PICC Policies

PICC CODE of CONDUCT

The canoe club is a team of people who all want to enjoy paddling. After safety, ensuring that everyone has a great time on the water is the club’s primary goal. When club members meet the following expectations, it allows all members to enjoy a positive experience.

Safety: Wear your lifejacket every time you go on the water. Follow safety rules at all times, and immediately alert a coach if you anticipate a threat to anyone’s safety. The club’s safety boats help keep paddlers safe, but motorized watercraft can also be dangerous. Steer clear of them! Stay with your coach when you are on the water.
Respect: Treat others with respect and kindness. Do not use aggressive behaviour to threaten or intimidate others. Refrain from using offensive or explicit language. Be patient and positive with yourself and others.
Communication: Make sure that you clearly communicate with your coach about your goals and any challenges you might be experiencing, especially if you suspect a possible injury.
Consideration: Don’t engage in disruptive behaviour. Never allow your actions to threaten people’s safety or to spoil other people’s experience.
Harassment/Discrimination: The canoe club fosters a safe and inclusive environment. Do not harass people or animals. Do not exclude others or use demeaning or discriminatory language/actions based on sex, race, identity, etc.
Participation: Everyone is expected to participate. Trying a new activity can feel intimidating, but every time you give an honest effort, you improve. Be brave and try. It’s healthy to struggle at first. Remember that everyone has been a beginner at some point!
Equipment Care: Our boats and paddles are used by multiple participants every day. This equipment is expensive and cannot be easily replaced. Be careful with the equipment you use. Get permission before using private boats. Don’t remove hardware. Protect kayak rudders- they are easily breakable. Avoid hitting objects with your boat or paddle.
Doing Your Share and Helping Others: Paddlers are expected to carry their equipment to the water and store it appropriately at the club after practice. Check to see if fellow paddlers need help carrying their equipment. Let your coach know if you require help.
Teamwork: In teamboats, each crewmember is expected to work together to create the best possible experience for themselves and everyone else. Teamboat problems belong to the entire crew. Don’t assign blame. Highlight things that are working well, and focus on the outcomes you want.
Respect for the Environment: The canoe club shares a public beach and borders a nature reserve. Keep the club, beach area, and water clean and tidy. Be courteous to other beach-goers and the wildlife we share our space with. Do not litter or pollute. Leave your lunch area cleaner than when you arrived. Pick up litter when you see it.
Integrity & Honesty: Be honest and fair, and give others the benefit of the doubt.

Progressive Discipline:

Members who do not meet club expectations threaten others’ enjoyment of our sport. When this occurs, the club will follow a progressive discipline process, beginning with a verbal warning and/or notification to parents/guardians.

If an issue arises, the member’s coach will bring the unacceptable behaviour to their attention and review club expectations. The coach may also call a parent or guardian to collaborate on possible solutions.

Severe or persistent violations will lead to immediate removal from the program without eligibility for a refund.

PICC cultivates a safe, positive, and welcoming environment.

2026 PICC Concussion Code of Conduct for Athletes and Parents/Legal Guardians

All Petrie Island Canoe Club athletes and parents MUST read and understand the below PICC Concussion Code of Conduct and MUST sign this document, acknowledging that they have read and understood it in its entirety.

I will help prevent concussions by:

Using appropriate equipment for my level of ability
Respecting the rules and expectations set out by the Petrie Island Canoe Club
My commitment to fair play and respect for all (respecting other athletes, coaches, team trainers, and officials

I will care for my health and safety by taking concussions seriously, and in doing so I understand that:

A concussion is a brain injury and has both short-term and long-term effects
A blow to my head, face, neck, or body that causes my brain to move around inside my skull may cause a concussion
I have a responsibility and commitment to recognizing and reporting potential concussions, including self-reporting of a possible concussion. This means reporting to an adult when I am aware of any individual suspects that another individual may have sustained a concussion
If I suspect I may have sustained a concussion, I should stop participating in activity immediately and report to an adult whom I trust
Continuing to participate in further activity, whether practice, competition, or otherwise, with a possible concussion will increase my risk of severe symptoms and increased injury

I will not hide concussion symptoms for myself OR for others. I will speak up for myself AND for others:

