PERSONAL INFORMATION PROTECTION & ELECTRONICS DOCUMENTS ACT (PIPEDA)The Federal Personal Information Protection & Electronics Document Act (PIPEDA) governs Swimming Canada’s collection of information. Due to updates to the Canadian Privacy Law for non-profits, PIPEDA Consent forms no longer need to be signed. Registrants will be required to indicate whether they want to receive commercial emails when confirming their personal information in the REMS. 

CLUB RESPONSIBILITIES AND OPERATING PROCEDURES

THE CLUB WILL:·        
Ensure a qualified head coach and/or assistant coaches are available as deemed necessary.·        
Register all coaches with Swim Ontario and Swimming/Natation Canada.·        
Ensure proper supervision of swimmers is in place during practices and swim meets.·        
Endeavor to keep parents informed of each swimmer’s progress and of all Club related activities by e-mail.·        
Organize transportation to meets when numbers warrant it; at times volunteers will be asked to provide transportation to help reduce costs.·        
Hold monthly meetings to deal with Club operations and programs.·        
Hold annual general meeting to review year end reports and conduct elections. 

Meetings 
CGW board meetings are held regularly.  These meetings are open to all members.  Anyone wishing to make a presentation should contact the President at least one week prior to the meeting in order to be added to the agenda. 
Coach/Parent meetings will be held throughout the season.  Parents will be advised of the dates and attendance is mandatory. 
The Annual General Meeting, at which year-end reports are presented and elections held will take place in May 2026 (actual date to be announced spring of 2026).  It is advisable that all members attend.

FUNDRAISING 

Fundraising will be mandatory this year.  Details will follow with respect to fundraising activities. 

We are looking for volunteers to help with events, and fundraising activities.  Please help with this task, as any time volunteered ensures the success of the Club. 

SWIMWEAR AND EQUIPMENT 

Equipment and gear required by members is as follows:·        

A 1 piece swim suit for practice (until Team suits are received)We recommend a chlorine resistant brand.*** 2 piece swimsuits are NOT permitted at practices or competition. ***·        
Goggles·        
A swim cap  (provided by the club)·        
A water bottle labeled with the swimmer’s name·        
A ventilator mesh bag. To carry all of the swimmer’s gear. This is not necessary, but recommended·        
A CGW swim cap to be used at swim meets. 

The club will be providing a team swimsuit. Team colors are blue, black and white. Dates and times for sizing will commence soon after season startup. 

ADDITIONAL COSTS CGW pays for meet fees for each race entered during competitive meets. This money is given to the host club.  The amount is based on the amount of swims each swimmer will participate in at the swim meet.  Meet fees can range anywhere between $7 and $50 in total depending on the type of meet, generally championship and invitational meets are more expensive than developmental meets.  All competitive swimmers are eligible to attend developmental meets and are entered into races according to ability or times achieved.
Non-competitive swimmers are eligible to swim in ONE meet per season.  

SWIM MEETS AND RULES

A few weeks prior to each meet the Team Manager will send out an e-mail to all parents asking if their child will be participating in the upcoming meet.  It is the parent’s responsibility to reply to that e-mail.  Failure to respond to the Team Manager before the stipulated deadline will result in your child not attending the meet. 

If a swimmer is unable to attend a meet that he/she is already entered in, the swimmer will be responsible for paying their meet fees to CGW (unless decided otherwise by CGW board).  Please inform the coach (es) immediately should such a situation arise.

Most NEOR (Northeastern Ontario Region) meets will be one or two days.  For meets lasting two days, swimmers should have a packed lunch consisting of sandwiches, fruit, muffins, juices, and water to eat and drink on deck/in the changeroom.   Please stay away from products high in sugar, fat and milk.  They should also be prepared to stop at a restaurant on the way home.  

