Summerland Orca Swim Club Handbook

(Updated Summer 2026)

Introduction

The Summerland Orca Swim Club is a competitive swim club founded in 1990. It is affiliated with Swim BC and Swimming Natation Canada (SNC). Summerland Orca Swim Club is a not-for-profit Society governed by its constitution, by-laws, and policies as well as the Province of BC Society Act.

1. Mission Statement

As the leaders of Summerland ORCA Swim Club, we believe that our job is not only to assist the swimmers in becoming the best swimmers and athletes that they can become, but also encouraging, guiding, and sometimes stretching them into becoming the best young people they can become. Key attributes we hope to foster the growth of include respect, resiliency, intrinsic motivation, the values of teamwork, hard work, and a lifelong appreciation for movement. We will work hard to make Orca a place of safety, fun, and growth for each swimmer by focusing on the four cornerstones of sport: fun, self-empowerment, fitness and sportsmanship.

2. Club Philosophy

It is the intention of Summerland ORCA Swim Club to offer age and developmentally specific training for all our athletes by challenging each individual to develop to the best of THEIR abilities. We strive to foster excellence in competitive swimming from a grassroots and fitness focused level all the way to the international level with professional, technical instruction, a belief in our program, and by fostering a growing appreciation of commitment, dedication, and discipline in our athletes. We hope that all our swimmers will develop a lifelong love for swimming and being active, and that they will grow as both athletes and people in our program.

3. Communication

3.1 Pool Queue

The club encourages open communication with all its members. Our website can be found at sosc.poolq.net. Inquiries made through here are quick, seamless, and confidential.

Information is regularly distributed via email to current ORCA membership, as well as posted on the ORCA bulletin board in the pool lobby and the Meets & Events and Blog Posts sections of the website. It is important to keep your current email address updated on your Pool Queue account, as this is where we will primarily contact you. The AGM (mandatory every fall) is an excellent opportunity to ask question and understand what is happening within the club.

3.2 Coach Email

orcaswimcoach@gmail.com

For questions or concerns regarding swim practices, competitions, or group selection, please contact your swimmer’s lead group coach via email. If approaching a coach on deck, the coach will direct you to email. The Head Coach is happy to answer any questions and discuss a swimmer’s progress and development, however this should always be done outside of regular practice times, preferably scheduling ahead via email. Please be respectful of our coach’s schedules. If you would like to set up a meeting, contact the coach to set it up at a time that works for everyone. Group parent meetings are held as the coaches deem necessary. Please note: under no circumstances are Junior Coaches to be asked any of these questions, as they are still youths and work at the discretion of the Senior Coaches.

3.3 President Email

orcaswimpresident@gmail.com

For matters relating to club policy and governance, please contact the President. For matters relating to code of conduct and club policies, the head coach and executive board will collaborate to determine the outcome on a case-by-case basis.

3.4 Treasurer Email

orcaswimtreasurer@gmail.com

For matters relating to your accounts, invoices, or billing, please contact the Treasurer.

3.5 Registrar Email

orcaregistrar@gmail.com

For matters relating to late registration, tryouts, or anything REMS, please contact the Registrar.

3.6 Equipment

… Coming soon!

If you would like to purchase team suits or swim equipment, please contact the equipment coordinator.

3.7 Social Media

In addition to the above, ORCA utilizes social media (Facebook and Instagram) as interactive platforms for club events and updates.

4. Objectives and Structure

4.1 Objectives and Goals

The goal of Summerland ORCA Swim Club is to encourage each athlete to be the best that they can be by participating in the sport of competitive swimming, working hard, having fun, building relationships, demonstrating respect, learning how to set and achieve goals, and growing as people and athletes in the program.

4.2. Swimming Groups

All group descriptions, structures, and expectations were developed using the Long-Term Athlete Development (LTAD) model from Swimming Natation Canada as a basis.

Junior ORCA Pods A/B/C/D (3x 12 Week Sessions) – Practice Schedule: 1x 30-mins / week

· Pods are meant for kids ages 5-7 who are not quite ready to move into Development 1.

· Candidates must be able to swim 10m unassisted before joining a Pod.

· All Pods are run with multiple Coaches/Jr. Coaches in the water and always with a ratio of at least 1 coach to 3 swimmers.

· The focus of these groups is water safety, comfort in the water, buoyancy, fundamentals of kick and streamline, and, of course, fun.

Development 1 (Sept-April or Jan-April, if space) – Practices Schedule: 2x 30-mins / week

· This is a 4-8-month program for young beginner swimmers ages 5 & older.

· The program incorporates fun while learning all four strokes (butterfly, backstroke, breaststroke, freestyle) as well as flip-turns and dives.

· Participants will learn correct techniques well enjoying the sport. The goal is to register for fun competitions known as “Jamborees”. Please note that swimmers must be able to swim 25 m unassisted.

Development 2 (Sept-April or Jan-April, if space) – Practices Schedule: 2x 45-mins / week

· This group is for swimmers who have passed Development 1 or have joined the program with an equivalent level of skills and understanding.

· Participants should have a basic knowledge of the 4 strokes, as well as turns and starts. They will be encouraged to continue entering Jamboree swim meets for more experience, improved skills, expanded development, and increased fun.

Development 3 (Sept-April) – Practice Schedule: 2x 45-mins / week

· This is for swimmers with approximately 2 years of competitive swimming experience, or who have passed Development 2.

· Participants should know all four strokes, how to do turns and starts, and have developed some endurance.

