Policies & Procedures

Click on the item below to expand the window to see more information on each policy.

Chilliwack FC - Anti-Bullying Policy

Please click the following link to review our Anti-Bullying Policy.

Chilliwack FC - Coach Remuneration Policy

Please click the following link to review our Coach Remuneration Policy.

Chilliwack FC - Code of Conduct to Protect Children

Please click the following link to review our Code of Conduct for Protecting Children.

Chilliwack FC - Concussion Management Policy

To download and review our complete Concussion Management Policy, please click here.

Chilliwack FC - Health and Safety Policy and Procedures

Principles:

  • As much as possible this Policy should reflect how Chilliwack FC will respond to any Public Health crisis including:
    • Public Health orders related to communicable virus outbreak (COVID-19, Measles, Infuenza, etc.)
    • Public Health orders related to Air Quality Advisory as set out by BC Ministry of Environment
    • Inclement Weather Warning as set out by Environment Canada or proxy.
    • TBD
  • Chilliwack FC must support and comply with Public Health Orders as set out by the BC Public Health Officer and sanctioned through ViaSport, BC Soccer, BC Coastal Soccer League and the Fraser Valley Youth Soccer Association.
  • It is not the role of Chilliwack FC to challenge the veracity of any order set out by Public Health Office or interpreted by ViaSport, Soccer Canada, BC Soccer, BC Coastal Soccer League or the Fraser Valley Youth Soccer Association and to do so could result in significant fines and/or sanctions that threaten our ability to remain a viable minor sport organization.
  • Chilliwack FC will only enforce the specifics to orders as stated or prescribed by the PHO. Recommendations brought forward by the PHO shall be self-regulated. Chilliwack FC may support recommendations if it is in the best interests of the Club but Chilliwack FC will not enforce recommendations. Chilliwack FC must support and comply with Air Quality Advisories or Weather Warnings as set out by the Ministry of Environment, Environment Canada or their designate.
  • Plans should be developed such that the extension of, or any new Public Health orders or warnings can be easily implemented.
  • Plans should be developed such that an extension of, or any new Public Health orders or warnings can be easily implemented and, in a way that allows CFC to quickly pivot to the lifting of existing orders/warnings and the resumption of competitive play (e.g.travel restrictions are lifted).
  • All plans for continued play are based on the following principles:
    • Practices and games are fun for all players.
    • Practices and games are safe for all players.
    • Practices and games are developmental appropriate and allow players to gain skill, competence and confidence in themselves as athletes and team mates.

Safety is our primary concern for all participants and, in the absence of specific health orders the Chilliwack FC Executive reserves the right to implement accepted best practice procedures to mitigate the spread of communicable virus or other health related cautions.

Regardless of Public Health Orders or advisories/warnings from applicable Government agencies, player/parents are expected to make the best decision for their individual circumstances.  Any decision to remove a player from active play during an outbreak or health advisory will be fully supported by Chilliwack FC and coaches.  Please reach out to your coach to determine if modifications or accommodations can be made to support continued participation with your team during an injury or restriction. (e.g. an player with asthma may not be able to play during a moderate air quality advisory but could support their coach and team from the side-lines.)

 

Best Practice Before You Come to the Field

  • Any player/coach/referee not feeling well are not to attend their scheduled session until they are symptom free for 24 hours or as recommended by public health.
  • During an Air Quality Advisory or Weather Warning Chilliwack FC will communicate any changes to schedules by:
    • Email to all players/coaches/referees through Got Soccer distribution lists
    • Posting an update to the Chilliwack FC Website
    • Posting an update to Chilliwack FC social media sites

Required during a communicable outbreak as determined by the Public Health Officer or designate:

  • The player/coach/referee (or guardian if under 18) must notify Chilliwack FC Health and Safety Officer of the illness at: healthandsafety@chilliwackfc.com
  • Chilliwack FC may require a doctor’s note before the player/coach/referee can return to play.
  • During an active outbreak where play is continuing strict drop-off and pick up protocols may be in place.  Be aware of your scheduled start time and ensure you arrive at the field at your designated time. Late arrivals may not be permitted to participate.

