POLICIES

1. REGISTRATION, WITHDRAWALS & REFUNDS

Registration fees are generally non-refundable after the first week of play has begun. However, the BVL may approve a refund or credit where it determines that exceptional circumstances justify doing so.

Any approved refund may be subject to the applicable administrative fee and to deductions for costs already incurred or committed by the League on behalf of the participant or team.

Current administrative fees are:

• $65 for team registrations
• $15 for individual registrations

The BVL may establish registration, withdrawal and refund procedures appropriate to each Session or Program.

2. TEAM CAPTAINS & LEAGUE COMMUNICATIONS

Each team shall designate a Captain who will serve as the primary contact between the team and the BVL. Teams may also designate an alternate contact where appropriate.

Captains are responsible for:

• maintaining accurate team contact information;
• reviewing and responding to League communications in a timely manner;
• communicating relevant BVL information, schedules, notices and policy updates to their players;
• ensuring their team is aware of applicable rules, policies and administrative requirements; and
• communicating team questions or concerns to the appropriate BVL representative.

Where attendance at a captains’ meeting or other required League meeting is necessary, the Captain should attend or arrange for another team representative to attend on the team’s behalf.

Failure to receive or relay information does not normally excuse a team from complying with published BVL schedules, rules, policies or deadlines.

3. PLAYER ELIGIBILITY & ROSTERS

All players must be properly registered with the BVL and satisfy any applicable eligibility, waiver and payment requirements before participating.

Players may not be registered on more than one team within the same Division unless specifically authorized by the BVL.

Team rosters must be accurate and maintained in accordance with BVL registration requirements. The BVL may establish roster deadlines, substitution rules and playoff eligibility requirements for each Session or Division.

Where a player’s eligibility is disputed, the BVL may require supporting information and may determine eligibility based on registration records, participation history and applicable League rules or policies.

The BVL reserves the right to declare a player ineligible where registration, roster, waiver, payment or participation requirements have not been met.

4. SUBSTITUTE PLAYERS

Teams may use substitute players where permitted by the applicable Division or Session rules.

Substitute players must satisfy all applicable BVL eligibility, registration and waiver requirements before participating.

During regular-season play, a team that requires additional players to field a legal team may use eligible substitute players who are rostered on a team in the same Division, a lower Division, or no more than one Level (tier) above the team using the substitute.

No more than half of the substitute players used by a team for a match may be drawn from other BVL team rosters. For six-player Divisions, this generally means a maximum of three rostered substitutes; for Reverse 4s, a maximum of two.

Substitute players may not be used in a manner that gives a team an unfair competitive advantage or circumvents roster, eligibility or playoff requirements.

Playoff substitute and roster eligibility may be subject to stricter requirements established for the applicable Session or Division.

The BVL reserves the right to determine whether a substitute is eligible and to impose appropriate consequences where an ineligible substitute is used.

5. CODE OF CONDUCT & SPORTSMANSHIP

All Members, players, team representatives, volunteers, officials and spectators are expected to conduct themselves in a respectful, safe and sportsmanlike manner at BVL activities.

Conduct that may result in disciplinary action includes, but is not limited to:

• abusive, threatening, discriminatory or harassing behaviour;
• repeated or serious unsportsmanlike conduct;
• verbal or physical abuse directed toward players, officials, volunteers, staff or spectators;
• deliberate damage to facilities, equipment or property;
• conduct that creates an unsafe environment;
• refusal to comply with reasonable instructions from referees, BVL representatives or facility staff; and
• behaviour that materially disrupts BVL activities or brings the League into disrepute.

The BVL may take appropriate action in response to misconduct, including warnings, restrictions, suspensions, removal from an activity or facility, or other disciplinary measures permitted under BVL policies.

6. COMPLAINTS, PROTESTS & DISCIPLINE

Complaints or protests relating to BVL activities should be submitted to the appropriate BVL representative as soon as reasonably possible and should include sufficient information for the matter to be reviewed.