· Swimmers will continue to improve all strokes and techniques.

· Focus is still on fun and skills progression. Racing and racing techniques will be incorporated during workouts and Jamboree swim meets.

Development Stage 4 (Sept-April) – Practice Schedule: 2x 60-mins / week

· This is for keen young swimmers and racers who wish to advance. Participants should be able to swim longer distances. Stroke technique will be emphasized.

· The goal is to build their endurance and ability to race the 200m Individual Medley (IM) so that a sub 4-minute race can be obtained. The swimmer would then be invited to join the Regional or Multisport programs.

**Note: All Development Programs are offered an optional 1-2 month season extension during May & June. Sign-up for extension opens during Spring.

Regional 1 & 2 (Sept-June) – Practice Schedule: 3-4 x Swims & 1-2x Drylands / week

· These levels are designed for Regional Swimmers who have attained the sub 4-minute time standard for the 200m Individual Medley. This qualifies them for Regional Meets.

· The goal of Regional 1 is to improve techniques with the aim of reaching 12&Under Divisional Qualifying Time Standards.

· The goal of Regional 2 is to continue improving techniques while gaining experience and stamina of slightly more pool time before jumping to the added intensity of Age Group. Age specific Divisional Times and Provincial Times will be time goals.

· Training will include 3 workouts (Regional 1) or 4 workouts (Regional 2)

Age Group 1, 2, & 3 (Sept-June/July) – Practice Schedule: 4-6 Swims & 2-3 Drylands / week

· These levels are designed for Divisional qualified or Provincial+ level 12&Over (AG 1 & 2) and 14&Over (AG 3) swimmers who have chosen swimming as their main sport and strive to do their best everyday, excel at racing, and continually improve technique.

· Swimmers will attend Regional, Provincial and Inter-Provincial Swim Meets and actively work on goal times and strategies in workouts and races with the intent of qualifying for Provincials, Westerns, Age Group Nationals, and so forth.

Multi-Sport A, B (Sept – June) – Practice Schedule: Choice of 2, 3, or 4 Swims / week

· This program is intended for swimmers ages 11-17 who have achieved their Sub-4min 200m IM but do not want to focus on competing in swimming.

· These swimmers wish to further their technical skills, stay fit, have fun, and/or cross train for another sport without the addition of swim meets.

· Whether you are a summer swimmer, high school swimmer, triathlete, open water swimmer or a person who wants to prepare for life saving classes, this program will suit you. Swimmers choose to opt out of competitions but are encouraged to attend both In-House Jamborees as ‘checkpoints’ throughout the season.

· Multi-sport swimmers will join Regional or Age Group practices on the days they select, depending on skill level and endurance.

4.3. New Swimmers

Swimmers are assigned to specific groups by one of our Senior Coaches through “Tryouts”. New swimmers must undergo this swimming evaluation prior to their assignment as it allows our coaches to evaluate swimmers and assign them to a group that will best support their swimming development. All decisions by coaches are final and not to be argued.

4.4. Group Movement

All group movement is at the discretion of our Senior Coaches. At any point in the season, a swimmer may be invited to move up or down a level. In case of a movement up, members are responsible for the time change and fee upgrade.

5. Responsibilities of Summerland Orca Swim Club Members

5.1. Parent’s (Guardian’s) Responsibilities

The family provides direct support and nurturing to their swimmer(s). This includes having the swimmer at all practices and meets, supporting the training program through good health practices, payment of all fees, respectful involvement in public relations and fundraising ventures, and offering encouragement to your swimmer(s) as they progress.

The Board of Directors and coaching staff recognize that a parent is most knowledgeable about their own child and we encourage open, frequent dialogue with the coaches to ensure that pertinent information about your child is passed on and the coach can make good decisions regarding the training of your swimmer.

Upon registration of the swimmer each year, the parent/guardian is given the option to accept/decline consent to allow publishing pictures &/or information about their swimmer. It is the responsibility of the parent/guardian to respectively ensure privacy is maintained.

Parent Involvement: No program can succeed without the positive support of a united organization. All duties / positions, other than those of the paid coaching staff, are managed by parent volunteers. We would not have a viable Swim Club organization without parent volunteers.

Some areas requiring parental involvement:

• Club Administration: Executive Board Member or Member at Large

• Club Fundraising: In-House Jamborees, Triathlon (Coming back 2027!), Swim-a-thon, Bottles, Vees 50/50s, and more!

• Officiating at Swim Meets: Get your basic qualifications and Time or Officiate at local meets!

• Club Social Activities: Chaperones, Organizers, and Ideas always welcome

While some investment is a mandatory part of being in Orca, other positions are voluntary and yet crucial to the smooth functioning of the club. Please reach out to orcaswimpresident@gmail.com or orcaswimcoach@gmail.com if you would like to get more involved!

5.2. Officials designation/qualifications

There are multiple levels for Officials Education and training for competitive swimming. Please see swimbc.ca/officials for full details on education and training. Contact our Club President if you have further questions.

6. Swimmer’s Responsibilities

6.1. Swimmer Expectations

Swimmers should attend all practices, swim meets, and training camps that are recommended by the coach. They are expected to follow instructions and behave according to the pool’s Rules and Regulations as well as the club’s Swimmer Code of Conduct policy.

Swimmers should arrive 10-15 minutes in advance of swim practice to start a dryland warm-up. They should inform their coach via email if they will be late, absent or need early dismissal. They are also expected to cool down after practice. Please see the website for coach contact information.