Best Practice at the Field

  • Each team is required to have a health and safety volunteer (HSV).  This may be a shared role if appropriate (team manager can also be HSV, two parents can split the HSV role etc).
  • Players/coaches/referees should have a container to store all hygienic materials such as face masks, water bottles, and mouth guards if applicable.
  • Kits including water bottles, washable masks and mouth guards should be laundered/sanitized after each use.
  • Players should refrain from sharing equipment.
  • Sharing of water bottles is prohibited.
  • Every effort should be made for a parent/guardian to drop their player off and for the parent/guardian to leave, or remain in their vehicle.
  • If a parent/guardian must stay, only 1 adult per player will be permitted in the park/at the field and no siblings will be permitted in the park/at the field.  If you must bring siblings to the park/field please remain in your vehicle.
  • All spectators must be seated in bleachers or in stands.
  • Leaning on fences is strictly prohibited and are considered a contamination of the field of play.
  • No lingering/loitering in common areas.  Please enter and exit the field and parking lot as soon as possible to reduce the mixing of cohorts.

Required during a communicable outbreak as determined by the Public Health Officer or designate:

  • It is recommended that Players/Coaches/Referees/Spectators wear a non-medical mask or protective face shield in and out of the venue, no masks are required for on-field activity unless specifically mandated by Public Health and may change on a case by case basis.
  • Social distancing is -recommended. If social distancing is not possible, the players/coaches/referees/parent/guardian should wear a mask at all times as per Public Health recommendations. If the wearing of masks is mandated all players/coaches/referees/spectators must comply.  If unable to wear a mask, a face shield is permitted with the understanding that it has a lower efficacy rating than a non-medical mask.
  • Chilliwack FC will limit access to spectators as required to maintain compliance with any public health orders, up to and including the prohibition of all spectators.
  • Chilliwack FC must comply with additional health and safety requirements as outlined in our rental/lease agreements for fields, gymnasiums or other spaces up to and including: site capacities, data collection requirements, health orders, usage restrictions and any other requirement set forth by the legal owners and their designates.
  • During an active outbreak, contact tracing may be required.  If required the following procedures will be necessary:
    • Each team will be required to have a Health and Safety Volunteer available at every practice/game.  In the case of an active outbreak the HSV should not have a coaching role as the monitoring and compliance requirements will increase.
    • All players will be required to answer questions relating to their health each time they come to the field. It is imperative that sick children not participate and stay home.
  • The Health and Safety Volunteer will submit their findings to the Health and Safety Officer weekly.
    • All serious health concerns (reported exposure, confirmed diagnosis, significant symptoms that occur on the field etc) must be reported within 4 hours of event.
    • Should this occur the affected player/coach/referee/spectator must be removed from the field of play immediately and isolated until they can safely leave the site.  Universal precautions may require that the practice/game pause until the site can be cleaned if needed.

Best Practices On the Field

Required during a communicable outbreak as determined by the Public Health Officer or designate:

  • Social distancing expectations should be followed.
  • If required mask must be worn at all times.

U11 and Higher

  • All players/coaches/referees should enter the field closest to their assigned pitch.  Be aware of designated access points for entering/exiting the field area and use as directed.
  • It is recommended that coaches wear a face mask/protective shield when social distancing can not be maintained.
  • It is recommended that players maintain social distancing on the sidelines.No physical contact between players/coaches is permitted. i.e. Handshakes, high fives.
  • Players/coaches/referees must bring their own water bottle that is clearly marked with their name.  Sharing of water bottles is strictly prohibited.
  • Shared snacks are prohibited.
  • If a player requires support to participate in soccer, accommodations must be made through the completion of a care plan and sign-off by Chilliwack FC Health & Safety Team.

U4-U10 Player Support and Spectators

  • Health Orders and Municipal restrictions placed on the number of people who can gather for an event, Chilliwack FC’s preference is for parents/guardians to drop the player off and leave.
  • If a player requires support to participate in soccer because of age, health or medical accommodation 1 supporter may accompany the player into the venue.
    • If the accommodation is required for health or medical concerns a completed care plan must be submitted to the Health & Safety Team for sign-off.
    • Social distancing is required and masks are encouraged and if Public Health determines we are in an active outbreak masks may be mandatory.
  • If a supporter must stay to watch the training/game siblings and other supporters of the player are not permitted to enter.
  • All supporters must go through the contact tracing check in prior to entering the facility or park.
  • Be aware of designated access points for entering/exiting the field area and use as directed;
  • Parents/Guardians/Supporters are not allowed on the playing surface at all, unless called on in the event of player injury. The only exception will be any programs that require parent participation.
  • Supporters must be seated on the bench or in the stands.  Leaning on the fence is strictly prohibited.