The BVL may establish specific procedures or timelines for game protests, eligibility disputes, disciplinary complaints or other matters.

The BVL may investigate complaints, request information from those involved, consult officials or witnesses, and review available records before making a decision.

Where disciplinary action is being considered, the affected individual or team should be informed of the concerns and provided a reasonable opportunity to respond before a final decision is made, except where immediate temporary action is reasonably necessary for safety or the orderly operation of BVL activities.

Depending on the circumstances, the BVL may issue warnings, impose conditions or restrictions, suspend participation, remove individuals from BVL activities, apply team or competition-related consequences, or take other appropriate action.

Decisions should be communicated within a reasonable period having regard to the nature and complexity of the matter.

7. DEFAULTS, FORFEITS & FAILURE TO PARTICIPATE

Teams are expected to attend and participate in scheduled matches in accordance with BVL schedules and applicable Division rules.

A team that is unable to field the minimum number of eligible players required to play may be subject to a default or forfeit in accordance with the applicable rules.

Repeated defaults, late withdrawals, failure to attend scheduled matches, or other conduct that materially disrupts League operations may result in additional consequences, including standings penalties, restrictions on future participation, financial penalties, or other measures considered appropriate by the BVL.

The BVL may consider the circumstances surrounding a default or missed match, including emergencies, facility issues, weather or other exceptional circumstances, when determining whether additional consequences are warranted.

Teams should notify the BVL as soon as reasonably possible when they know they will be unable to participate in a scheduled match.

8. CANCELLATIONS, WEATHER & FACILITY INTERRUPTIONS

The BVL may cancel, postpone, relocate or reschedule games, Programs or activities where necessary because of weather, facility closures, permit changes, safety concerns, emergencies or other circumstances beyond the League’s reasonable control.

The BVL will make reasonable efforts to communicate cancellations or changes as promptly as possible.

Where practical, the BVL may attempt to reschedule or replace affected games or activities; however, make-up games, replacement dates or equivalent playing time cannot be guaranteed.

Cancellations or lost playing time caused by weather, facility availability or other circumstances beyond the BVL’s reasonable control do not automatically entitle a team or participant to a refund or credit.

Any refund, credit or other adjustment will be determined by the BVL having regard to the circumstances, costs already incurred and the overall impact on the affected Session or Program.

9. INCLUSION & PARTICIPATION

The BVL is committed to providing a welcoming, inclusive and respectful environment for all participants.

Participation shall not be denied or restricted on the basis of race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, sexual orientation, gender identity, gender expression, age, marital status, family status, disability or other protected grounds under applicable law, except where a reasonable and bona fide requirement applies to a particular activity or Division.

Participants may take part in a gender category that corresponds with their gender identity, subject to any reasonable and bona fide requirements applicable to the activity.

Participants are not required to disclose transgender status, medical information or transition history solely for the purpose of participating in BVL activities.

A participant who would like assistance with registration, Division placement, facilities, change-room arrangements, privacy, name or pronoun use, or another participation-related concern may contact the BVL voluntarily and confidentially for support.

The BVL will make reasonable efforts to address individual participation needs while balancing safety, fairness, privacy and the practical requirements of League operations.

For participation support: info@bramptonvolleyball.com

10. FACILITY RULES & PROPERTY

All BVL participants, teams, volunteers, officials and spectators are expected to comply with the rules, policies and reasonable directions of the facilities used for BVL activities.

Participants are responsible for treating facilities, equipment and surrounding property with care and respect.

Conduct that results in damage, misuse, excessive cleanup requirements or loss of facility access may result in disciplinary action, financial responsibility for associated costs, or restrictions on future participation.

Teams and participants must follow any site-specific requirements relating to access, parking, food and beverages, change rooms, equipment, footwear, supervision, closing procedures or other facility conditions.