6.2. Receiving Awards in Public

Whenever there is an awards presentation at a meet, it is customary for swimmers to be prompt and to cooperate fully with dignity and respect. A team shirt is to be worn when accepting the award. It is also customary for swimmers to be polite and thankful for any awards they receive. It is appropriate to congratulate other swimmers and receive the same with poise and a “thank you.” Good sportsmanship is essential. If photos are being taken, we ask the swimmer to remain until photos are complete, fully cooperating with the photographer. The image a swimmer presents is a direct reflection of the team.

7. Medical Absences

Swimmers unable to attend practice for a minimum of one month for medical reasons should inform the Head Coach in writing and provide a physician note. Members may be able to receive suspension of swim fees during the extended medical absence upon written request and coaches & board approval.

8. Resignations

All resignations (early season withdrawals) must be in writing (or e-mail) to the Head Coach, the President and the Treasurer. All resignations will be effective on the first day of the month that is one full calendar month after the written resignation has been received. For example: any resignation letter received in the month of December would be effective February 1st. By club policy, no resignations can occur after March 1, therefore any swimmer who wants to resign as of March 1 must have their letter in by January 31. Registration payments cease on the effective date of resignation, meaning monthly payments will cease as of this date so long as the account is paid in full up until this point.

9. Financial Matters

9.1. Not-for-Profit Society

The Summerland Orca Swim is a not-for-profit Society registered with the Province of British Columbia. It is governed by its Constitution, Bylaws and Policies as well as the Province of BC Society Act. Every year, the club registers with BC registry and obtains a Certificate of Good Standing. Our volunteer board members are bound by Fiduciary Duties.

9.2. Club Finances

The top three sources of the club’s revenue are registration fees, fundraising, and gaming grants. Most of the club’s expenses are put toward coaching and pool rental.

As a Non-Profit Organization (NPO), the club is not allowed to make a profit unless it is unanticipated and incidental. Canada Revenue Agency has indicated that if the NPO accumulates assets more than what is required to carry out the purposes of the NPO; it will no longer be able to maintain its Non-Profit status. In addition, we may not be able to justify our application for gaming funds if our monetary surplus is too great. Any profits are re-invested in the organization in order to pursue its goals.

9.3. Members’ Financial Responsibilities

Registration: All registrations are paperless and done online through our website sosc.poolq.net.

An annual Swim BC & Swim Canada fee per swimmer is due at registration (based on the swimmer’s competitive level) and is collected by the club on behalf of Swim BC / Swim Canada. Swim fees are paid by Visa or Mastercard only. Invoices are sent out on the first day of each month, with fees being collected on the next business day. All members must have a credit card on file for the “auto-pay” system and must ensure their card is kept up to date. Please note that for administrative and security reasons, the club does not accept cash for any registration related payment or purchases.

9.4. Financial Support Program

Members may be eligible for financial assistance through several grants, including the (Canadian Tire) Jumpstart Program or Kidsport. The club is not responsible for applying for the assistance, but will support, within reason. Applying is the responsibility of the individual member. A non-exclusive list of available support is being assembled and will be available under the Resources tab of the website.

9.5. Mandatory Fundraising Activities

Fundraising activities generate valuable funds for the club. A portion of the club’s revenue is achieved through fundraising. Without it, the membership fees would have to significantly increase to sustain the club’s finances and prevent the Society from folding.

Most swim clubs will host regional/provincial swim meets as a major source of revenue. Unfortunately, with our current pool this is not possible it does not meet the standards for sanctioned swim meets.

We host a few major fundraising activities on a yearly basis where your participation is mandatory and much appreciated.

a. Swim-a-Thon - A fun distance challenge for all our swimmers that includes a post celebration and great prizes. We are revamping this season’s swim-a-thon fundraising a bit, so stay tuned!

b. Summerland Sprint Triathlon & Kids Aquathlon – Returning in Summer 2027, this event will be held at the end of July at Peach Orchard Park and is a huge fundraising opportunity for ORCA! As it is the largest fundraiser, each ORCA Family is obligated to have at least one family member or person volunteer for a role (leading up to the event or on the event weekend itself). NOTE: 1^st year ORCA families are exempt from this obligation, but their volunteerism is appreciated .

c. In-House Jamboree Mini-Meets – held twice a year at the Summerland Aquatic Centre. These Jamboree’s are entry level swim meets for all ORCA swimmers, but especially those who have yet to achieve the regional time standard for 200 Individual Medley (IM) of 4:00.00. In order to properly run this event, we require volunteer swim meet officials to assist. Parents/senior swimmers can even obtain Swim Canada official certifications. Contact the board for details.

The success of these mini meets relies on a good turnout of volunteers, as there will be lots of opportunities to volunteer. Once the Event shows up on our Newsletter, head over to its page and check out the jobs listed to find one you’d be able to do. There is no better way to support your swimmer than by officiating at a swim meet. Our official’s coordinator will run clinics throughout the season or notify the members of clinics being run in the area, giving parents plenty of opportunities to learn how to officiate. Parents and older swimmers (over 14 years of age) are encouraged to take these clinics. If a parent wants to take higher level clinics and progress as an official, the club will support them. Please contact the club official’s coordinator if you are interested.

For more information on officiating please visit swimming Canada website (swimming.ca- "introductions to swimming officiating")

The club’s Board of Directors is always looking for innovative ideas to fundraise. Please contact us with your suggestions!

