the BC Games Society Core Sport policy. Generally, they are under 18 and are athletes who have potential to move beyond local or regional competition to higher-level competition and are generally in the Training to Train stage of the sport's Long Term Athlete Development (LTAD) model or Canadian Sport for Life (CS4L) framework.
(b) Due to the level or age of athletes, some Provincial Sport Organizations have restricted the eligibility of competitors beyond those outlined in this section. Refer to Technical Package for each Sport for information.
(c) Athletes or teams competing in the BC Games must be approved by their respective Provincial Sport Organization.
(d) The date for determining athlete ages for all events in a sport shall be no later than February 23, 2012, unless otherwise specified by the Provincial Sport Organization in the Technical Package for the Sport.
(e) The BC Winter Games are open to individuals whose permanent residence/major domicile has been the Province of BC for at least three months immediately prior to the BC Games, with the following exceptions:
i) Athletes residing at an address outside of BC but in Canada are eligible for the BC Games if they:
    1) reside near the BC border and associate primarily with British Columbia in school, league, club, or team play; AND
    2) are members of the British Columbia provincial sport organization (PSO) for their sport; AND
    3) they do not complete in any leagues, provincial competitions, or provincial Games of any other province.
ii) when the above-noted exception is invoked, the following shall apply:
    a) No more than 30% of the allocated number of athletes and/or wildcards shall be included on the Zone Team.
iii) athletes residing in BC but attending school outside the Province of BC AND who train in BC, are eligible to compete in the BC Games if they return to BC to compete in a qualification event for the Zone in which they make their permanent residence. Athletes qualifying under this rule are not considered out-of-province athletes; therefore, rule (e) ii) does not apply.
(f) Each Athlete, Head Coach, Assistant Coach, and Adult Supervisor shall compete only for the zone in which they make their permanent residence. Exceptions to this rule may be considered for athletes who attend school in BC but outside of their Zone where it is not feasible for them to return to their Zone because of distance, to compete in the Zone Qualification event(s) for their Zone.
(g) Each Athlete, Head Coach, and Assistant Coach may participate in only one sport at the BC Games.
(h) Any exceptions to eligibility rules must have the approval of the BC Games Society Event Manager responsible for Sport PRIOR TO to the Zone Qualification event(s).

Accommodation
(a) All participants under 19 years of age residing outside of the Greater Vernon School District #22 are required to stay in BC Games accommodation unless otherwise stated in the Technical Package for the Sport. All athletes under 19 years must be properly chaperoned. See roles of Head Coaches and Assistant Coaches and Adult Supervisors.
(b) Athletes 19 years and over and those residing in the Greater Vernon School District #22 have the option of staying in BC Games accommodation or securing alternate accommodation at their own expense. Participants who elect to provide their own accommodation will be responsible for:

the cost of alternate accommodation;
supplying their own breakfasts and dinners; and
providing their own transportation while at the BC Games.

The accommodation choice of every participant must be indicated when they are registered via the BC Games Online Participant Registration process by the Registration Deadline. Those choosing BC Games accommodation are expected to stay for the duration of the Games and will be removed from competition if they depart from Games accommodation before the conclusion of the Games. Refer to section (f) for rules regarding leaving Games accommodation.
(c) Athletes with a disability and their support personnel have the option of staying in BC Games accommodation or securing other accommodation at their own expense as outlined in paragraph (b) above. Athletes with a disability and their support personnel, who choose alternate accommodation at their own expense, will still have access to breakfasts and dinners in the BC Games cafeteria(s) at no cost.
(d) Head Coaches, Assistant Coaches, and Adult Supervisors who accompany teams or individual athletes under 19 years of age are required to stay with them in BC Games accommodation in a supervisory capacity. Head Coaches, Assistant Coaches, and Adult Supervisors of teams or individual athletes where all athletes are 19 years of age and over are given an accommodation option as outlined in paragraph (b) above.
(e) Officials for each sport who are 19 years and over have the option of staying in BC Games accommodation (for three nights) or securing alternate accommodation at their own expense. If officials choose to stay in alternate accommodation they will be provided with BC Games meals and transportation. Officials who are under 19 must stay in BC Games accommodation and must have an adult stay with them in a supervisory capacity.
(f) Leaving Games Accommodation - Any Participant who chooses Games accommodation must remain in accommodation for the duration of the Games. Anyone who removes themselves from Games accommodation prior to the completion of the Games will be subject to disciplinary action, including disqualification from competition. Should participants be finished competition prior to the final day of the Games, they may remove themselves from Games accommodation. Any participant removing themselves from Games accommodation is also removing themselves from Games transportation for their return trip. This means that they will need to make their own transportation arrangements for their trip home, at their own expense. Participants are permitted to permanently leave Games accommodation if and only if they (or a parent/guardian or the team coach, if under the age of 19) and the Provincial Advisor signs and submits the required form.

