CLUB TEAM
EXPECTATIONS & POLICIES
This page outlines the policies, expectations, and guidelines for PCVC club teams to ensure a positive, respectful, and productive environment for athletes, families, and coaches.
1. ATTENDANCE
Participating in practices and tournaments is an expectation. Regular attendance at practices and full attendance at tournaments from all players helps coaches create the best possible learning, practicing, and playing environment for the individuals and the entire team.
Multi-sport athletes: Participating in a variety of activities can help athletes with physical development and athletic ability, particularly at the early ages (12U-15U). We support this; however, teams are formed based on an expectation of participation and commitment from all players. We ask that you disclose any potential scheduling conflicts due to activities (or travel plans) during the tryout process so we can all make an informed decision regarding the best options for individual players and team formation.
It is especially important to share any potential scheduling conflicts with the Provincials or Nationals tournaments before the season begins, as seeding for these tournaments may be impacted and the team could face disqualification if not all players are available.
2. TEAM & CLUB CULTURE
PCVC is a competitive volleyball club. Our goal is to support athletes in their pursuit of volleyball excellence and post-secondary opportunities. We strongly believe that this is best achieved by fostering a positive culture and creating a supportive environment that facilitates positive interactions between coaches, players, and parents.
Players, parents, and coaches are expected to:
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Maintain a positive attitude in the gym and behind the scenes.
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Conduct positive, constructive, and respectful Interactions between players, parents, and coaches on all teams.
Additionally, we remind our parents and players that our coaches always the team’s best interest at the heart of all decisions. But, like everyone, they may make mistakes along the way. Any questions or concerns about team-related issues should follow the appropriate process as outlined in our PCVC Player/Parent Code of Conduct (See below).
3. CLUB TEAM FEES REFUND POLICY
Except in extenuating circumstances, no refunds will be given for club team registration fees after a player has committed. Refund requests will be considered on a case-by-case basis.
4. PCVC PLAYER & PARENT CODE OF CONDUCT
Pacific Coast Volleyball Club is committed to providing a safe, welcoming environment that fosters player development.
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Conduct: All parents and players are expected to behave responsibly, upholding values of fair play, integrity, open communication, and mutual respect.
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Parental Role: Parents should model positive behavior, ensure their child does the same, and take responsibility for their child's conduct and attitude on the court.
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Respect: Parents and players must treat everyone—players, coaches, team managers, officials, volunteers, and property—with respect and dignity. Offensive, profane, sexist, racist, or abusive behavior is strictly prohibited.
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Sportsmanship: Parents should emphasize sportsmanship, respect, teamwork, and skill development, praising effort and fair play.
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Playing Time:
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12-14U: All players listed on the scoresheet must start the first or second set, with no substitutions allowed in these sets. Third-set play is at the sole discretion of the coaches.
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15-18U: Playing time is determined by the coach(es), and is dependent on a number of factors including by not limited to attendance, behavior, work ethic, position-specific needs, etc. Players are encouraged to speak directly with coaches to discuss ways they can improve and increase their playing time; parents should not engage in discussions with the coach about playing time.
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Communication: If a parent or player would like to discuss a specific incident or concern with a coach, they must wait 24 hours before reaching out and ensure discussions are respectful.
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Expectations: Parents should set realistic expectations for their child and focus on their child's development and enjoyment of the game.
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Support: Parents should support their child’s progress, health, and overall mental and physical well-being, while respecting the coach’s authority over on-court development.
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Prohibited Substances: Parents and players must not use or provide alcohol, drugs, or performance-enhancing substances in any PCVC setting.
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Club Reputation: Parents and players must avoid conduct that could damage the club’s reputation, including abusive alcohol use, non-medical drug use, or gambling.
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Adherence: Parents must uphold this code of conduct and ensure others do the same, adhering to the policies of Pacific Coast Volleyball Club, Volleyball BC, and Volleyball Canada.
5. PCVC COACH CODE OF CONDUCT
1. Adoption
Pacific Coast Volleyball Club adopts in full, and requires every coach to abide by:
• Volleyball BC's Code of Conduct and Ethics
• The BC Universal Code of Conduct for Maltreatment in Sport
• The Universal Code of Conduct to Prevent and Address Maltreatment in Sport (UCCMS)
These documents form part of this Code as if written here. Coaches are responsible for reading them.
2. Club Requirements
In addition, every coach must maintain at all times:
• Volleyball BC registration in good standing
• A valid Criminal Record Check
• Required Safe Sport and concussion (Making Headway) training
• Compliance with Open and Observable Environments (Rule of Two)
Coaches must report any belief that a child needs protection directly to MCFD (1-800-663-9122) or
police. This is a personal legal duty and is not satisfied by reporting internally.