10. Swim Equipment

10.1. Swim Equipment

Although the club provides a variety of equipment for swim practice (such as fins, pull buoys and kick boards), we recommend that as your child progresses in the sport, you purchase your own equipment. Prior to each season, a list of items will be sent out for each group, including required and optional gear. All gear is to be purchased at the expense of the family.

10.2. Team Aquatics

Team Aquatic Supplies (a team equipment supply store) sells a variety of swim equipment including swimsuits, caps, and goggles. You can purchase equipment directly from Team Aquatic Supplies, online store: “team-aquatic.com”. We will be adding other options soon.

10.3. Orca Gear

Each swimmer will receive an ORCA Cap upon registering. We also recommend that you obtain an ORCA swimsuit at the beginning of the season so your swimmer can proudly wear our team attire at practices, jamborees, and larger swim meets. Purchases can be made through our Equipment Manager or through Pool Queue.

11. Swim Meets

11.1. Types of Competition

There are different levels of Swim Meets that swimmers may participate in:

a. “Jamboree Swim Meets”
Are for swimmers in Development 1-4 who have not yet attained a Sub 4-minute in the 200m IM event. These meets are ½ day meets that are offered by clubs throughout the region during the swim season (October through to May). Summerland ORCA hosts two In-House Jamborees each year, just for ORCA swimmers, but we encourage all our Development swimmers to attend as many Jamborees as possible throughout the season. Jamborees are a lot of fun and give new swimmers and parents an idea of what to expect at a regional meet.

b. “Regional Swim Meets”
Once a swimmer can swim the 200m IM event under 4-minutes, they are invited to Regional 1 and can attend these meets. Regional meets are hosted by clubs all over the province. The majority of regional meets we attend are within the interior region of BC. These meets are a lot of fun. As part of competitive swimming, it is important for swimmers to attend the meets that their coach recommends. As swimmers improve, regional meets give swimmers opportunities to achieve Divisional/Provincial/National standards, qualifying for higher level competitions.

Swimmers usually race in heats with swimmers of similar entry times to start. At smaller meets there are often “timed finals”, meaning only one race per event. In larger meets and at Divisional/Provincial level meets, swimmers will compete in “prelims” to qualify for “finals”, where they swim against the other top swimmers in their age group. Age Groups vary depending on the meet, but generally follow close to the following: 12&Under, 13-14, 15&Over.

c. “Qualifier Swim Meets”
Qualifier meets allow swimmers who have achieved qualifying times (Divisional, Provincial, Western, Junior National, Canadian Trials, etc.) to compete at higher level events against others who have also achieved these age-specific times. These become exciting focal points of the season which we build our training plans around.

11.2. Swim Meet Entry Procedures

Summerland ORCA is a competitive swim club. Swimmers of all levels will be encouraged to attend swim meets. By early September each year, the majority of Swim Meets will be posted to the Meets & Events page of the Pool Queue for members to plan around. Several weeks in advance of any upcoming event, all eligible members will receive an email notification from the coach through Pool Queue with instructions or reminders to “Declare” or “Decline” for the event. In order to be entered in the meet, you must “Declare” online prior to the deadline. If you or your swimmer are not sure of which events to enter, please discuss with your coach and/or make a note in the comments section when declaring. All swimmer’s entries are ultimately up to their coach, however they will often take preference into account.

The swim meet fees for each meet are set out by the hosting club. All fees for individual events and Swim BC surcharges are to be paid by the swimmer, as well as the small “Coaching Fee” established in 2025/2026. The swim meet fees will be processed just before most meets, usually separate from the monthly dues.

To receive a refund after being registered in a swim meet, most host teams require a doctor’s note. Once we have received the refund from the hosting club, we will credit it to your account.

12. Discipline and Harassment

12.1. Untolerated Behaviour

The Summerland Orca Swim Club does NOT tolerate ANY of the following behaviors:

· violence

· harassment, abuse (verbal, physical, psychological, or sexual)

· bullying

· discrimination or substance abuse

Any club member, swimmer, parent, family member, guardian or coach displaying such behavior will be reviewed by the Head Coach and the Board of Directors. Unacceptable behavior may result in temporary suspension or dismissal from the club (without monetary refund or compensation). In severe cases, this suspension or dismissal can be made permanent. The club endorses the Canadian Anti-doping Program as well as the Swim BC and Swimming Canada Discipline and Harassment Policy. Summerland Orca also stands by the Safe Sport Code of Conduct.

Swim Canada: www.swimming.ca (refer to general code of conduct)

Swim BC: www.swimbc.ca

12.2. Discipline Policy

In general, coaches are responsible for discipline during training sessions and swim meets. If there are behaviour concerns, the swimmer should be addressed first by the coach, and if resolution has not been achieved then the swimmers’ parents can be involved. The parent liaison can be requested to be involved as well. If there is a serious breach of the swimmer’s code of conduct, or if the head coach and/or the parent liaison feel that the discipline issue is important enough to require further action by the club, then the Board of Directors will be notified. Disciplinary discussions will be documented immediately.

If necessary, a discipline committee, made up of at least three board members, will set a time to meet with the swimmer(s) involved and their parents or guardians on a timely basis. Written details of the concern should be presented to the committee before the meeting takes place. The committee will also seek information from appropriate witnesses to the situation if deemed necessary. At the meeting the swimmer will be given a fair and impartial opportunity to explain themselves. The committee will consider each situation on the merits of the information obtained. The committee will then inform the Board of Directors of the results of their investigation and meeting(s), and any recommended disciplinary actions. The swimmer and parents will then be notified by the club president or a designate.