Note: Some sports may require all participants to take BC Games transportation and/or stay in BC Games accommodation. See Technical Package for each Sport.

Entry Deadlines
(a) Zone Qualification Events: Consult the Zone Representatives for local qualification dates. Check with the Provincial Sport Organization for subsequent deadlines. Zone Qualification dates are determined by each sport. See Technical Package for each Sport.
(b) Registration of Games Athletes: The BC Winter Games registration deadline of Monday, January 16, 2012 must be strictly adhered to. Information about the BC Games Online Participant Registration process will be mailed to each Zone Representative listed for each sport (or the Provincial Advisor if a Zone Representative is not listed) approximately six months prior to the Games. The BC Games Online Participant Registration process must be used by each sport to provide the names, addresses, etc. of all Athletes, Head Coaches, Assistant Coaches, Adult Supervisors, and Substitutes from each Zone. The Zone Representative should ensure the BC Games Online Participant Registration process is completed immediately after the Zone Qualification event(s) and should not wait until January 16, 2012 to complete this process. The BC Games Society will mail a package with the Guide to the Games and other information regarding transportation, accommodation, accreditation, ceremonies, etc. directly to each registered participant within ten days of the registration deadline.
(c) Registration of Officials: Each Provincial Advisor will be sent information about the BC Games Online Participant Registration process so that they may register the predetermined number of officials for their sport by January 16, 2012. Officials registered after this date will not be entitled to stay in Games accommodation or travel on Games transportation to/from the Games and will be required to make their own travel and accommodation arrangements, at their own expense.
(d) Accreditation Centre: The Accreditation Centre location will be determined by the Host Community and the BC Games Society. Individuals should check in at the Accreditation Centre as soon as they arrive. No one will be permitted to obtain another participant's accreditation information. All participants in the BC Winter Games must personally check-in at the Accreditation Centre by 5:00 pm on Thursday of the Games weekend. No one will be accredited to participate in the BC Winter Games after that time. For further details on the location of the Accreditation Centre and all rules governing registration, please contact the BC Winter Games Event Manager responsible for Sport.

Substitution
(a) Competitors: The Athletes and Substitutes in each sport, including the events they will participate in, where applicable, must be designated via the BC Games Online Participant Registration process by the registration deadline. Substitution for competitors may be made at the time of Accreditation in the Host Community only if the Substitute was registered as a Substitute via the BC Games Online Participant Registration process by the deadline of January 16, 2012. Under no circumstances will an athlete be permitted to substitute at the time of accreditation if their name does not appear as a properly registered substitute on reports from the BC Games Online Participant Registration process.
(b) Head Coaches, Assistant Coaches, Adult Supervisors, and Officials:
Head Coaches, Assistant Coaches, and Officials may be substituted for those previously submitted, upon accreditation in the Host Community. The total number of Head Coaches, Assistant Coaches, Adult Supervisors, and Officials may not exceed the number stated in the Technical Package for each Sport.

