LAKESHORE FOOTBALL OFFICIALS ASSOCIATION www.lfoa.ca Policies & Procedures Manual June 1, 2017
LFOA Policies and Procedures Index Introduction: Background / Introduction Association Goals Constitution Administration: Page Insurance Coverage 1 Harassment, Abuse & Fair Play Guidelines 1 Amendments to Policies and Procedures 1 Communications 2 Rule Book 2 Manuals 2 Roster 2 Numbers 2 New Members 3 Discipline 3-4 Finances: Page Use of Funds 5 Dues and Assessments 5 Game Fees 5-6 Mileage 6 Missed Game Fines 6 Expenses Representing LFOA 6
Finances: Page Expenses Clinics 7 Executive Honorariums 7 Game Day Page Uniforms / Equipment 8 Number of Officials on a Game 9 First Aider Present at the Field 9 Insufficient Players 9 Delayed Start of Game 9 Cancelled Games 10 Missed Game Procedures 10 Weather Conditions 10 Player Ejections 10 Fights During a Game 10 Abuse of Officials 11 Official s Notes 11 Education & Advancement Page Educational Meetings 12 Exams 12 Certification 13 Evaluations 14 Senior Panel 15 CFL Sticks and Ball Crew 15 OUA Sticks Crew 15
Introduction LFOA Policies & Procedures Association Goals: That the Lakeshore Football Officials Association (LFOA) and its members conduct themselves in a professional manner and to the best of their ability at all times; That the LFOA provides the best available officials on the field for all games; That LFOA member(s), supported by the executive, are given the opportunity to advance and officiate all levels of football; That the LFOA regularly provides training sessions for its members to advance through the CFOA Certification Programs /Levels; That the LFOA have Facilitators at all levels to educate its members; Background/Introduction The Lakeshore Football Officials Association (LFOA) is one of the largest amateur Tackle Football Officials Association in Canada. The LFOA has been an active Football Association since 1963. The Association's main territory covers the Regions of Halton, Peel and Niagara. Opportunities are available for LFOA members to officiate football games in other areas. LFOA officials typically work from May to November, annually. Constitution The LFOA maintains a Constitution, as amended, in order that the Executive can carry out the necessary business of the Association and outlines to their members, their rights and privileges. The Constitution is available to all members as requested and is also available online (Arbiter- Central Hub).
Administration Insurance Coverage Officials can obtain a copy of the current Insurance Policy from the OFOA web site. www.ofoa.ca Annual General Meeting The Annual General meeting is scheduled for early in December. The Association's business is reviewed at this meeting and members in good standing are eligible to vote on Association business. Harassment, Abuse and Fair Play Guidelines LFOA believes in the existence and promotion of a football environment in which all individuals are treated with respect and dignity. Harassment, abuse and discrimination are not acceptable and will not be tolerated. Amendments to Policies and Procedures From time-to-time, it will be necessary to amend the Policies and Procedures. The Executive will decide what changes are approved. Members requesting changes should do so in writing to the Executive. Any changes made to the Policies and Procedures Manual will be communicated to the membership within sixty (60) days of such adoption. 1
Communications Current information will be relayed via email from the Executive and/or posted via the secure internet (Arbiter-Central Hub). The LFOA will continue to maintain a web site for public information. Rule book Each official will be responsible to have a copy of the current rulebook. The official should bring their rulebook to games to review/discuss correct rules/interpretations. Rulebooks must be brought to each clinic. Your rulebook may be in electronic format or the traditional book. Manuals Each official will be responsible to purchase a copy of the manual that relates to the level they have attained. The official should carry their manual to games to review/discuss correct mechanics. Each official should review the manual on a regular basis. Manuals must be brought to each clinic. Roster Rosters will be made available to each member online. Each member is responsible to advise the Secretary of any changes to their information within ten (10) days. Numbers The Secretary will keep an accurate record of all officials Number s. Officials may only wear the number assigned by the Secretary. Officials are responsible for the purchase of their own number plaque. New officials may request a number from the Secretary after completing one year of officiating. Officials requesting a different number may do so by contacting the Secretary about availability. Requests will be processed on a first come first serve basis. When an active member retires from LFOA, their number will be withheld for one (1) season. When an active member passes away their number will be withheld for three (3) seasons out of respect. 2