Records will be kept of the meeting(s) and of any additional investigations or witness accounts. These records will be confidential.

13. Team Travel Policy

13.1. General

All swimmers are required to review the policy & a sign team travel code of conduct prior to each team travel.

Summerland ORCA Swim Club currently provides one opportunity each season for team travel (though this could be expanded to include training camps or qualifier meets in specific circumstances). Team travel meets or training camps are events where swimmers, along with coaches and chaperones, travel together to, during and from the team activity. This is a very rewarding activity that helps promote team bonding and allows swimmers an opportunity to experience the responsibility of representing our club and themselves in a positive fashion while attending a meet as a group. Team travels are a great experience for swimmers and have historically become some of the most memorable moments of kids swimming careers.

There is considerable time, energy and effort needed to plan and carry out a safe and successful team trip. The underlying priority is to foster a safe environment in which swimmers are given the best opportunity to perform at their highest individual level while learning independence and enjoying time with their teammates. Given this objective, it is understandable that the team travel policy is rather extensive, and it is expected that all club members involved will be aware of, and follow, the spirit of this policy. As a member of Swim BC, and due to our non-profit status, we must also comply with certain regulations and restrictions, some of which apply to the manner in which we plan, fund and execute team travel activities.

13.2. Travel Coordinator

The coordinator has the important responsibility of arranging the type of travel (renting buses, buying plane tickets etc.), arranging appropriate accommodation (hotel, billets, etc.), establishing the number of club members travelling, preparing rooming lists and enlisting and co-ordinating the screening of appropriate chaperones to accompany the coaches and swimmers. The travel coordinator, along with the head coach and board of directors, will determine swim meets or training camps that are suitable for team travel and make the appropriate inquiries at all of the appropriate levels to be able to formulate a travel plan.

13.3. Chaperones

Chaperones must have a criminal record check completed prior to volunteering.

The number of chaperones attending the team travel events will depend on the age and number of swimmers attending. Although it is a lot of work, being a chaperone can be a fun and rewarding experience, and travel and lodging is free!

The ratio of chaperone/coach to swimmer will be at least one chaperone/coach to eight swimmers.

The approved chaperones will be well-organized, enthusiastic, positive role models who are chosen well in advance of a team trip. It is a chaperone's responsibility to ensure that the swimmers are safe, rested, properly fed and compliant with the team rules. The priority is to help enable the swimmers to perform to the best of their abilities while building lifelong memories with their teammates. The chaperones will work closely with the coaches to coordinate the event, plan appropriate meals, implement curfews and schedules, and support the coaches with any items that will ensure a safe, fun, and successful trip.

Chaperones are ambassadors for the team and, as such, will be positive role models for the swimmers. They will expect and ensure the swimmers represent our team and our city well. Please refer to the appendix at the end of this section for a more detailed description of the duties of the chaperones.

13.4. Travel Package (for Chaperones)

Prior to each team travel event the chaperone should obtain a team travel package.

Team travel package must include the following:

a. List of swimmers attending which includes:

· current emergency contact information for parents/guardians

· medical/BC health care card number

· list of any allergies, food restrictions, medical issues (parent responsible for including these notes in sign-up)

· copies of travel code of conducts signed by swimmer/parent

b. List of duties and expectations

c. Access to the ORCA Handbook

d. Basic First Aid Kit

e. Itinerary (travel information, schedules, flights, ferry, buses etc.)

f. Meal plan, including grocery list and approximate times of meals

g. Room assignment layouts

h. Copy of Chaperone Duties/Team Travel Policy

13.5. Chaperone roles and responsibilities

Chaperones will work closely with the head coach and travel coordinator to establish the itinerary.

Here is an example of a chaperone's role in a team travel trip:

a. Pre-travel

The chaperone should be in communication with the travel coordinator/head coach regarding travel/accommodation plans and proposed nutrition stops. Chaperones will be supplied with a swimmer/coach list, travel schedule and accommodation schedule well before the trip. The chaperone should be at the departure point early to meet with the coaches and travel director. The chaperone will also need to be available for a planning meeting a few weeks prior to the event. Chaperones will help check the swimmers against the bus or plane list before departing and before returning and, at each stop, perform a head count. Please ensure that swimmers have all of their belongings with them.

b. Hotel / Accomodations

The chaperone will coordinate check-in upon arrival. Swimmers should have been pre-assigned rooms by the head coach/travel coordinator. Room assignments can only be changed under exceptional circumstances, and with approval from head coach. If in a hotel, the chaperones will obtain an extra key for each room for emergency access if the swimmers have no adult supervision in those rooms. Outgoing calls and paid TV should be blocked in the swimmers' rooms. The lead coach for the meet is responsible for setting the curfew time and the chaperones will ensure that the curfew is enforced. A room check will be conducted each day to ensure that all swimmers are in bed. Boys and girls may not be in the same room. A room check will be completed upon check-out. The chaperones are responsible for ensuring all check-out requirements are met and settling any outstanding expenses with the hotel, if necessary.

c. Food

Arranging for appropriate nutrition is a challenge. Advanced planning, as much as possible, can help to reduce the stress of cooking or arranging for nutritious food for hungry athletes. Scouting local restaurants and stores, checking menus, making reservations, or arranging for food to be delivered are some of the responsibilities, although resources will be provided by the head coach/travel coordinator ahead of time. Breakfast can often be eaten at the hotel, and, if there are no kitchenette units, there still can be arrangements for juice, muffins, yogurt, fruit, etc. Swimmers should know where you are set up at the pool for them to grab snacks needed.

d. Money and Passports

If the swimmers have money envelopes and/or passports, they should be collected before departure. Money will be handed out to swimmers as necessary on a daily basis to ensure that funds are not all spent on the first day.