Registration Fee
A registration fee of $150.00 (inclusive of taxes) for each Athlete will be assessed for participation in the BC Games. The registration fee is waived for Head Coaches, Assistant Coaches, Adult Supervisors, and Officials. The payment of registration fees to the BC Games Society is made by the Provincial Sport Organization for all athletes in attendance at the Games for their sport, within 30 days of the Games. It is the responsibility of the PSO to collect registration fees from athletes.

Transportation
Chartered bus and/or air transportation will be arranged for Games participants who have chosen BC Games transportation, from predetermined Zone pick-up points for arrival in Greater Vernon on Thursday, February 23. Charter bus and/or air transportation will depart from Greater Vernon in the afternoon and evening of Sunday, Februray 26 or early morning of Monday, February 27.

Alcohol consumption and smoking are NOT permitted on BC Games transportation. Bus drivers have the authority to remove any passengers from BC Games transportation who do not comply with these regulations.

The time and location of departures will be sent to all participants after January 16, 2012 when all registrations have been received and processed. No cash equivalents will be issued for alternative modes of transportation.

Team Travel - Team Travel is required for all Zones and all sports. The location for Team Travel will be established for each team compliment by the Zone Representative for the Sport, based on the location that the majority of the team will travel from. If an alternate location is desired, the Zone Representative must make this request when the Online Participant Registration is completed. At least one of the adults (Head Coach, Assistant Coach, or Adult Supervisor) must be with each athlete from the Zone. Individual participants are responsible for their transportation to/from the pick up/drop off location. Coaches and/or Zone Reps are responsible for discussing the implications of team travel with the parents of their athletes.

Example: Teams or Zone complements requesting team travel from Nanaimo (where team/group members are coming from Victoria, Nanaimo, Comox, Campbell River, and Duncan, etc.) means that those people outside the Nanaimo area will be responsible for their own transportation to and from Nanaimo. All information mailed from the BC Games Society will indicate travel arrangements to and from Nanaimo.

Team Travel ensures that the Zone team will travel together to/from the Games. Without Team Travel, there is no way to guarantee that the team will travel together on the same bus or flight, or that they will arrive in the Host Community at the same time. It also means that there could be no adult supervision available for those athletes.

Zone Reps are required to select their Zone's Team Travel pick-up location (city) by the registration deadline of January 16, 2012 via the Online Participant Registration system.

Replacement Teams and Wildcard System
Click here for information about the Replacement Team Policy (for team sports) and the Wildcard Policy (for individual sports).

Head Coaches and Assistant Coaches
Unless stated otherwise in the sport-specific rules, Head Coaches at the 2012 BC Winter Games must be fully certified at NCCP Level 2 or the equivalent as specified in the Technical Package for each Sport.

To assist Provincial Sport Organizations in meeting this requirement, the BC Games Society has implemented a Coaching Exemption Policy which permits PSOs to apply for an exemption on a Zone-by-Zone basis. Review the policy for more details. Exemption applications are due January 9, 2012 which is one week before the registration deadline. A link to the Coaching Exemption application will be provided at a later date - please check back.

In addition to coaching duties, Head Coaches, Assistant Coaches, and Adult Supervisors are expected to travel with their Athletes on BC Games transportation, stay with them in BC Games accommodation, and supervise them throughout the BC Games. Head Coaches and Assistant Coaches are expected to act in a supervisory capacity travelling to/from and at the Games with their Athletes and to ensure that their Athletes adhere to the BC Games General Rules, the Technical Package for their Sport, and the Code of Conduct.

