Policies and Procedures | uOttawa Gee-Gees

1. Intramural Programs Informed Consent Policy

All players are required to fill out an informed consent waiver prior to any participation with Intramural programs. This waiver releases the University of Ottawa, its directors, officers, employees, students, volunteers, and other representatives from all liability, claim, demand or action for any present or future loss, damage, injury or expense that the participant may suffer or that their next of kin may suffer arising from use of facilities or participation in our programs. This form is attached to the bottom of all individual registration forms.

2. Intramural Programs League Rules Policy

All league rules are posted on the following website

3. Policies Concerning Participants in Intramural Programs

3.1 Team Captain

Each Intramural team at the University of Ottawa will select their team captain. The captain is ultimately responsible for all organization of the team and communication between team members and their league supervisor. It is very important that the captain attends all league games and communicates all pertinent information to teammates. Team captains must ensure all games run smoothly and players maintain a competitive, yet enjoyable Intramural experience.

The Team Captain must:

Inform all team members of the league schedule;
Communicate to team members any pertinent information throughout the season such as cancellation of games, results, rules, etc.;
Ensure that all teammates conduct themselves respectfully;
Inform all team members that the A.S.C. forms are available from the League Supervisor, at the Intramural office and online.
Inform the assistant captain of all duties and responsibilities in the case of their absence. (Make certain the assistant captain relays any changes or pertinent information);
Fill out game sheets prior to a game in certain leagues and listen for any instructions the referees may have (i.e. no jewellery, etc.);
Notify the referee and league supervisor of any faulty or missing equipment;
Report any team changes, concerns, etc., to the referee, as well as verify results and sign game sheets / incident forms / or accident forms;
Participate in the game “Toss” (to determine home and away);
Fill out the Incident Report, if necessary, for any party (or parties) involved in an accident or dispute. In the event that the party involved is unconscious, the captain may have either the referee or a third party provide the necessary information;
Inform client services in the event of a medical emergency.
Inform teammates of suspensions after notification is given by Head Referee.

Team Captains should be aware of the following:

Registration of a team is the full responsibility of the team captain. Team captains must bring all completed forms / waivers and money to Sport Services (Montpetit Hall 102) by the registration deadline.
A team or individual is ineligible to register if they have incomplete forms, unsigned waivers, and/or insufficient funds.
Registration is strictly “First Come, First Serve”. In the event that a league is filled, a waiting list will be made available for individuals who still wish to play.
An assistant captain must be appointed prior to any league meetings or games. In the case of an absent team captain, he or she will fulfill all captain responsibilities.
eam Captains will receive a schedule informing him/her of the dates and locations of captains’ meetings.
Team Captains MUST attend these meetings; if he/she is not available there must be a team representative in attendance (preferably the appointed assistant captain). If no team representative is available to attend this meeting, the team’s participation will AUTOMATICALLY be revoked.

3.2 Players

As a member of the Intramural Programs at the University of Ottawa, each player must be aware of his/her individual responsibilities. Although there are many policies and procedures for team captains, supervisors, and officials to follow to make the league a success, players too have a large role in creating an enjoyable and competitive atmosphere. Without the genuine interest and commitment to play, teams will not get the most for their time or money. Thus, we offer a few things to keep in mind as a team member of the Intramural Program.

All players are responsible for:

Presenting a valid photo ID card at all times to access Sports Services.
Wearing the intramural t-shirt/jersey at all games.
Calling your team captain if you are unable to make a game.
Obtaining any information you may have missed if absent from a game.
Obeying league rules, policies, and procedures.
Respecting all calls made by officials! Verbal or physical abuse toward the referees will not be tolerated.
Signing forms if necessary (major accident form, incident form, etc.).

Players should be aware of the following:

To register, you must complete all forms / waivers and pay registration fees to Sport Services by the registration deadline either in person or online, if registering as an individual. If you are registering with a team, it is important you pay your team captain as soon as possible as there are a limited number of teams accepted into each league, and registration is “First Come, First Serve”!
It is important for you to familiarize yourself with the rules in case any changes are made to better accommodate the league.
You must be able to provide your own equipment if it is not provided by the league.
You should have a copy of team phone numbers in the case that someone cannot make a game, a game has been cancelled, etc.