Receipts for any money spent by the chaperones on behalf of the club should be collected and submitted to the travel coordinator/head coach for approval/reimbursement after the trip.

e. Discipline

Chaperones are responsible for swimmers whenever they are not on the pool deck, and, therefore, familiarity with the club code of conduct is mandatory. The chaperone may be required to manage and monitor medication taken by swimmers.

13.6. Preliminary Information Sheet

A preliminary information sheet will be sent via email and be posted on the website. This sheet will contain general information about the meet or training camp including the dates and location, method of travel, departure and return times and accommodation information. The approximate costs will also be communicated. In order to have plenty of time to prepare for team travel, the information sheet will be posted several weeks before the meet entry due date.

13.7. Permission Slip

A permission slip will be emailed to swimmers' parents directly and will also be posted on the website. Any new information regarding the swimmers' profile can be included on the permission slip. This is important to help prepare for possible situations in which the chaperones may need to make decisions regarding health issues. The permission slip also serves as a confirmation that the swimmer will be participating in the team travel event with the consent of the parents/guardians. The swimmer will not officially be enrolled in team travel until the permission slip is received.

13.8. Final Itinerary

Final itinerary will be emailed to all attendees at least one week before the meet. The finalized costs, meet details and other details will be provided on this final itinerary sheet.

After the deadline posted on the website, the club reserves the right to charge swimmers (either in full or in part) who cancel out of team travel and do not have a valid medical reason supported by a doctor’s note. Cancellation policy will be included in preliminary information.

13.9. Athletes

In general, swimmers must be 12 years of age or older to participate in team travel events, unless they are accompanied by a parent or given special permission by the coach. In this case a parent letter addressed to the club is required. It is anticipated and expected that the athletes will be on their best behaviour in order to maximize the benefit and fully appreciate the opportunity to travel together. The swimmer code of conduct (see appendix) must be signed by the swimmer and the swimmer’s parent or legal guardian and returned along with the permission slip in order for the athlete to be able to participate in the event.

13.10. Billeting

Occasions may arise when billeting is an appropriate and economical way to attend a swim meet or training camp. Again, this requires considerable planning ahead of time, and careful considerations need to be made for the ages and gender of the swimmers and the ability of the host team to accommodate our athletes. As of this writing, we do not currently have any billeting meets on our calendar, but will update this section with more information if such an opportunity arrises.

Appendix A:
Summerland Orca Swim Club Code of Conduct

All swimmers and families of The Summerland Orca Swim Club agree to:

1. Adhere to all International (where applicable), Canadian, Provincial, Municipal or host country laws.

2. Treat all individuals with dignity by:

a. Demonstrating respect to individuals regardless of body type, physical characteristics, athletic ability, nationality, national origin, religion, religious belief, political belief, economic status, race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, sexual orientation, gender, gender identity, gender expression, age, marital status, family status or disability.

b. Consistently demonstrating the spirit of sportsmanship, sports leadership and ethical conduct including:

i. Focusing comments or criticism appropriately and avoiding public criticism of athletes, coaches, officials, organizers, volunteers, employees and members.

ii. Acting to prevent or correct practices that are unjustly discriminatory.

iii. Consistently treating individuals fairly and reasonably.

iv. Show concern, empathy and caution towards others that may be sick or injured.

3. Act with integrity and professionalism by:

a. Being ethical, considerate, fair, courteous and honest in all dealings with people and organisations

b. Accepting responsibility for your actions

4. Operate within the rules and spirit of the Sport including:

a. Following the national and international guidelines that govern Swimming Canada.

b. Being aware of and complying, at all times, with Swimming Canada’s bylaws, policies, procedures and rules and regulations, as adopted and amended.

5. Refrain from any form of abuse, harassment or discrimination towards others;

a. Harassment: comment or conduct, directed towards an individual or group of individuals, which is insulting, intimidating, humiliating, malicious, degrading or offensive

b. Sexual Harassment: unwelcomed sexual advances, requests for sexual favours or other verbal or physical conduct of a sexual nature.

c. Abuse: A misuse of power which uses the bonds of intimacy, trust and dependency to make the victim vulnerable.

d. Discrimination: is an action or a decision that treats a person or a group negatively for reasons such as their race, age or disability.

6. Abstain from the use, possession, and the supply of banned substances and practices.

a. Summerland Orca Swim Club adopts and adheres to the Canadian Anti-Doping Program. Infractions under this Program shall be considered an infraction of this Code.

7. Refrain from the use of power or authority in an attempt to coerce another person to engage in inappropriate activities.

8. Refrain from consuming alcohol, tobacco, mari8888, and vape products while participating in Summerland Orca Swim Club programs or events.

9. Use social media responsibly, modeling appropriate behaviour.

10. Respect the property of others and not willfully cause damage.

11. Report any alleged infractions of this code of conduct.

12. I understand that failure to comply with the above expectations can result in possible disciplinary actions.

___________________________ ___________________________

Parent/Guardian signature Swimmers’ signature

Appendix B:
Summerland Orca Swim Club Team Travel Policy & Code of Conduct

(to be reviewed & signed prior to every team travel event).