3. Breach
3.1 The Club Director determines whether a coach has breached this Code, and determines the
consequence. The determination is final and binding within the Club. There is no internal appeal.
3.2 The Club Director will notify the coach of the concern and allow them to respond before deciding.
3.3 The Club Director may suspend a coach from any duties at any time, at their discretion.
3.4 Consequences may include warning, conditions, suspension, removal, termination, or referral to
Volleyball BC.
4. Referred Matters
Abuse or suspected abuse, maltreatment under the UCCMS/BC UCC, anti-doping matters, and
complaints filed directly with Volleyball BC are handled under Volleyball BC's processes, not by the
Club. The Club Director retains authority to suspend a coach while such a matter is pending.
5. Amendment
Pacific Coast Volleyball Club may amend, replace, or withdraw this Code at any time, at the sole
discretion of the Club Director. Amendments take effect immediately on adoption, with no notice period and no transition period.
The Club is under no obligation to announce an amendment, to publish it, to circulate it, or to notify
any coach, parent, guardian, athlete, or Club member individually or collectively. Making the current
version available from the Club Director on request constitutes sufficient notice to all coaches and to
the Club membership generally. It is each coach's responsibility to confirm the current version of this
Code before relying on any earlier version. A coach's lack of awareness of an amendment is not a
defence to a breach of the Code as amended.
Continuing in a coaching role constitutes acceptance of this Code as amended.
6. PCVC CONFLICT OF INTEREST POLICY
Purpose:
Pacific Coast Volleyball Club (PCVC) is committed to making decisions in the best interests of its members. This policy helps identify and manage potential conflicts of interest.
Scope:
This policy applies to all PCVC representatives, including:
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Club Director
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Coaches
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Staff
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Volunteers
What is a Conflict of Interest?
A conflict of interest happens when a representative's personal interests could influence their decisions for PCVC.
Policy:
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Disclosure: All PCVC representatives must tell the Club Director about any potential conflicts of interest as soon as they are aware of them.
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Club Director's Role: The Club Director will decide if a conflict of interest exists and what action, if any, needs to be taken. The Director's decision is final. Actions may include:
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Asking the representative to not participate in certain decisions.
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Other steps to protect PCVC's best interests.
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7. PCVC COMPLAINTS & DISPUTE
RESOLUTIONS POLICY
Purpose:
Pacific Coast Volleyball is committed to providing a safe, positive, and respectful environment for all its members. This policy outlines the procedure for addressing complaints and resolving disputes in a fair and timely manner. We strive to address concerns constructively and efficiently, promoting open communication and fostering a culture of accountability.
Scope:
This policy applies to all members of Pacific Coast Volleyball, including athletes, coaches, parents/guardians, volunteers, and staff.
Procedure:
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Initial Reporting: Any individual with a complaint or dispute should submit it in writing (email preferred) to the Club Director at [Club Director's Email Address]. The report should include:
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The name of the individual(s) involved
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A clear and concise description of the issue, including dates, times, and locations if applicable
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Any supporting documentation or evidence
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The desired outcome or resolution
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Review and Assessment: The Club Director will review the complaint and assess its nature and severity. The Director may gather additional information by speaking with the involved parties and/or witnesses.
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Resolution: The Club Director will determine the appropriate course of action to resolve the complaint or dispute. This may include:
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Mediation or facilitated discussion between the involved parties
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Direct intervention by the Club Director to address the issue
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Referral to an external mediator or adjudicator (in consultation with Volleyball BC, if applicable)
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Disciplinary action, as appropriate
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Communication: The Club Director will communicate the resolution to all involved parties in a timely manner.
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Appeals: In cases involving disciplinary action or other significant outcomes, individuals may submit a written appeal to the Club Director within 7 days of the decision. The Club Director will review the original complaint, the initial decision, and any new information presented. The decision of the Club Director on appeal is final.
Important Considerations:
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Confidentiality: All complaints and disputes will be handled with sensitivity and respect for privacy. Information will only be shared with those who need to know in order to resolve the issue.
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Volleyball BC: Pacific Coast Volleyball recognizes its responsibility to report certain types of complaints (e.g., those involving abuse or maltreatment) to Volleyball BC, as outlined in the Volleyball BC Code of Conduct and Ethics and/or Abuse Policy. We will cooperate fully with Volleyball BC in any investigations.
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Director's Discretion: The Club Director has the discretion to determine the most appropriate method for addressing and resolving complaints and disputes, taking into account the specific circumstances of each case.
Policy Updates:
This policy will be reviewed and updated as needed to ensure its effectiveness. Updates may be made to remain compliant with Volleyball BC and Volleyball Canada requirements or because the club wishes to change the policy.