3.3 Player Stipulations

A player can only play on one team per league, but may play in all other sports or leagues offered. Competitive varsity team athletes (currently on roster) cannot play in their sport, but they may play in all other sports offered. There may be no more than 2 varsity athletes on any team at any given time.

Notice for bar admission students, medical interns and notary students: these participants are considered alumni, because they don’t pay accessory fees. They therefore cannot be given the status of a Sports Services member.

4. Spare Players

Please note that unlike in the past, Intramurals will no longer be accepting participants as “spare players”. All peoples who wish to participate must pay a registration fee whether it is an internal or external individual fee or a team fee.

5. Emergency Protocol

If a medical emergency occurs, it is important to have an emergency protocol in place. Each team captain, League Supervisor and official (as well as the Assistant Coordinator) has an outline of the necessary procedures to follow, thus ensuring the safety and security of all players. An emergency protocol will help those involved handle the situation in an efficient and safe manner. It is important that each participant receiving this information read over the next section carefully and be aware of the procedures provided.

In the case of a medical emergency:

Match play should be immediately ceased by the official(s) on hand.
If the incident appears life-threatening, the team captain must send for immediate help from the Client Services desk and inform them of the situation.
If the incident appears minor, and the League Supervisor is not present, the team captain must be sent to find him/her.
The League Supervisor can assess the nature of the injury and determine whether additional medical help is required.
All players not involved must return to their respective benches.
The person(s) administering First Aid/CPR (if necessary), whether it be the League Supervisor or Client Services Representative, must fill out the major accident report (Major accident report - a detailed medical document on the injured party’s condition.)
The team captain is in charge of collecting all the necessary information from the injured party (or parties), if conscious, and filling out an incident report (Incident report - an outline of how, when, and where the incident happened, recalling who was involved and what was done - includes a sketch).
If the injured party(s) is unconscious, the team captain may have either the referee or a third party provide the necessary information (have another witness review the information and initial to ensure it is valid).
Those present with the injured party should do everything possible to relax the player and keep other players or spectators from crowding the incident.
In the case that a player can be safely removed from the playing area, he/she should be cared for on the sidelines until other help arrives or he/she is able to leave safely.
If you see blood on the gym floor, use the spill kit (at the desk) to clean before resuming play.
Once the situation has been taken care of, officials may resume regular game play.
Due to time constraints, no lost time will be made up at the end of regulation time.
League supervisors and team captains must always notify the front desk if a medical kit is required.
League supervisors must initial all forms once completed.
Protection Services (ext. 5411) should be notified directly if there is no Supervisor or Client Services Rep. available.

6. Intramural Programs Suspensions/Discipline Policies

All suspensions/discipline are done at the discretion of any/all of the following: Referees, Head Referees, League Supervisors, the Assistant Coordinator, and/or the Head Coordinator.

6.1 uOttawa Intramural Programs Suspension Guidelines

GENERAL CLASSIFICATION GUIDELINES

Class 1 – Incident is relatively minor, however it should be addressed and could warrant some disciplinary action or probation

Class 2 - Inappropriate behaviour; warrants disciplinary action limited to the immediate activity

Class 3 - More serious incident with longer lasting consequences limited to the immediate activity

Class 4 - Very serious incident; actions should result in an Intramural program-wide ban

Class 5 – Extremely serious incident; actions should result in an Intramural program-wide ban as well as the potential for further sanctions from Sports Services and/or the University

CLASS 1 (minimum 1 game suspension)
Including, but not limited to:

Excessive arguing with officials or Sports Services staff
Unsportsmanlike/disruptive conduct
Minor penalties for checking from behind (hockey)
Major penalties 2 yellow cards in one game for outdoor/indoor soccer or ball hockey
2 technical fouls in one basketball game

CLASS 2 (minimum 2 game suspension)
Including, but not limited to:

Excessive arguing (aggressive behaviour, profanity, intimidation) with officials or Sports Services staff
Getting involved in an physical altercation
Verbal abuse directed at official, Sports Services staff, or another Campus Recreation participant
Use of racial or sexually degrading language
Squirting a water bottle at an opposing participant
Fraudulent act - i.e. Intentional misrepresentation

CLASS 3 (minimum 5 game suspension)
Including, but not limited to:

Intentional striking to the head of a participant - with one’s body (example: elbow, fist, foot, knee, etc.)
Intentional striking to the head of a participant with ball or other object
Spectators getting involved in an physical altercation w/ participants or an official
Squirting a water bottle at an official, building supervisor, or Sports Services staff
Violating a probationary measure
Travesty of the game penalty
Instigating
Playing while intoxicated

CLASS 4 (minimum league ejection)
Including, but not limited to:

Intentional striking to the head of a participant - with one’s body (example: elbow, fist, foot, knee, etc.)
Intentional striking to the head of an participant - with stick
Intent to Injure a participant (bodily harm)
Fighting (defined as an exchange of blows)
Shoving or striking an official, building supervisor or Sports Services staff Intentional spitting on/at a Sports Services staff or participant
Using racial or sexual degrading language or gestures directed at a participant, official, building supervisor, or Sports Services staff
Playing while suspended
Leaving the bench sideline with the purpose of getting involved in an altercation
Leaving the penalty box/returning after being ejected with the purpose of getting involved in an altercation
Vandalism, destructiveness or abuse of equipment and/or facility
Illegal participant - playing for a team without being on the roster (team penalties may apply)

CLASS 5 (minimum 365 day suspension)

A number of the above listed incidents maybe classified as a Class 5 , depending on the severity of the incident

Note: Each Class gives a minimum suspension but is not limited to a maximum. Lifetime bans can be given if deemed necessary.

6.2 Suspension Notification Policy

If suspended, the participant will not be given direct contact by Intramurals or its employees. The league will notify the captain of the team of which the participant belongs. It is the responsibility of the captain to ensure that the suspended player does not attend any matches which they are suspended from.

The team captain will be notified by the Head Referee of any suspensions. If there is no Head Referee for that sport, the team captain will be notified by a representative of the Intramural Program (i.e. League Supervisor, Coordinator).

7. Intramural Programs Appeals, Suggestions, Complaints Procedures

In the event that a player, official, or supervisor would like to file an appeal over a dispute, a concern, etc. he/she must follow the Sports Services Appeal Procedure. An Appeal Procedure has been set up to provide fair opportunity to all those involved with the Intramural program. The procedure also limits any confusion on the steps taken, and further provides uniformity to the process.

APPEALS CONCERNING DISIPLINE (IE: SUSPENSIONS) WILL NOT BE CONSIDERED!

Step 1
Fill out (Please Print) an “ASC” Form available from the League Supervisor, the Intramural office (MNT 102) or online at: www.geegees.ca/sites/all/themes/geegees/intramurals/intra_asc_e.pdf

Step 2
Deliver the Form to the League Supervisor or Assistant Coordinator no later than 48 hours after the game in question. Ensure that the Sport, the Time of the game and the Date submitted are well written on the form.

Step 3
The Assistant Coordinator and Head Referee meet to discuss a possible resolution in a timely manner. (The League Supervisor may be involved depending on the situation). The resolution process can involve meetings and interviews with all parties, including the players involved.

Step 4
The Assistant Coordinator and/or the Head Referee (or League Supervisor) meets to discuss the final decision. The party (or parties) involved will be notified by the Head Referee or the League Supervisor no later than 24 hours before the players’ next game.

ALL decisions made after the appeal are FINAL!!

8. Intramural Programs Performance Bond Policy

To promote game attendance, we require that all teams pay a $20 or $50 (for hockey) Performance Bond* penalty fee if they lose a game by default. This fee must be paid at the Intramural office – Montpetit 102.
The payment receipt must then be presented to the League Supervisor. The team defaulted against will receive full credit for a victory. Scoring for these defaults is provided in each league’s rules.