I will not hide my symptoms if I experience a possible concussion. I will tell a coach, parent, official, or other adult whom I trust
If someone else tells me they are experiencing concussion symptoms, I will tell a coach, parent, official, or other adult whom I trust
If I see signs that someone else may be experiencing concussion symptoms, I will tell a coach, parent, official, or other adult whom I trust
I am committed to sharing any pertinent information regarding removal from sport incidences. I will notify all sport teams/organizations I participate with of my concussion diagnosis. (For example, if I sustain a concussion in hockey, I will notify my soccer coach at school and my paddling coach at the club, so that both coaches can support my recovery)

I respect my health and will take the time I need to recover:

I understand that if I experience a potential concussion I will be removed from sport and will not be able to return to training, practice, or competition until I have been cleared by a medical doctor
I am committed to a safe return to sport process for myself and for others
I will respect my coaches, trainers, officials, parents, health care professionals, and medical doctors regarding my health and safety and that of others

By signing below, I acknowledge that I have fully read, understood, and committed to this PICC Concussion Code of Conduct*

PARTICIPANT NAME (please print):
PARTICIPANT DATE OF BIRTH (MM/DD/YYYY):
PARTICIPANT SIGNATURE:

PARENT/LEGAL GUARDIAN NAME (FOR MINOR PARTICIPANTS ONLY):
PARENT/LEGAL GUARDIAN SIGNATURE:

SIGNING DATE (MM/DD/YYYY):

PICC Volunteer Policy

1.0 EFFECTIVE

This policy takes effect February 1, 2026.

2.0 PURPOSE & SCOPE

2.1 Purpose

This policy lays out the expectations and management practices of the volunteer program at the Petrie Island Canoe Club (the “Club”) and outlines the expectations that define member responsibilities with respect to mandatory volunteer commitment for families with athletes participating in our sprint canoe kayak programs.

The Club is a not-for-profit organisation that depends on the participation of all its members to ensure regatta safety and a successful experience for all athletes and coaches. Low volunteer commitment at regattas can lead to the need for hiring positions like boat drivers and canteen staff or being issued fines by the Eastern Ontario Division (EOD) of Canoe Kayak Canada for incomplete volunteer hours at EOD-hosted regattas. To support this policy and our members, the Club will ensure that volunteer positions are explained and available to our members early in the season and provide training opportunities such as officiating and boat driving.

2.2 Scope

This policy is issued under the authority of the Petrie Island Canoe Club’s Board of Directors. This policy is applicable to all registered members of Sprint programs.

3.0 POLICY

3.1 Volunteer Commitment

Each individual or member family is required to complete the following to meet the volunteer requirements:

3.1.1 Volunteer Commitment - The Club

Minimum 8 volunteer hours per individual or family at Club hosted events or Club work tasks. A home regatta shift typically involves a 4-hr morning or afternoon shift. Work tasks may range in shift length from 1 to 4 hours and may include team work days, clean up days, general repairs etc.

This volunteer commitment applies to:

● Families with members in U10, U12, U14 Youth Sprint Racing programs.

● Individuals or families with athletes in U16+ Sprint Racing programs.

● Adult Sprint members (Masters).

3.1.2 Volunteer Commitment - EOD

Minimum 2 shifts per individual or family at EOD hosted events. An EOD shift typically involves a 4-hour morning or afternoon shift. NOTE: EOD will issue fines for clubs that do not meet their allocated volunteer quota. The Club will keep members with volunteer requirements updated on our EOD commitment status.

This volunteer commitment applies to:

● Families with members in U12, U14 Youth Sprint Racing programs.

● Individuals or families with athletes in U16+ Sprint Racing programs.

● Adult Sprint members (Masters).

NOTE: U10 Youth Sprint participants/families are exempt from completing EOD regatta volunteer shifts.

3.2 Volunteer Credits

The following are the volunteer hours and contributions credit equivalencies:

3.2.1 Credits

● One half day Club or EOD regatta volunteer shift = four volunteer credit hours

● One Club event food contribution to the value of one dozen servings = one volunteer credit hour will be awarded equivalent to the length of the shift. E.g. 24 muffins or 48 cookies = two Volunteer hour credits

3.3 Volunteer Sign-Up

The Club and EOD use an online event sign up tool for Volunteers to sign up for event shifts, contributions and work tasks. Events are presented on different tabs and the shift roles and tasks are listed under each tab.