Important Reminders

Chilliwack FC must comply with all Public Health orders and follow the procedures as outlined by: Public Health Officer or designate, ViaSport, Soccer Canada, BC Soccer, BC Coastal Soccer League, Fraser Valley Youth Soccer Association, City of Chilliwack. An emerging health and safety crisis may require changes be made with limited notice.  While Chilliwack FC will make every effort to provide as much notice as possible, we reserve the right to restrict, end or pause play as needed.  The safety of our Chilliwack FC family is our highest priority and non-compliance in an order may result in fines or sanctions that threaten the ability for soccer to continue in Chilliwack.

  • Failure to comply with the above requirements may result in the Player being removed from the program.
  • This is a living document that may be amended at any time to ensure that Chilliwack FC is compliant with the latest health and safety requirements. This document may be updated and reposted without notice. It is incumbent on the members of Chilliwack FC to ensure they are aware of the latest policies.

 

If you have any feedback on this policy, please send it to chairperson@chilliwackfc.com

To download a copy of latest version of this policy, click here.

Chilliwack FC - Discipline Policy

Please click the following link to review our Discipline Policy.

Chilliwack FC - Expenditures and Procurement Policy

Please click the following link to review our Expenditures and Procurement Policy.

Chilliwack FC - Player Placement Policy

All selected team players will be placed based on the result of the player evaluation and team selection process.

Chilliwack FC - Playing Up Policy

  • All players registered within Chilliwack FC must play within their appropriate age group. Exceptions will be made on a case by case basis providing the player meets the following criteria:
      • The player will be playing at the highest level offered at the older age group.
      • The player is technically capable – the player must be able to show that their skill set both in training and game meets or exceeds the skill set of those currently in the older age group.
      • The player is physically capable of playing in the older age group. Physically capable includes but is not limited to physical strength, technical skill and speed.
      • The player is mentally capable of playing in an older age category.
  • The process of requesting to play up:
      • All players who have not been approached by Chilliwack FC’s technical staff but wish to play for an older age group must request an evaluation be conducted. It is the sole responsibility of the individual to make this request, not Chilliwack FC. All requests should be forwarded to Chilliwack FC’s Head Coach and Technical Glenn Wilson  and Chilliwack FC Chairperson Andrea Laycock.

Disclaimer: The Chilliwack FC Executive reserves the right to make amendments to this document if it is deemed that it is in the best interest of the player, the team, and or the club by doing so.

Chilliwack FC - Rule of Two Policy

Please click the following link to review our Rule of Two Policy.

Chilliwack FC - Soccer Fund Process

Please click the following link to review our Soccer Fund Process.

Chilliwack FC - Team Staff Code of Conduct

Please click the following link to review our Team Staff Code of Conduct.

Chilliwack FC - Tournament and Travel Policy

Please click the following link to review our Tournament and Travel Policy.

Chilliwack FC - Refund Policy

Refund Policy

  1. All requests must be made via email to the treasurer by the individual who paid the fee(s).
  2. An administrative fee of $75.00 will be charged on approved refunds.
  3. The final amount of any refund will be at Chilliwack FC’s sole discretion.
  4. Refunds will be subject to the deduction the following unrecoverable costs, where applicable:
    a. Uniforms/Equipment costs
    b. Team picture costs
    c. League/governing body affiliation fees
    d. Prorated participation fee
    e. Admin Fees
  5. Chilliwack FC will not be held responsible for the following and nor will any refund requests for the following be entertained:
    a. Paid directly to a team or team official
    b. Raised and collected by teams through sponsorship or fundraising
  6. Events or circumstances beyond the club’s control (i.e. weather, strikes, pandemics etc.) will not be considered cause for refund.
  7. There will be no refund/transfer for a registration fee if a player is suspended or expelled from Chilliwack FC.