Adult Supervisors
Additional adults to act as supervisors with a zone team (over and above the allocated number of Head Coaches and Assistant Coaches per sport and zone) are permitted only with the approval of the BC Games Event Manager responsible for Sport.   If additional adults are permitted to be added to, or replace, the allotment of Head Coaches or Assistant Coaches for a sport, the following rules apply:

(a) Additional adults may only be added to the zone team complement when:
    (i) the Head Coach, Assistant Coach, and the Adult Supervisor (Role Code HCH, ACH, or ADS) are of the opposite gender as the Athletes. For example, a male Head Coach and a male Assistant Coach are attending the BC Games with a female team; if none of the members of the team are over the age of 19, then an additional female must be added.
   (ii) if a team or zone is made up of Athletes under the age of 19 and the sport rules allow for only one Head Coach, then an additional adult must be added to accompany those athletes not supervised by the Head Coach. For example, if the Head Coach is female, then an additional male must be added.
(b) Adult Supervisors must be a minimum of 19 years of age.
(c) Adult Supervisors must also reside in BC Games accommodation with their zone in a supervisory capacity. They are also expected to travel to and from the BC Games with their zone Athletes.

Officials
Transportation, accommodation, and meals will be provided for a predetermined number of officials for each sport as outlined in sport-specific rules. These individuals will be named and registered by the Provincial Advisor before the registration deadline. In accordance with the BC Games Society policy, no officials will be paid a fee by the BC Games or the Host Community for their services.

In general, major officials (referees, umpires, etc.) are registered as officials through the Provincial Advisor and minor officials (scorekeepers, timers, etc.) are registered as volunteers in the Host Community.

Others (such as a Zone Representative or the Provincial Sport Organization President who has been actively involved in the administration and organization of their sport's involvement in the BC Games) may be registered on the list of officials, by the Provincial Advisor, as long as the maximum number of officials allocated for the sport is not exceeded. The Provincial Advisor must ensure that the officials (referees, umpires, etc.) have been appointed before naming any other individuals.

Refer to the Technical Package for the Sport for maximum number of officials for each sport.

Individuals registered as officials who are under 19 are required to stay in Games accommodation and are required to have an adult stay with them in a supervisory capacity.

Protests
During the BC Games, protests are managed by the individual or groups as outlined below.
(a) Sport Chair: Team lists are available at sport venues through the Sport Chair. Any protests concerning eligibility of players must be directed in writing to the Sport Chair prior to the commencement of the game or event in question. All official protests must be concisely written, prepared in duplicate, and one copy presented to the BC Games Sport Chair immediately after the head Official has signed the official Results Sheet. The second copy of the protest must be forwarded to the Games Results Centre. The time and date must appear on the protest. Protests should only be presented and signed by the Head Coach or Assistant Coach.
(b) Sport Jury: Once a protest is submitted, the Sport Jury appointed for the sport (by the Provincial Advisor) shall meet and render a decision. This Sport Jury shall be made up of at least three Officials who have been appointed by the Provincial Advisor of the Sport Organization concerned (not to include Athletes, or Head Coaches, or Assistant Coaches). The decision of the Sport Jury must be made within one hour of the original protest. One copy of the decision of the Sport Jury is to be posted at the competition site and one must be forwarded to the Games Results Centre. The time, date, and signature of the Sport Jury must appear on the decision. Only those individuals designated as Officials for their sport are eligible to serve on the Sport Jury. The three individuals appointed to the Sport Jury do not receive transportation, accommodation, and meals in addition to the number of Officials allocated to each sport.
(c) BC Games Jury: The decision of the Sport Jury may be appealed within one hour after the posting of the decision by the Sport Jury. In this case, a written appeal signed by the Head Coach or Assistant Coach, will be presented to the BC Games Jury. The BC Games Jury shall be made up of three of the following: Host Community Games Society Director for Sport, the Games Operations Manager, a Host Community Games Society Director, the BC Games Event Manager responsible for Sport for that Games, and one member of the Sport Jury. The decision of the BC Games Jury will be posted at the competition site of the sport concerned and also at the Games Results Centre. The decision of the BC Games Jury will be final.

It is not the purpose or intent of the BC Games Jury to alter decisions made by the Official in charge during a game or individual event. The BC Games Jury becomes involved in protests concerning eligibility of a player or players, changes in schedule, etc.