New Members New official s must pay a fee to attend the Level 1 Football Canada Certification Program Clinic. The cost includes: Current Canadian Amateur Rule Book for Tackle Football Football Canada Officials' Certification Program Level 1 Tackle Student Manual Penalty Flag Fox 40 Whistle Lakeshore Football Officials Association Crest New officials will be registered as a Member of LFOA with OFOA. An official will be assigned a number in his/her second year of officiating, the cost of which will be covered by the individual. On the officials three-year anniversary, they may request reimbursement of their original number via the Treasurer. Discipline From time to time it is necessary that the Executive must discipline officials. The purpose of discipline is to correct behavior that is not considered acceptable by a football official. The discipline of an LFOA member may take the following form: Step One (1) - Discussion with the Referee-in-chief; - Discussion with the Evaluations Director and/or an Executive member; Step Two (2) - A written warning letter will be sent to the official, if the behaviour continues 3
Step Three (3) - The official will be suspended for a duration, determined by the Executive. - Discipline may take the form of suspension, fines or termination. Gross misconduct will result in immediate termination as recommended and approved by the Executive. An LFOA member that has completed their disciplinary process must meet with a quorum of the Executive (as decided by the President) prior to returning to active duty. The Executive will relay what our expectations are for reinstatement. Failure to attend this meeting will initiate termination. 4
Finances Use of funds The Association maintains funds for the operations and administration of the Association. Dues and Assessments Dues are collected from members to operate the Association. Assignments (game fees, timers and stick crews) are subject to 10% dues. Mileage or other outof-pocket expenses will not be subject to dues. A minimum $50.00 charge will apply annually to all members first payment cheque that is issued. The calculation of these dues is subject to an annual review. Other Dues/Assessments/Expenses collected include: $25.00 Membership fee; Rulebooks, manuals; Fines for failure to attend meetings, clinics, late/missed exams, uniform infractions and violations of policy. The Executive will annually review the amounts for dues, fees and fines. Game fees Game fees vary based on the level of the game(s) and the number of games. As a general rule, all officials on a game receive the same game fee. In most cases, game fees will be charged to the leagues. Payment to members is made twice a year, in September and December. To receive a September payment an official must have earned a minimum of five hundred dollars ($500). By exception, officials in good standing may receive a portion of the game fees owed them, with a written request to the Treasurer. Dues and other fees owed the Association will be paid out first and then the remaining game fees calculated. 5
On occasion, a game will be a cash-game with the home team paying the officials at the game. If this is the case, the Referee-in-chief / Assignor will inform the officials before the game. These cash games are subject to the Association's dues. Game fees will be determined with the leagues prior to starting the season. Members will receive the current fee structure at the preseason meetings. Mileage Mileage is paid to officials participating in specific football league games (i.e. High School) or representing the Association at approved meetings. The mileage rate is determined by a "Zone" system. An official that travels within a zone, will receive the zone rate. If the official travels between zones, they receive multiple zone rates. Mileage is not included in the calculation of a member's Association dues. Missed games fines Once an official is assigned a game, it is expected that they will meet the commitment. If an official misses a game, they are subject to a fine. Note: A legitimate reason for missing a game may include business or health related issues, or personal reasons. The official is responsible to contact the assignor first and provide an explanation for the missed assignment. The official will contact the Executive, in writing, within two weeks of the game, with their reasons for missing a game, to avoid the fine. (The fine is subject to the approval of the Executive.) Expenses - Representing LFOA If an LFOA member attends a meeting representing LFOA, their expenses shall be covered as approved by the Executive. These expenses include mileage and meals, as applicable. Receipts must be submitted to the Treasurer within thirty (30) days of the meeting for reimbursement consideration. The LFOA member attending the meeting should check with the Treasurer BEFORE attending the meeting to discuss what reimbursement would qualify so that there is no misunderstanding following the meeting as to what expense is eligible. 6