3.3.1 Volunteer Roles

Roles that are typically available for sign up include:

● Boat Drivers (safety & referee)

● Safety Boat Spotters

● Officials (starters, assistant starters, finish line judges, time keepers, etc.)

● Awards (ribbon table)

● Club Clean-Ups (Spring & Fall)

● Regatta Committee

- Planning, Development and Implementation

● Fundraising Committee

- Social & Community Events (set-up/tear down, food preparations, etc.)

3.3.2 Sign Up Availability

The Club provides a link on our website to the online sign-up tool early in the season for volunteer sign-up and will communicate to the membership in the Club Newsletter when the link is available. The link for volunteer sign-up to EOD events will be shared as soon as it is made available to the Club. Members can email questions or request assistance from the Administrative Assistant at petriecanoe@gmail.com

3.3.2 Volunteer Tracking

It is important that members use the online sign-up tool or work with our Club Administrator when signing up for volunteer roles and tasks as this is how we track hours and contributions to monitor your volunteer credits during the competition season.

3.4 Cancelling a Volunteer Shift

3.4.1 Cancellation Procedure - The Club

It is the member’s duty to find a replacement to fill the position they have signed up for if they need to cancel a shift or contribution.

● The member must send an email to the Administrative Assistant at petriecanoe@gmail.com to let the Club know about the change to ensure volunteer hour credits are tracked accurately.

3.4.1 Cancellation Procedure - EOD

Members are responsible for cancelling an EOD Regatta shift through the sign-up tool confirmation email link.

4.0 VOLUNTEER DEPOSIT

4.1 Deposit

Club members are required to submit a volunteer deposit per individual or family each competition year. The volunteer deposit will be included in Sprint program registration fees and will be held in trust until the end of the competition season.

4.1.1 Deposit Fee

The volunteer deposit fee is $200 per individual or family.

4.1.2 Deposit Returns and Penalties

Volunteer deposits are returned to all members who successfully complete their volunteer commitment. The deposit is returned via e-transfer in October of the competition season.

Members who do not meet their full volunteer commitment forfeit their deposit to the Club as a financial penalty.

5.0 COMPLIANCE

5.1 Consent

By registering in a Club Sprint program, individuals or families agree to comply with this policy.

6.0 POLICY IMPLEMENTATION

6.1 Policy Owner

The Commodore, or designate, is selected by the Board of Directors and is responsible for implementing the tenets of the policy monitoring its effectiveness and any required changes.

6.2. Annual Review

The policy will be reviewed annually which will allow for changes that improve the Club’s condition and due diligence with respect to handling program registration, payment and cancellation.

PICC Registration, Payment & Cancellation Policy

1.0 EFFECTIVE

This policy takes effect February 01, 2026.

2.0 PURPOSE & SCOPE

2.1 Purpose

The purpose of this policy is to outline clear and consistent directives, standards and guidelines for program registration, payment, and cancellation, ensuring transparency, fairness, and effective program and financial management for both participants and the Petrie Island Canoe Club (the “Club”). It is designed to support effective program planning, resource allocation and financial management, while providing participants with a clear understanding of their obligations.

2.2 Scope

This policy is issued under the authority of the Petrie Island Canoe Club’s Board of Directors

3.0 REGISTRATION

3.1 Registration Age Class

When registering for Club programs, participants must register in their appropriate age classifications. These age classifications are as follows:

3.1.1 Mini Canoe Camp

All Mini Canoe Camp (Full Summer) participants must be between the ages of 4 and 8 on January 1st of the programming season.

3.1.2 Canoe Kids Camp

All Canoe Kids Camp (Weekly & Full Summer) participants must be between the ages of 7 and 12 on January 1st of the programming season.

3.1.3 Regatta Ready Camp

All Regatta Ready Camp (Two-week) participants must be between the ages of 9 and 13 on January 1st of the programming season.

3.1.4 U10 Sprint

All U10 Sprint Racing participants must be between the ages of 8 and 9 on January 1st of the competition year.