The following will occur in the event of a team default:

Captain has up to 48 hours before the teams’ next game to pay the Performance Bond* fees.
If the Performance Bond* fees are paid, the team proceeds with the regularly scheduled game.
If the Performance Bond* fees are not paid, the team will lose the next game by default and the team will be suspended until further notice and no refunds will be granted.
All fees due to default will be kept in a fund and go towards the Intramural program.

Rule exceptions:

Absence prompted by academic requirements - must submit proof.
Bad weather (snow storm, etc).

Written notice must be given to the Coordinator or Assistant Coordinator at least three working days before the game.

9. Sports Services Cancellations Policies

9.1 Refunds

For all refunds, your original receipt is required.
Full refunds are issued if the league is cancelled.
Exceptions are made if a medical certificate is provided.

9.2 Withdrawals

If you are unable to participate in the activity, a $10 or 10 % administration fee (whichever is higher) will be deducted from the initial price. You may withdraw no later than the second meeting of the activity.
There are no refunds after the second week of courses.

9.3 Returned Cheques

An administrative fee of $25.00 is applied to any returned cheques.

9.4 Program Cancellations

All program dates, times, locations and fees are subject to changes. For most up to date information, please consult our website at www.geegees.ca
For cancelled programs, please consult section 9.1 for refund information.

9.5 Game Cancellations

Intramurals reserves the right to cancel games without notice for a variety of reasons. These games will not be made up and will not directly affect standings. These reasons include, but are not limited to: facility malfunctions, insufficient participants, and extreme weather.

10. Intramurals Programs Equipment Policies

10.1 Loaning/Renting Equipment Policy

Please note that the Intramurals program no longer loans or rents equipment. Please ensure that you have proper equipment prior to your game to ensure entry.

10.2 Improper Equipment Policy

Intramurals and its officers (i.e. referees) reserve the right to deny access to sports facilities to participants who do not have proper equipment as per individual league guidelines. These guidelines are available online. Simply click on the sport requested to view acceptable equipment.
Intramural employees may deny participation by those whose equipment is:

Not properly fitting
Is not approved by the CSA
Is missing entirely
Is deemed unsafe/dangerous
Is used improperly (i.e. a sock used as a neck guard)

Wearing of improper/missing equipment may result in suspension/discipline given league rules and regulations. These suspensions/disciplines are at the discretion of the Intramural programs staff and referees.

11. Intramural Programs Policy Concerning Access to Facilities

11.1 Entrance to Facilities

When attending your game, ALWAYS bring your uOttawa student card, or an access card. Access cards are for external participants and can be obtained at either the Sports Services desk in the basement of Montpetit, or at the Client Service desk at the Mann Street entrance of the Sports Complex at 801 King Edward. These are the only valid forms of identification that Intramural staff will recognize for entrance to games.

Also, players who appear to be intoxicated will not be allowed access to facilities and may be subject to a suspension at the discretion of the League Supervisor/Intramural Co-Coordinator.

Access to facilities is also forbidden for those who are under suspension. Any attempt to access playing facilities while under suspension (including attempting to impersonate a teammate) will result in that suspension being extended at the discretion of the League Supervisor/Intramural Coordinator.

11.2 Security of Facilities

Intramurals makes no guarantees concerning any lost, stolen or damaged personal property. It is solely the responsibility of the participant to ensure that all valuables are safe and secure. Intramural programs suggests leaving all valuables at home when participating in our leagues.

Please note that lockers are provided at both the Montpetit and Lees facilities. Participants are requested to bring their own locks if they wish to use these lockers. No locks will be provided by Intramurals or Sports Services.

12. Sports Services Parking Policy

12.1 Parking Fees

In order to park a vehicle on the University of Ottawa campus, members shall pay the appropriate fees established by the Parking & Traffic and Sustainable Transportation Office.

12.2 Short-Term Parking

Many parking lots are equipped with meters. Metered parking is enforced from 07:00 to 23:00, 7 days a week. For additional information, please contact the Parking & Traffic and Sustainable Transportation Office at 613 562-5785.

Participants in activities at the Sports Complex, at Montpetit Hall, or at Lees Avenue are required to pay parking fees. Note: Parking passes will not be issued to participants. It is their sole responsibility to find adequate parking.