Expenses Clinics If an LFOA member attends a Certification Program/Clinic they are eligible to request funds/sponsorship from the Association towards their expenses, beyond any funding that is received from another Agency. The Treasurer will make a recommendation to the Executive on any reimbursement. Receipts must be submitted to the Treasurer within thirty (30) days of the clinic for reimbursement consideration. The LFOA member attending the clinic should check with the Treasurer BEFORE attending the clinic to discuss what reimbursement would qualify so that there is no misunderstanding following the meeting as to what expense is eligible. Executive Honorarium Executive members will receive an annual Honorarium as follows: President: $250.00 Secretary: $300.00 Director Clinics $200.00 Directors: $150.00 The Assignor will receive 9% of each game assignment. If requested, and funds are available, the assignor(s) will receive payment for assigning duties prior to the end of the season, as approved by the Executive. The Treasurer receives 2% of Association receivables. Mileage/Travel will be considered for trips exceeding ½ hour on a zone basis. The Executive will review the above amounts annually. 7
Game Day Uniforms/Equipment All officials will dress exactly the same while on the field. Each official should bring the correct equipment and be prepared to adjust so that the crew is dressed in similar uniforms. Uniforms, shoes and laces should be cleaned regularly. - All field officials will utilize a Fox 40 whistle during the game. - The LFOA uniform is described as follows: - Hat: Head Referee - White hat with black piping. Others - Black hat with white piping - Shirt: Short sleeve or long sleeve, Includes LFOA crest & Official s number. - Pants: Black pants with black belt. Socks: Black socks. - Shoes: Black (or with small amount of white) with Black shoelaces. Shoes are to be clean and polished before each game. - Jacket: During inclement weather, a jacket may be worn with black/white stripes. Not a black jacket. - Officials should be clean shaven before each game. Beards shall be properly groomed. Sunglasses are not part of the uniform. Officials working the sticks should all be dressed the same. They should check with the Referee prior to going out onto the field if not dressed alike. Officials not following the Uniform/Equipment standards may be subject to discipline/fine. The fine amount following a warning will be $25.00 8
Number of Officials on a game If only three (3) officials are at a football game, they should approach both Coaches and obtain both their agreement to proceed with the game. If one of the Coaches does not agree, the game should not start. Under no circumstances should a tackle game be officiated by less than three (3) officials at a level above atom. The crew should not accept an offer from a coach or spectator to "fill-in" for the missing official. If possible, there will be an attempt to contact the Assignor to find a substitute. First Aider Present at the Field No game shall start without at least one (1) person identifying themselves as certified in First Aid & CPR. That person must accept the responsibility of that position. Insufficient players If a team has insufficient players, the officials shall follow the Amateur Rule Book and/or specific league regulations. Officials will wait thirty (30) minutes. If the game does start later than the scheduled time, both head coaches and League convener, if present, will be advised as to how the timing for the game will proceed before the game starts to avoid questions/problems during the remainder of the game. Timing adjustments for multiple games, lights at the field, etc. should be taken into consideration. The referee will contact the Referee-in-chief as soon as possible to inform them what occurred at the game. Delayed Start of Game If officials are at a game site and the game is delayed for reasons other than insufficient players, officials should wait fifteen (15) minutes. After the 15 minutes, the officials shall re-evaluate the situation based on current information. If at that time the game is still delayed, the head referee shall inform the league representative, if present that the officials are leaving the field. Once this decision has been made and the league representative notified, the officials shall leave the field immediately. 9