I understand that participating in team travel is a privilege.

As a swimmer I agree that:

Summerland ORCA Swim Club swimmer code of conduct applies to team travel.

I will respect coaches, team mates and chaperones.

I will conduct myself in a safe and responsible manner at all times and be an excellent ambassador for the Summerland ORCA Swim Club.

I will follow the rules as set down by the coach and/or chaperone.

I will remain with the team at all times unless otherwise directed by coach or chaperone.

I will respect property and any wilful damage that I have caused will be the responsibility of my family to pay for.

I will be polite and not behave in any way that may cause harm, humiliation or embarrassment to another individual.

I understand that the accommodation rooms are designated by the coaches/chaperones prior to travel. I understand that I am not allowed in another swimmers’ room without approval from the coach/chaperone. This room policy will be strictly enforced.

I understand that I can be sent home at my parents’ expense at the coach/chaperone’s discretion if this is necessary for behaviour issues or for breaking any club policy.

I understand that failure to comply with the above expectations can result in possible disciplinary actions (including not being able to participate in future team travel opportunities).

___________________________ ___________________________

Parent/Guardian signature Swimmers’ signature

Appendix C:
Summerland Orca Swim Club Dispute Resolution Policy

Definitions

1. The following terms have these meanings in this Policy:

a) “Parties” -The Complainant, Respondent, and any other Individuals, persons, or organizations affected by a dispute.

b) “Individuals” -All categories of membership defined in Summerland Orca’s Bylaws, as well as all individuals employed by, or engaged in activities with Summerland Orca including, but not limited to, athletes, coaches, officials, volunteers, managers, administrators, committee members, and directors and officers of Summerland Orca.

c) “Mediator”–a neutral person who assists the parties in a dispute in communicating and negotiating a settlement.

d) “Alternate Dispute Resolution”-processes and techniques that act as a means for disagreeing parties to come to an agreement short of litigation.

e) “Society” -Summerland Orca

Purpose

2. Summerland Orca supports the principles of Alternate Dispute Resolution (ADR) and is committed to the techniques of negotiation and mediation as effective ways to resolve disputes. ADR also avoids the uncertainty of costs, and other negative effects associated with lengthy complaints or appeals, or with litigation.

3. Summerland Orca encourages all individuals and parties to communicate openly, collaborate, and use problem-solving and negotiation techniques to resolve their differences. Summerland Orca believes that negotiated settlements are usually preferable to outcomes resolved through other dispute resolution techniques. Negotiated resolutions to disputes with and among individuals are strongly encouraged.

Application

4. This Policy applies to all Individuals.

5. Opportunities for Alternate Dispute Resolution may be pursued at any point in a dispute within Summerland Orca when all parties to the dispute agree that such a course of action would be mutually beneficial.

6. At any time, Summerland Orca may exercise the discretion to escalate a complaint to the Discipline and Complaints Policy.

7. This Policy does not supersede any other Summerland Orca policy.

Mediation

8. If all parties to a dispute agree to Alternate Dispute Resolution, a mediator acceptable to all parties shall be appointed to mediate or facilitate the dispute. The mediator shall be sourced from contacts within the sport community and will be familiar with the role. In appropriate circumstances the Executive Director may act as a mediator, subject to acceptance by both parties to the dispute.

9. The mediator shall decide the format under which the dispute shall be mediated and shall specify a deadline before which the parties must reach a negotiated resolution.

10. Should a negotiated resolution be reached, the outcome shall be reported to Summerland Orca. Any actions that are to take place as a result of the resolution shall be enacted on the timelines specified therein.

11. Should a negotiated resolution not be reached by the deadline specified by the mediator at the start of the process, or if the parties to the dispute do not agree to Alternate Dispute Resolution, the dispute shall be considered under the appropriate section of Summerland Orca’s Discipline and Complaints Policy or Appeals Policy.

12. The costs of mediation will be shared equally by the parties or based upon Summerland Orca’s sole discretion, paid by the Society.

Final and Binding

13. Any negotiated resolution will be binding on the parties. A negotiated resolution may not be appealed.

14. No action or legal proceeding will be commenced against Summerland Orca or its Individuals in respect of a dispute, unless Summerland Orca has refused or failed to provide or abide by the dispute resolution processes set out in its governing documents, including the Summerland Orca Discipline and Complaints Policy and Appeals Policy.

Appendix D: (UNDER REVIEW)
Summerland Orca Swim Club Screening and CRC Policy

Title: Summerland Orca Swim Club Screening and Criminal Records Check Policy

Next Policy Review (minimum every two years): In progress – Summer 2026

1. Definitions
The following terms have these meanings in this Policy:

a) “Criminal Record Check (CRC)” – a search of the RCMP National Repository of Criminal Records to determine whether the individual has a criminal record.

b) “Criminal Records Review Program” - Government of BC program providing organizations and applicants an option to submit CRC’s electronically

c) “Criminal Records Review Act” - the Act

d) “Designated Categories” - roles, areas of employ or volunteerism as defined by Swim BC

e) “Individuals” – includes employees, volunteers, or contractors whose position is one of trust or authority or interaction with minors and vulnerable adults. Personnel may include but is not limited to Summerland Orca Swim Club, Coaches, Board of Directors, Team Managers, Chaperones and Officials.