NOTE: Participants aged 7 as of January 1st of the programming season may be permitted to register in the U10 Youth Sprint program if they have completed at least one season of Mini Canoe Camp or at least one week of Canoe Kids Camp.

3.1.5 U12 Sprint

All U12 Sprint Racing participants must be between the ages of 10 and 11 on January 1st of the competition year.

3.1.6 U14 Sprint

All U14 Sprint Racing participants must be between the ages of 12 and 13 on January 1st of the competition year.

3.1.7 U16+ Sprint High Performance

All U16+ Sprint High-Performance participants must be aged 14 or older on January 1st of the competition year, and must also confirm registration with the Head Coach before registration can be completed.

- Training Groups: Within Sprint programming, participants may be asked by coaching staff to train with a different age class. These decisions will be at the discretion of the Club’s Head Coach and will be based on ability, maturity, and appropriate athlete development. Training groups will be set by the Head Coach and his/her staff at a time they deem appropriate. Parents of the athletes being asked to change training groups will be consulted prior to moving any athlete.

- Long Term Development: It is the goal of the Club to prepare athletes for long-term success in the sport. Our program framework is supported by Canoe Kayak Canada’s Long Term Athlete Development Plan and is intended to help our athletes progress to their full potential.

3.1.8 Masters Sprint, Dragon Boat, and Adult Recreation Programs

Athletes participating in these programs should be aged 18 or older (and 25+ for Masters Sprint). Age exceptions may be considered at the discretion of the Head Coach.

4.0 PAYMENT

4.1 Full Summer/Full Season Program Payment

All participants registering for programs must be in good standing with the Club, the Eastern Ontario Division (EOD) of Canoe Kayak Canada, Canoe Kayak Ontario Sprint (CKO), and all other member clubs, with no pre-existing membership, camp or race fees overdue at the time of registration. To secure registration, participants need to provide the following, either online, or in-person at the Club’s office:

4.1.1 Payment in Full

Payment in full must be submitted a minimum of two weeks prior to the program start date. Payment can be made online at registration checkout. Payment methods include:

Email Transfer (to petriecanoe@gmail.com),
Credit Card Payment (subject to a 3% transaction fee), or;
Personal or Certified Cheque mailed/delivered to the PICC office (679 Farmbrook Crescent, Orléans, ON K4A 2L3)

* Payment plans may be arranged upon request.

4.1.2 Minimum Deposit

If not paying in full upon registration, a minimum payment deposit of 25% of the total program costs is due upon registration. The deposit is payable using the same payment methods listed in the above section 4.1.1 Payment in Full.

4.1.3 Registration Waivers

All participants must submit signed registration waiver(s), the code of conduct form, and the concussion code of conduct form upon registration. Forms can be downloaded from the Petrie Island Canoe Club website. Alternatively, paper versions can be obtained from the Club’s office.

4.1.4 Volunteer Fee Deposit- SPRINT PROGRAMS ONLY

All Sprint program participants will pay a Volunteer Deposit (one per family) which is included in the registration fees. The Volunteer Deposit amount is outlined on the Club’s website and will be clearly indicated at the time of registration. The Volunteer Deposit is refunded in full upon completion of the volunteer requirements. All Volunteer Deposits are returned in October of the competition year. For information about the volunteer requirements, please refer to the Petrie Island Canoe Club website.

NOTE: Registration is only considered final when full payment is made, and all necessary forms have been properly submitted.

4.2 One and Two-Week Camps Program Payment

4.2.1 Payment in Full

Payment in full must be submitted a minimum of two weeks prior to the program start date. Payment can be made online at registration checkout and payment methods include

- Email Transfer (to petriecanoe@gmail.com),

- Credit Card Payment (subject to a 3% transaction fee), or;

- Personal or Certified Cheque submitted to the Club’s office (679 Farmbrook Crescent, Orléans, ON K4A 2L3)

* Payment plans may be arranged upon request by emailing petriecanoe@gmail.com.

4.2.2 Registration Waivers

NOTE: Registration is only considered final when full payment is made, and all necessary forms have been properly submitted.

All requests for cancellation must be submitted in writing to petriecanoe@gmail.com and are subject to a cancellation fee as outlined below.