SWIM MEET RULES·        
Swimmers are expected to obey the coaches and chaperones at all times.  These people are responsible for their welfare.·        
The coach(es) will decide all events for each swimmer.·        
Swimmers may not leave the pool deck without the chaperones or coach’s permission.·        
There will be no scratches from events entered except upon consultation with coach.·        
Swimmers should report to the coach BEFORE and AFTER each race for instructions and follow up.·        
Swimmers must wear a team t-shirt (optional) and a CGW cap for competition.·        
Any swimmer involved in any inappropriate behavior will be sent home from a swim meet at the cost to the parent.·        
Parents are to remain in the stands and do not belong on pool deck unless officiating. 

***ONLY COACHES ARE ALLOWED ON DECK AT SWIM MEETS WITH THE SWIMMERS*** 

Designated Club Officials are expected to register at the official’s room at least one half hour before the meet is scheduled to begin and participate in pre-meet briefing sessions for their position.  They are expected to wear white to indicate that they are an official.  

CLUB AWARDS
CGW holds an annual Awards Day (May 2026) to which the whole family is invited. 

CODE OF CONDUCT FOR SWIMMERS 

Behaviour: 
The swimmers will address all coaches on deck by the name of Coach.  They are expected to obey all the rules of the pool and listen to any coach who is addressing them.Swimmers are expected to behave in a responsible, co-operative and courteous manner both during practice (on deck and in locker room) and while representing CGW out of town. 

Training behaviour standards will be explained by the Coach and must be met.  Swimmers showing poor attitude or effort or failing to meet behaviour standards may be asked to leave practice.  Discipline problems will be discussed with parents; if the problems persist, a suspension may be imposed. 

Steps that will be taken if a swimmer does not follow training behaviour standards:
Step 1:   The coach will give the swimmer a verbal warning.
Step 2:   The coach will instruct the swimmer to leave the pool area. The parent will be contacted and advised of the situation.
Step 3:   The parent will need to be present, on the pool deck, at practice.
Step 4:   If the issue persists, the swimmer will be suspended for one month.

If the behaviour reoccurs, the coach and committee members will meet to discuss and decide on the outcome of the swimmer. 

Code of conduct, swim meet rules and Tim Horton Event Centre Regulations MUST BE ADHERED TO AT ALL TIMES.  It is imperative that these rules and standards be followed and respected throughout the entire season both on deck during practices and in change room/hallway areas before after and during practices.  

The Coach and/or chaperone at out of town meets will have the authority to remove a problem swimmer from competition at the parent’s expense and will provide details to the President for further action.Code of Conduct needs to be signed by all swimmers at registration. 

Attendance and Punctuality:
Swimmers are expected to be on time for all practices. Swimmers should be changed and ready to be on deck 5 minutes before the start of each practice.   A swimmer who attends late will miss important steps at the start of each practice (stretching/warmup) and late attendance is disruptive to the other swimmers. 

The right to attend practices and meets may be withheld at the discretion of the Coach(es) in consultation with the CGW executive from any swimmer whose behaviour does not meet the Club requirements. Attendance will be taken into consideration for upcoming meets. 

**The conduct of both swimmers and adults reflects on the reputation of the entire Club; your co-operation will guarantee an enjoyable season for everyone.**  

TIM HORTON ARENA COMMUNITY COMPLEX POOL REGULATIONS
1.   The Ministry of Health and the Life Saving Society enforce that due to risks associated with Cryptosporidium (a parasite causing gastrointestinal illness) that patrons must shower with warm soapy water upon entering the pool initially as well as every time after using the washroom.
2.   Children 6 years of age and over must use the same sex change room, or the alternate change room if accompanied by a parent of the opposite sex.
3.   Swimmers must wear the appropriate bathing attire in the pool area.  If it is essential that spectators walk on deck, they must remove street shoes and socks. 
4. All other pool regulations must be followed 100% of the time.  See rules that are posted inside the pool area doors.
5.   Please refrain from eating or drinking in the pool area.