Our Policies & Standards.

Building Respect, Integrity, and Community

At Toop o Toor Volleyball Club, we believe volleyball is more than just a sport, it’s a place where athletes, parents, and coaches come together to grow, support one another, and celebrate teamwork. To ensure that every experience on and off the court is positive, safe, and fair, we’ve created a set of clear policies and codes of conduct.

These guidelines are designed to protect the well-being of all participants, foster respect, and uphold the values of integrity, inclusivity, and accountability. Whether you’re competing, coaching, or cheering from the sidelines, our shared responsibility is to create an environment where everyone feels welcome and inspired.

Explore our policies below to see how we keep the Toop o Toor spirit strong and our community thriving!

Cancellation & Refund Policy.

At Toop o Toor Volleyball Club, we understand that circumstances may change. Our cancellation and refund policy ensures fairness and transparency for all participants:​

  • Registrations cancelled before the program start date are eligible for a full refund. Refunds may be applied to future registrations or returned to the original method of payment.
  • Cancellations require a minimum of 14 days’ notice to be eligible for a refund.
  • Cancellations made before 50% of the program is complete will receive a prorated refund for the remainder of the program.
  • No refunds will be issued once 50% of the program is complete.
  • Online processing fees are non-refundable.
  • Withdrawals due to illness or injury require a doctor’s note. A prorated refund will be provided for the duration of the absence.

Comprehensive Code of Conduct.

Toop o Toor Volleyball Club is committed to fostering a safe, respectful, and inclusive sporting environment. This Code of Conduct establishes the standards of behaviour expected from athletes, parents/guardians, and coaches.

a) Athletes

Athletes represent both their team and community and are expected to:

  • Treat teammates, opponents, coaches, officials, and spectators with dignity and respect.
  • Strive for personal best in practice and competition while taking responsibility for preparation, performance, and conduct.
  • Compete honestly, uphold the rules, and embody the spirit of fair play.
  • Care for their physical and mental health, avoiding drugs, alcohol, and banned substances.
  • Support and encourage teammates, avoiding bullying, harassment, or exclusion.
  • Be punctual, prepared, and respectful of facilities, equipment, and the environment.
​b) Parents & Guardians

Parents and guardians are essential partners in supporting athletes and are expected to:

  • Treat coaches, athletes, officials, and other families with courtesy and respect.
  • Emphasize effort, learning, and enjoyment over winning.
  • Allow coaches to coach and officials to officiate without interference.
  • Model fairness and patience in all interactions.
  • Promote safe participation and never pressure athletes to play while injured.
  • Never provide underage athletes with alcohol and actively discourage substance use.
  • Communicate respectfully with coaches and support team initiatives.
  • Recognize the importance of academic balance alongside athletics.
c) Coaches

Coaches serve as leaders and role models and are expected to:

  • Treat all participants with fairness and respect, regardless of background.
  • Provide feedback that is performance-focused, not personal.
  • Ensure training and competition environments are safe, age-appropriate, and inclusive.
  • Maintain professional boundaries with athletes at all times.
  • Avoid the use of alcohol or drugs when working with athletes.
  • Demonstrate respect toward officials, opponents, and fellow coaches.
  • Communicate openly with parents/guardians and cooperate with medical professionals.
  • Commit to ongoing development and professional growth.

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d) Harassment & Abuse

Toop o Toor Volleyball Club has zero tolerance for harassment, abuse, or misconduct of any kind.

Harassment includes behaviour that is insulting, intimidating, humiliating, degrading, or unsafe. Examples include:

  • Verbal or written abuse, threats, or discriminatory remarks.
  • Sexually oriented comments, gestures, or materials.
  • Unwelcome jokes, taunts, or innuendo targeting personal attributes.
  • Intimidation, condescension, or patronizing behaviour.
  • Offensive, explicit, or discriminatory content.
  • Practical jokes that cause embarrassment or endanger safety.
  • Unwelcome sexual advances or physical misconduct.
  • Vandalism or physical assault.​​

Discipline & Complaints Policy.

The Toop o Toor Volleyball Club Code of Conduct applies to:

  • All individuals participating in club activities, programs, competitions, training, tryouts, travel, and meetings.
  • Conduct outside of club activities if it negatively affects the club’s reputation, relationships, or environment.
a) Infractions
  • Minor Infractions may include: disrespectful comments, minor breaches of policies, or small incidents of misconduct.
  • Major Infractions may include: harassment, hazing, violence, misuse of funds, repeated violations, substance abuse, or actions that damage the club’s reputation.
b) Sanctions

Possible consequences include:

  • Verbal or written reprimand
  • Verbal or written apology
  • Removal of privileges
  • Service or contribution to the club
  • Suspension from activities or events
  • Repayment of damages
  • Suspension of financial support
  • Expulsion from the club

Sanctions may begin immediately and may be combined depending on the severity of the infraction.

​c) Confidentiality

All complaints and disciplinary processes are handled confidentially and only involve those necessary to the process.

​d) Appeals

Members have the right to appeal decisions according to the Toop o Toor Volleyball Club Appeal Policy.

​​e) Criminal Convictions

Individuals convicted of serious criminal offences (e.g., sexual offences, assault, child pornography, or drug trafficking) will be expelled from the club.

Conflict of Interest Policy.

The Toop o Toor Volleyball Club is committed to integrity, transparency, and accountability.