f) “Member Club(s)” - any organized group of persons associated for the purposes of swimming and registered as a Member of Swim BC.

g) “Society” or “Club”– Summerland Orca Swim Club.

h) “Screening Officer” – a designated individual within Summerland Orca Swim Club structure who will be responsible for receiving, reviewing and recording all CRC’s and determining whether any CRC reveals a Relevant Offence.

i) “Club hosted event” - All competitions where activities occur in a sporting environment as defined in the Swim BC Code of Conduct and Ethics Policy.

j) “Vulnerable Adult” - means an individual 19 years or older who receives health services, other than acute care, from a hospital, facility, unit, society, service, holder or registrant as referred to in the Act.

k) “Work with children” - means working with children directly or having or potentially having unsupervised access to children i. In the ordinary course of employment,

ii. In the practice of an occupation,

iii. During the course of an education program, or

iv. While providing services as a volunteer;

l) “Work with vulnerable adults” - means working with vulnerable adults directly or having or potentially having unsupervised access to vulnerable adults i. In the ordinary course of employment,

ii. In the practice of an occupation,

iii. During the course of an education program, or

iv. While providing services as a volunteer.

2. Purpose

a) Summerland Orca Swim Club is required to adhere to the Province of British Columbia’s Criminal Record Review Act.

b) Summerland Orca Swim Club has an ethical, moral, and legal responsibility to provide a safe sport environment for its program participants and staff.
c) Summerland Orca Swim Club understands that screening personnel and volunteers is a vital part of providing a safe sport environment for all Individuals.

3. Application

a) Swim BC has identified Individuals in Designated Categories who, based on their role, require screening through a CRC.

b) Designated Categories have been established for application of this policy and are considered to include persons who work closely with children and vulnerable adults, and who occupy positions of trust and authority within Swim BC and Member Clubs. Swim BC will determine, based on age of participants, setting, nature of the activity and degree of supervision, which designated categories of persons will be subject to screening through a CRC

c) Individuals in the following Designated Categories are subject to screening in accordance to this policy:

i. Summerland Orca Swim Club Board of Directors (if applicable);

ii. Volunteers and paid contractors appointed to accompany Summerland Orca Swim Club to events or competitions;

iii. All registered coaches of Summerland Orca Swim Club;

iv. Summerland Orca Swim Club Registered Level 3, 4 and 5 officials;

v. Other positions as may be determined by Swim BC from time-to-time.

4. Screening Procedures

a) All Individuals in Designated Categories seeking positions with Summerland Orca Swim Club will ensure a current CRC is on file with Summerland Orca Swim Club prior to being confirmed for the position;

b) Summerland Orca Swim Club New Board members will submit a CRC within 90 days of being elected or appointed to the Board of Directors.

c) At its sole discretion, Summerland Orca Swim Club may agree to accept a “Shared Result” of a previous CRC performed in BC under the Criminal Records Review Program, if such a check was performed within 18 months. The individual sharing their previous results will have to undergo future CRC’s in compliance with the required maximum 3-year period between checks as stated in this policy.

d) If an individual already employed with or volunteering for Summerland Orca Swim Club did not complete a CRC upon initial application, a CRC will be required upon request.

e) Failure to participate in the screening process may result in the individual’s ineligibility for the position sought.

f) Any Individual in Designated Categories referenced in 3(c) applying for positions, other than permanent staff positions and Board of Director positions with Summerland Orca Swim Club shall obtain their own CRC.

5. Relevant Offences

a) Relevant offences are those offences for which pardons have not been granted, as defined in the Criminal Records Review Act of the Province of British Columbia as Relevant and/or Specified Offences or other such offences as may be determined by the Act. Swim BC additionally considers any criminal offence involving the use of a motor vehicle; any child pornography offence; any violations for trafficking under the Controlled Drug and Substances Act; any crime of violence including assault; any criminal offence involving a minor or minors; any criminal offence involving theft, fraud, or embezzlement; or any sexual offence involving a minor or minors, to be a relevant offence.

b) If a director or employee of Summerland Orca Swim Club is charged with or convicted of an offence, that person must report the charge or conviction to Summerland Orca Swim Club within 72 hours. Summerland Orca Swim Club must request that the charged or convicted person obtain a new CRC and determine if that person is suitable to continue carrying out their duties.

c) An Individual’s conviction of any criminal offenses may result in expulsion from Swim BC and/or termination from any designated positions, program, activity, or event upon the sole discretion of Swim BC.

6. Criminal Records Review Timing

Swim BC requires that a CRC be conducted every three (3) years. Notwithstanding this, Swim BC may at any time request that an individual in a Designated Category provide a CRC to Swim BC if Swim BC has grounds to believe that results of the CRC obtained previously are no longer accurate.

7. Records

Written records obtained in the course of implementing this policy will be maintained in a confidential manner conforming to the British Columbia Personal Information Protection Act and will not be disclosed to others except as required by law, or for use in a legal or disciplinary proceeding.

Other Sources of Information

Other useful websites which contain a wealth of information on the sport of swimming include:

Swim BC (swimbc.ca)

Swimming Canada (swimming.ca)

Summerland Orca Swim Club Handbook

(Updated Summer 2026)

Contents:

Introduction

Appendix D: (UNDER REVIEW)Summerland Orca Swim Club Screening and CRC Policy

Appendix D: (UNDER REVIEW)
Summerland Orca Swim Club Screening and CRC Policy