Program Specific Policies/Deadlines

  1. All refund requests for fall/winter must be submitted prior to the start of the season to be considered.
  2. There will be no refunds considered for U11 – U18 Development Programs. Players/parents accepting positions, verbally or written, on teams will forfeit all registration fees, in order to respect the need for timely evaluation and team selection, as well as respect for players who may have been excluded as a result of such acceptance.
  3. Where a deposit is required to initiate the registration process, the deposit is non-refundable.
  4. There will be no refund of registration fees less than 10 days prior to any Camp or Clinic offered.
  5. Refunds requested prior to the above stated deadlines will be processed minus a $25.00 Administration fee.

Exceptions

  1. Full refunds will be granted (with no administrative fee) in the event Chilliwack FC is unable to field a team, run a program, or provide a suitable program alternative.
  2. Consideration will be provided for the following circumstances, at the Club’s discretion:
    a. Medical reasons – doctor’s note describing the injury and required recovery period must be
    provided with request.
    b. Move – a player’s family moves outside the Chilliwack (proof of move may be required).
    c. A player attains a position on a higher-level team (documentation required from club/program).

To download the Chilliwack FC Refund Policy (updated October 6, 2020) click here.

Chilliwack FC - Uniform and Apparel Policy

Please click to download our Uniform and Apparel Policy.

BC Soccer - Privacy Policy

Click here to read the policy.

AIR QUALITY POLICY

During the summer of 2017 British Columbia and the Lower Mainland saw increased forest fire activity that affected the air quality in Chilliwack. Under the guidance of BC Soccer and based on readings from the City of Chilliwack’s website CFC has implemented the following guidelines.

BC Soccer Air Quality Safety Guidelines:

  • Player health and safety is a high priority for BC Soccer, thus it is recommended to err on the side of caution if ever in doubt in any situation regarding the health and safety of players.
  • Click here for BC Soccer Guidelines
  • Click here for Current Chilliwack Air Quality Readings

If the reading is 7 or above, practices/training cancelled by CFC.

Chilliwack FC reserves the right to cancel training if they feel it’s in the best interest of their members to do so despite the readings not meeting the “recommended” standards.

Please contact your coach if you have questions about training sessions.

Current Chilliwack Conditions

Field Closure Process

Information on Weather Related Cancellations

There is often confusion on a rainy and cold weekend mornings as to whether or not a game is cancelled. The following information can answer most of your questions. Games will be cancelled in either 1 of 2 situations:

1.  The City of Chilliwack closes the fields due to inclement weather. If, due to excessive rain or snow during the preceding week, the City believes weekend use of the fields are not playable or play will likely cause excessive damage, then the City will make a decision to close its fields. For weekend play the City makes and posts its decision on its website by not later than Friday mid-afternoon. In these circumstances our coordinators will notify all coaches on Friday afternoon/early evening and will post the closure on the main page of our Club’s website (www.chilliwackfc.com). It is up to each coach to contact parents.

City Parks staff responsible for these decisions do the necessary field inspections on Friday and make their decision based on those inspections. These staff members do not work weekends. Thus if on a Friday the City decides to close the fields for weekend play then the fields will be closed and all games will be cancelled, even if the weather improves overnight and on Saturday morning. Similarly if the City decides on a Friday to leave the fields open for weekend play then, as far as the City is concerned, the fields will remain open for weekend play, even if the weather turns nasty overnight and on Saturday morning.

2.  There may be occasions where the City decides to leave the fields open but we at the CFC decides Friday afternoon/early Saturday morning to cancel all games. This would happen if, due to snow, extreme cold or excessive overnight rain we are of the view that it would not be prudent to play either because of player safety concerns or because of a concern that fields will suffer excessive damage. In these situations we will email all coaches before 8:00 a.m. and have the cancellation notice posted on the main page of our website by 8:00 a.m.

On weekends where the weather is poor, check our website Friday pm. If there is no cancellation notice then fields are open. Check again Saturday morning around 8:00 a.m. for any further closure notice. If you see no closure notice on our website by 8:00 a.m. then fields are open and the games are on.

Finally, it is ultimately up to the referee and the coaches on any given day as to whether or not a game is played. There may be times when the fields are open and the Club has not cancelled the games but a particular field may not be safe to play on due to excessive standing water or frozen conditions.