Medals
Gold, Silver, and Bronze medals specially cast for each BC Summer and BC Winter Games are awarded at the Games. Medals are awarded to each individual and/or official member of a team having competed and placed in a designated medal event as follows:

When there are four or more competitors or teams, Bronze, Silver, and Gold medals will be awarded.
When there are three competitors or teams, only Silver and Gold medals will be awarded.
When there are two competitors or teams, only a Gold medal will be awarded.
Medals at the BC Summer and BC Winter Games are presented in the following order:
Bronze Medal Third Place
Silver Medal Second Place
Gold Medal First Place

Only BC Games medals are permitted to be awarded at the BC Games unless pre-approved by the BC Games Event Manager responsible for sport and outlined in the sport-specific rules.

Uniforms and Equipment
(a) Uniforms: Uniforms are the responsibility of each individual or team. All Athletes must be properly attired for their sport. Uniforms, clothing, pinnies, etc. worn at the BC Games may not contain sponsor logos that conflict with the BC Games Society Corporate Partners. The BC Games Society logo may be used on the item only if sponsor logos are not included and only as specified by the BC Games Society. The Host Community Games logo may not be used on any team uniform, bag, or item. Any uniform or clothing items with markings require prior approval of the BC Games Society. For further details refer to the BC Games Society policy for uniforms and clothing.
(b) Equipment: All equipment used during the BC Games must meet the specifications of the governing Provincial Sport Organization. Individuals and/or teams must supply their own practice balls or equipment.
(c) Medical Equipment: Each individual or team is to supply their own basic training and medical supplies such as tape, elastic wraps, cold packs, etc. There will be fully qualified first-aid personnel at each sport location to treat any injuries sustained during competition.

Zone Colours
Colours have been established for each Zone for purposes of identification in various matters. These colours are not compulsory for uniforms if the individuals or teams have others they wish to use or if the sport is played in "whites". It is, however, appreciated if each Sport would attempt to incorporate their Zone colour in some manner to help identify their competitors. Click here for Zone descriptors and colours.

Conduct of Participants
Exemplary conduct is expected of all Games participants. This is expected from the time Games participants board BC Games transportation (or arrive at the Accreditation Centre by their own transportation) until they return home. Abuse of any BC Games rules by any participant in any sport may result in removal of that sport from future BC Games. Any behaviour contrary to the spirit of the BC Games or any violation of curfew regulations or BC Games polices, will result in appropriate disciplinary action.

Participants at any BC Games are one of many outstanding Athletes, Head Coaches, Assistant Coaches, Adult Supervisor, and Officials who will be involved in competition. It is important that each participant show Games volunteers and all other Games participants the same respect they would want in return.

Any damages to a BC Games venue due to the actions of a participant(s) will result in disciplinary action and/or financial restitution by the participant(s) involved and/or their Provincial Sport Organization.

During the Games, any Athlete, Head Coach, Assistant Coach, or Official found to be under the influence of, or in possession of, drugs or alcohol, will be subject to appropriate disciplinary action.

The BC Games Society is committed to providing a sport, work, and volunteer environment in which all individuals are treated with respect and dignity and will have no tolerance for harassment. Each individual has the right to participate and work in an environment which promotes equal opportunities and prohibits discriminatory practices. All Games participants are expected to abide by the BC Games Society harassment policy. A copy of this can be obtained from the BC Games Society office.

Medical Treatment
The BC Games Society has implemented a Medical Protocol for the Removal of Injured Athletes from Competition. Click here to review the policy.

Head Coaches, Assistant Coaches, Adult Supervisors, family members, and Athletes should also note that BC Games Medical volunteers assigned to each sport venue, in conjunction with the Medical Clinic physicians, are responsible for the treatment of all Games participants. Medical volunteers will be at every sport venue during scheduled practice and competition times and are always the first-responders to injuries. This is the case even if a Zone team travels with medical personnel, a trainer, or qualified first aid attendant.