Cancelled game Scheduled games that are cancelled after officials have arrived will result in ½ game fee plus travel, if applicable, being charged. Should the game be cancelled after the game has started will result in full game fees plus travel, if applicable, being charged to the league. Missed Game Procedures If an official realizes they cannot attend an assigned game, they are responsible to contact the Assignor immediately, so a suitable replacement can be found and the game(s) covered. If the official cannot contact the Assignor on game-day, the official shall contact the game officials and advise the RIC. Weather Conditions As per the Amateur Rule Book, Lightening Safety. Player ejection: The Referee on the game must contact the Referee-in-chief immediately after the game by phone to explain the circumstances surrounding the ejection. A detailed written report or e- mail must be completed within 24-hours of the game and submitted to the Referee-in-chief and President. The officials involved must also make written notes of the situation for future reference. Fights during a game: It is not our policy to get involved in fights between players or others before, during or after a football game. If a fight occurs, the officials are not to get involved, but are to observe which players, coaches/fans are involved and apply the correct ruling after the fight is over, as applicable. Information related to the fight needs to be recorded on the game sheet in order that the league has a record of what took place and actions taken. The officials involved must also make written notes of the situation and send a report to the Referee-in-chief and President for future reference within 24-hours. 10
Abuse of an Official: Any abuse, whether verbal or physical, will not be tolerated. If abuse occurs during a game, the game shall be stopped at the appropriate time, the correct penalties/disqualifications need to occur, and information related to the abuse needs to be recorded accurately on the game sheet in order that the league has a record of what took place and actions taken. The official will immediately contact the Referee-in-chief and President regarding the incident following the game. A written report/e-mail must be submitted to the Referee-in-chief and President within 24-hours. All officials on the game must make their own written notes of the situation and submit them. Failure to accurately report the abuse could affect other officials in subsequent games. The LFOA Executive will take the appropriate action with each situation and keep the affected officials informed. Official's Notes It is suggested that for any unusual event(s) before, during and after a football game, all officials assigned to that game should prepare written notes of the unusual event(s) and submit them to the Referee-in-chief and President. These notes should indicate date, location, time, teams playing, and other officials. The notes should include observations of circumstances surrounding the event(s). Unusual events could include, but not be limited to: injuries, fights, disqualifications, field conditions, abuse, ending the game before the time expired. In addition, the Referee should contact the Referee-in-chief immediately after the game to provide a verbal report followed by submitting written report/notes within 24-hours. Notes can also be posted on Arbiter for reference. 11
Education/Advancement Educational Meetings There will be three (3) Association meeting annually: The Summer Pre-Season, Fall Pre-Season and the Fall Mid-Season Meeting. The Fall Mid-Season meetings will be regionally located in our 3 areas, if possible. All members are expected to attend these meetings. Members that do not attend shall contact the designated Executive members via email with a detailed explanation as to why they are not attending. Members can be fined for failing to attend and or properly notify of your absence. Exams All LFOA members are expected to complete and submit the current years CFOA Exam before August 15 each year. Failing to submit an exam before August 15 th will result in a fine of $25.00. It is expected that all members attain a mark 75% or greater. All LFOA members (other than new officials) that do not achieve a mark of 75% will be required to re-submit an exam until they achieve 75%. All new members (Level 1) are invited to write the exam as a practice exercise but are not required to submit the exam to be marked. Failing to submit an exam before the official's first game in September will result in a fine of $50.00. Failing to submit an exam will affect the official's assignments. 12