​a) Definitions
  • Conflict of Interest: Any situation where a representative’s decisions or actions may be influenced, or appear to be influenced, by personal, family, financial, or other private interests.
  • Representative: Any individual acting on behalf of the club, including staff, coaches, volunteers, board members, and officers.
b) Obligations

Representatives must not:

  • Place themselves in actual or perceived conflicts of interest.
  • Engage in conflicting outside activities without Board approval.
  • Provide preferential treatment to family, friends, or organizations.
  • Use confidential information for personal gain.
  • Use club resources for non-club purposes without approval.
  • Accept gifts or benefits that could improperly influence decisions.
​c) Disclosure

Conflicts must be disclosed immediately to the Board of Directors.

  • Employees disclose to the Executive Director/CEO.
  • Affiliations with other volleyball organizations must be declared.
  • Conflicts are a standing agenda item at board and committee meetings.
d) Managing Conflicts
  • Representatives must disclose conflicts fully.
  • Abstain from discussions or votes where a conflict exists.
  • Do not count toward quorum for board decisions.
  • Failure to disclose may result in suspension or removal.

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e) Enforcement & Oversight
  • Concerns may be reported to the Board.
  • Possible actions: suspension, removal, expulsion, or other measures to protect club integrity.
  • This policy will be reviewed every two years by the Board.

Appeals Policy.

The Toop o Toor Volleyball Club recognizes the right of individuals to appeal decisions that directly affect their membership, participation, or privileges within the club.

a) Grounds for Appeal

Appeals may be submitted if:

  • The decision was made without following proper procedure or policy.
  • The decision-maker had a conflict of interest or bias.
  • New evidence has become available that could affect the outcome.
  • The sanction or decision is clearly unreasonable or disproportionate
​​​b) Process
  • Appeals must be submitted in writing to the Board of Directors within 14 days of the decision being communicated.
  • The written appeal must include:
    • The decision being appealed.
    • The grounds for appeal.
    • Any supporting evidence or documentation.
  • The Board (or an appointed Appeal Committee) will review the appeal within a reasonable timeframe, typically 30 days.
  • The appellant may be asked to provide additional information or attend a meeting to clarify their position.
​c) Outcomes

The Board/Appeal Committee may:

  • Uphold the original decision.
  • Modify the decision or sanction.
  • Overturn the decision and remove the sanction.
  • Refer the matter back for further review.
d) Final Decision

The decision of the Board/Appeal Committee is final and binding within the club.

Privacy & Confidentiality Policy.

At Toop o Toor Volleyball Club, we respect and protect the privacy of our members. This policy ensures personal information is handled responsibly and confidentially.

​a) Collection of Information

We may collect personal information such as:

  • Names, addresses, emails, and phone numbers
  • Medical information necessary for safe participation
  • Payment and registration details
  • Photos or videos from club events
​b) Use of Information

Personal information will only be used for:

  • Administering programs, registrations, and payments
  • Communicating important club updates
  • Ensuring athlete safety and well-being
  • Promoting club activities (with consent for photos/videos)
​​c) Confidentiality
  • All personal information will be kept confidential and only accessible to authorized club representatives.
  • Complaints, investigations, and disciplinary matters will also remain confidential, except where disclosure is required by law.
​​d) Storage & Protection

Information is stored securely and will not be shared with third parties without consent, unless required for legal, insurance, or safety purposes.

Safe Sport & Protection Policy.

Toop o Toor Volleyball Club is committed to creating a safe, supportive, and positive environment for all participants.

a) Commitment
  • The club follows Safe Sport principles and aligns with national/provincial standards for athlete protection.
  • All members, athletes, coaches, parents, and volunteers, share responsibility for maintaining a safe environment.
​b) Screening & Background Checks
  • Coaches, staff, and volunteers working directly with athletes must undergo appropriate screening (e.g., background or police checks).
​c) Mandatory Reporting
  • Any suspicion or knowledge of abuse, harassment, or unsafe behaviour must be reported immediately to the Board of Directors and/or appropriate legal authorities.
​d) Prohibited Conduct
  • Harassment, bullying, hazing, or abuse of any kind is strictly forbidden.
  • Sexual relationships between coaches and athletes are prohibited.
  • The use of alcohol, drugs, or banned substances during club activities is not permitted.
e) Athlete Protection
  • Training environments must be safe, age-appropriate, and inclusive.
  • One-on-one interactions between adults and minors should be conducted in open, observable settings.

Social Media & Communication Policy.

The Toop o Toor Volleyball Club recognizes social media as a valuable way to build community, celebrate achievements, and promote volleyball. However, online activity must reflect our values of respect, safety, and integrity.

a) Athlete & Member Conduct Online
  • Members are expected to behave responsibly and respectfully on social media.
  • Content that is abusive, discriminatory, harassing, or damaging to the club’s reputation is prohibited.
  • Athletes should avoid posting content that includes bullying, taunting, or inappropriate language.
b) Privacy & Photos
  • Photos or videos of athletes, especially minors, will not be posted on official club accounts without parental consent.
  • Members should not post images of other athletes without their consent.
​c) Communication Standards
  • Club communication with athletes will occur through official channels (email, website, team apps).
  • Coaches and staff will not engage in inappropriate or excessive private messaging with athletes.
​d) Club Representation
  • Members should remember that their online actions can reflect on the club.
  • Only authorized individuals may post from official Toop o Toor Volleyball Club accounts.

Interesting Infos

United by Passion, Driven by Excellence — Join Us in Celebrating the Spirit of Volleyball!

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Vancouver North Shore, BC, Canada

ToopOToorClub@gmail.com

778-927-5429

604-338-6250


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