5.1 Five-Week/Full Summer/Full Season Program Cancellation

5.1.1 Refunds in Full

Cancellation requests submitted at least 4 weeks before the program start date will be issued a full refund less a $50 administration fee.

5.1.2 Partial Refunds

A 25% cancellation fee will be applied to all cancellation requests made within 4 weeks of the program start date.

5.1.3 No Refund

There will be no refunds issued for the following circumstances:

- Once the camp has begun (including in case of failed swim assessment)

- Participant no-show

- Participant suspensions as a result of violation of safety policies and/or Code of Conduct

5.1.4 Special Circumstances

A pro-rated refund will be issued if injury or prolonged illness occurs. Medical proof such as a Doctor’s note must be submitted with the request for cancellation.

NOTE: All requests for cancellation and refund must be made in writing to the Club’s Administrative Assistant at petriecanoe@gmail.com. Refund requests may take up to 2 weeks to process.

5.2 One and Two-Week Program Cancellations

5.2.1 Refunds in Full

Cancellation requests submitted at least 4 weeks before the program start date will be issued a full refund less a $50 administration fee.

5.1.2 Partial Refunds

A 50% cancellation fee will be applied to all cancellation requests made within 4 weeks to 1 week of the program start date.

5.1.3 No Refund

There will be no refunds issued for the following circumstances:

- Request for cancellation within 1 week of the program start date.

- Once the camp has begun (including in case of failed swim assessment),

- Participant no-show, and

- Participant suspensions as a result of violation of safety policies and/or Code of Conduct.

5.1.4 Special Circumstances

A pro-rated refund will be issued if injury or prolonged illness occurs.

Medical proof such as a Doctor’s note must be submitted with the request for cancellation.

NOTE: All requests for cancellation and refund must be made in writing to petriecanoe@gmail.com. Refund requests may take up to 2 weeks to process.

6.0 POLICY IMPLEMENTATION

6.1 Policy Owner

The Registrar, or designate, is selected by the Board of Directors and is responsible for implementing the tenets of the policy monitoring its effectiveness and any required changes.

6.2 Annual Review

The policy will be reviewed annually which will allow for changes that improve the Club’s condition and due diligence with respect to handling program registration, payment and cancellation.

PICC Health and Safety Policy

Effective January 2026

The employer and board members of Petrie Island Canoe Club are vitally interested in the health and safety of its workers, members, volunteers, and participants. Protection of workers from injury or occupational disease is a major continuing objective.

Petrie Island Canoe Club will make every effort to provide a safe and healthy work environment. Under the Ontario’s Occupational Health and Safety Act, workplace health and safety is a shared responsibility between employer, workers and supervisors. Everyone needs to work together to identify and control hazards and prevent injuries.

Petrie Island Canoe Club, is committed to the following duties:

• Undertake regular, recorded risk assessments of the premises and locations used by the club and all activities undertaken by the club.

• Create a safe environment by putting health and safety measures in place as identified by the assessment.

• Ensure that all employees, members, volunteers, participants are given the appropriate level of training.

• Ensure that all members are aware of, understand and follow the club’s health and safety policy.

• Appoint a competent club member to assist with health and safety responsibilities.

• Ensure that normal operating procedures and emergency operating procedures are in place and known by all employees.

• Provide access to adequate first aid equipment, telephone and qualified first aider at all times.

• Ensure that all employees certifications are up to date and current.

• Report any injuries or accidents sustained during any club activity or whilst on the club premises.

• Ensure that the implementation of the policy is reviewed regularly and monitored for effectiveness

Every worker must protect their own health and safety by working in compliance with the law and with safe work practices and procedures established by the employer. Workers will receive information, training, and competent supervision in their specific work tasks to protect their health and safety.

Petrie Island Canoe Club supports every worker’s right to a safe and healthy workplace and reinforces the idea that workplace injuries are preventable. Every employee at Petrie Island Canoe Club has the Right to know, Right to Participate. Right to Refuse and Right to Protection.