Where facility rules conflict with ordinary BVL practices, the facility’s requirements shall take precedence unless otherwise arranged with the facility operator.

11. ORGANIZATIONAL MEETINGS

The BVL may call meetings of Captains, team representatives, volunteers, officials or other participants where reasonably necessary for the administration or operation of the League.

Where attendance is required, the affected team or individual is expected to attend or arrange for an appropriate representative to attend on their behalf.

The BVL shall make reasonable efforts to provide notice of required meetings and the matters to be addressed.

Failure to attend a required meeting, without arranging appropriate representation or communicating with the BVL, may result in administrative or other consequences where the absence materially affects League operations.

12. SAFETY & MEDICAL PARTICIPATION

Participants are responsible for assessing their own ability to safely take part in BVL activities and for complying with any applicable medical advice or restrictions.

The BVL may restrict or suspend participation where there is a reasonable concern that continued participation presents a significant safety risk to the participant or others.

Where necessary to address a legitimate safety concern, the BVL may request reasonable information or confirmation relating to a participant’s ability to safely participate. Any such request should be limited to what is reasonably necessary and handled with appropriate confidentiality.

Participants are encouraged to advise the BVL of any accommodation or participation-related needs where support may be required.

Nothing in this policy requires a participant to disclose private medical information beyond what is reasonably necessary to address a legitimate safety or accommodation concern.

13. LEAGUE AUTHORITY & POLICY ADMINISTRATION

The BVL Board is responsible for interpreting, administering and enforcing the League’s By-Laws, policies, rules and procedures.

The Board may establish, revise or withdraw operational policies and procedures as reasonably necessary for the effective administration of the League, provided they remain consistent with the By-Laws.

The BVL may make decisions or take administrative action where circumstances are not specifically addressed by an existing rule or policy, using reasonable judgment and having regard to fairness, safety, consistency and the best interests of the League.

Where there is a conflict between an operational policy and the By-Laws, the By-Laws shall prevail.

The BVL may delegate day-to-day administrative decisions to Directors, convenors, officials or other authorized representatives, while retaining overall responsibility through the Board.

14. DIVISION & LEVEL REALIGNMENT

The BVL may review team placement during a Session and may move a team to a different Level (tier) or Division where reasonably necessary to improve competitive balance, participation experience, scheduling or the effective operation of the League.

Realignment decisions may take into account factors such as team performance, competitive results, roster strength, Division size, scheduling requirements and other relevant circumstances.

Where practical, affected teams will be advised of a proposed or confirmed realignment and the reasons for the change.

Realignment does not guarantee that all teams within a Level will have identical schedules, opponents or numbers of games, particularly where operational or facility constraints apply.

15. PROTESTS & REFEREE JUDGMENT CALLS

A protest may be considered where it concerns the interpretation or application of a BVL rule, eligibility requirement, administrative procedure or other matter that may have materially affected the outcome or conduct of a match.

Ordinary referee judgment calls are not grounds for protest. This includes, but is not limited to, decisions involving ball handling, contact, net violations, in/out calls and other calls that depend primarily on the official’s observation and judgment during play.

Disagreement with an official’s judgment does not, by itself, establish that a rule was applied incorrectly.

Where a protest is permitted, it must be submitted in accordance with any procedures or timelines established by the BVL.

16. AUTHORITY TO REPRESENT OR COMMIT THE BVL

Directors, volunteers, officials and other representatives may communicate on behalf of the BVL within the scope of the responsibilities assigned to them.

No individual may enter into a significant financial, contractual, legal or organizational commitment on behalf of the BVL unless they have been authorized to do so by the Board or in accordance with an approved delegation of authority.

Public statements concerning significant League policy, governance, legal matters or other matters that could materially affect the BVL should be authorized by the Board or by an individual specifically designated to speak on the League’s behalf.

Routine operational communications may be issued by authorized Directors, convenors or other representatives without requiring separate Board approval for each communication.