Certification Annually, Level I Tackle will be offered for new officials. Levels II, III and IV will be offered when a sufficient number of officials are eligible to participate. Officials must be recommended/invited to participate in these certification levels. Note: The provision of Level IV Clinics is controlled by the OFOA. An official must successfully complete the previous Level to be eligible for the next level. A successful completion consists of achieving a passing mark in the Theory class portion and two (2) passing marks for the on field Formal Certification evaluations. Each official must be in a level for at least two (2) years before being eligible to take the next Level. The Executive may make exceptions. Minimum Passing Marks: Level 2 Classroom Theory Exam: 75%, 2 on field Formal Evaluations: 75% Level 3 Classroom Theory Exam: 80%, 2 on field Formal Evaluations: 80% Level 4 Classroom Theory Exam: 85%, 2 on field Formal Evaluations: 85% Officials, who leave the LFOA Association for more than two (2) years, and return, will lose their current Level status and will be required to repeat the previous Level. There is a fee charged to the member(s) attending a Certification Clinic. The fees to attend all clinics shall be reviewed annually by the Executive. Non-LFOA members can attend a LFOA Certification Clinic with the recommendation of the home-association. The fee is non-refundable. 13
Evaluations LFOA has adopted the five aims of the evaluation process of officials as identified by Football Canada. These are: stimulate or discover excellence, improve quality of performance & development of skills, determine ranking order, determine promotions, and determine assignments. The Director of Evaluations will be responsible for the overall evaluation process and the maintenance of the evaluation database for the benefit of the Executive. The Executive will appoint 3 Regional Evaluation Representatives (Halton, Peel, Niagara) to assist the Director. There are 2 types of evaluations members can request and forms for each are available on-line via Arbiter Central Hub. 1. Formal Certification Evaluation: These evaluations will serve as on-field evaluations for Level 2, 3 and 4 certifications and shall be conducted in accordance with the Football Canada Facilitator Program Evaluation Session. Two formal on-field evaluations are required for Level 2, 3 and 4 Certification. 2. Informal Evaluation: these evaluations may be conducted by a senior member of an on-field crew. It shall be the responsibility of the individual LFOA member to request an on-field evaluation. To do so, the member shall contact the Director of Evaluations by e-mail, outlining the type of evaluation, date, time and location of the specific game and position the official is expected to work. The request must be made at least 14 days prior to the game. The Director of Evaluations will forward the e-mail to the Regional Evaluation Representative who will ensure, where possible that the evaluation is complete. The assigned Evaluator will discuss the observations with the official after the conclusion of the game and then complete the evaluation on the prescribed form. The Evaluator will e-mail the form to the individual official, the Regional Evaluation Representative and the Director of Evaluations. The Director of Evaluations shall keep a record of all evaluations and forward a copy to the Secretary. Evaluations, where possible are to be conducted by a member who is not part of the on-field crew; however, circumstances may dictate otherwise. Where an evaluator is not part of the onfield crew, the evaluator shall be paid a fee of $30.00 for conducting the evaluation, provided that all steps of the process are completed. The Director of Evaluations shall notify the Treasurer regarding any payment to the Evaluator. 14
Senior Panel The Executive will annually make recommendations for officials to advance to higher levels of football, when these leagues request nominations. CFL Stick Crew and Ball Crew On an annual basis, the Executive will select LFOA members for the CFL stick crew and Ball Crew in Hamilton. The CFL stick crew will be comprised of five (5) members per game. The Ball Crew will consist 2 members per game serving as: one (1) Ball Person and one (1) Ball Coordinator. One of the stick crew will be designated as the crew chief to address concerns and act as the liaison. To be chosen for one of these positions, an official must agree to and abide by all conditions as set out by the executive. You must accept all the assigned dates You will be required to purchase a CFL hat You will comply with the required dress code (on field and attire worn to and from the game) You shall meet all time requirements (be in the dressing room 1 ½ hours before game time) Any other conditions that the executive deems necessary OUA Stick Crew On an annual basis, the Executive will select LFOA members for the OUA stick crew at McMaster University. The OUA stick crew will be comprised of three (3) members per game. One of the stick crew will be designated as the crew chief to address concerns and act as the liaison. To be chosen for one of these positions, an official must agree to and abide by all conditions as set out by the executive. You must accept all the assigned dates You will comply with the required dress code (on field and attire worn to and from the game) You shall meet all time requirements (be in the dressing room 1 hour before game time) Any other conditions that the executive deems necessary 15