Rule of Two

The Rule of Two states that there will always be two screened and NCCP trained or certified coaches with an athlete, especially a minor athlete, when in a potentially vulnerable situation. This means that any one-on-one interaction between a coach and an athlete must take place within earshot and view of the second coach, with the exception of medical emergencies. One of the coaches must also be of the same gender as the athlete. Should there be a circumstance where a second screened and NCCP trained or certified coach is not available, a screened volunteer, parent, or adult can be recruited.

This rule serves to protect minor athletes in potentially vulnerable situations by ensuring that more than one adult is present. Vulnerable situations can include closed doors meetings, travel, and training environments amongst others. Organizations must create and implement, policies and procedures, in a sustainable, phased and measurable process, that limit the instances where these situations are possible.

Crew Selection Policy

When selecting crews, coaches must primarily focus on the developmental goals for the group in question, while also considering a host of other factors, including age, fitness, skills, commitment (attendance, effort), maturity, and compatibility (physical and social).

The parameters of crew selection should be clearly set out before decisions are made, and the coach(es) should make every effort to objectively base crew selection on those parameters.

Generally, the privilege of being selected to a crew should be merit-based, and the selection parameters should encourage all potential crew members to give their best effort. This approach may look different across different age groups.

Teamwork is a critical life skill. The coach’s primary job is to teach athletes to give their best effort to their team, regardless of which crew they’re in.

When possible, coaches are encouraged to exclude athletes who disrupt practices, who do not contribute to the team, and who generally make crew boat experiences unpleasant for others.

* Note: Athletes need clear behavioural expectations and regular opportunities to “start fresh”.

U10: The focus with very young athletes is to ensure that athletes enjoy their experiences. Whenever possible, create the maximum number of functional crews. A functional crew is likely to stay up, and to stay in their lane. If an athlete cannot be included in the club crew, make every attempt to find a spot for that athlete in another club’s boat, and make sure that they are included in a different club crew.

U12: Prioritize crews for athletes who show positive attitudes, who try consistently, and who are supportive teammates. Give these athletes as many good crews as possible, even by drawing from other categories or from other clubs. If possible, give one or two good crews to athletes who only sometimes show good attitude, effort, or teamwork.

U14+: Prioritize crews for athletes who show positive attitudes, who attend practices consistently, who give a consistently good effort, and who are supportive teammates. Give these athletes as many good crews as possible, even by drawing from other categories or from other clubs. Last year’s crew is not necessarily this year’s crew. An athlete who is still somewhat slower in single boats may still be the best pick for crew boats.

Deadlines for crew selection should be set at the start of the season. It should be clear how athlete performance will affect selection.

PICC Boat Storage Policy

Petrie Island Canoe Club offers space for members who own personal boats to store them in our facility.

The purpose of this policy is to establish a fair and consistent boat storage policy for members that require personal boat storage. The policy outlines eligibility, the applicable fee structure, payment requirements, and storage conditions.

This policy is issued under the authority of the Petrie Island Canoe Club’s Board of Directors. The policy applies to all members granted personal boat storage eligibility.

To be eligible for boat storage inside the club boat bays, you must meet all of the following conditions:

The individual must be a member registered in a PICC Sprint program during the current season.
Be in good standing with PICC and our affiliates.
Be registered for boat storage through the club’s website.
Paid the storage fee.

Boat storage fees are applied per boat. Members are required to pay per each boat being stored in the club’s boat bays.

Athletes

$60 per boat for a seasonal term.

Coaching Staff

Staff may store a personal boat at no charge if it is used for coaching purposes only

Annual boat storage fees are invoiced and paid once per year. The storage term is set as May 1 to October 30. There is no overwinter storage of personal boats at the club. All personal boats must be removed from the club by Dec 1st.

Members registered in programs that require more frequent use of equipment will be given priority boat storage spaces. The Head Coach reserves the right to reassign boat storage locations at any time.

Members who move a boat without Head Coach permission or do not respect other member’s equipment and boat space allocation run the risk of losing their own boat storage privileges at the club.

Unpaid boat storage fees will result in the forfeiture of the member’s assigned storage space.

The Paddling Director or designate, is selected by the Board of Directors and is responsible for implementing the tenets of the policy monitoring its effectiveness and any required changes.

This policy will be reviewed annually which will allow for changes that improve the Club’s condition and due diligence with respect to handling program registration, payment and cancellation.