Club Policies

1. Code of Conduct and Ethics

All members, coaches, volunteers, and staff are expected to treat one another with respect, honesty, and fairness at all times. This includes:

• Respecting the dignity and rights of all individuals, regardless of skill level, background, or ability

• Promoting a positive, inclusive team culture

• Prohibiting harassment, discrimination, bullying, or abuse of any kind

• Following all pool facility rules and safety guidelines

• Acting with integrity in competition and training

Violations may result in disciplinary action, up to and including removal from the Club.

2. Athlete Protection Policy

RMSC is committed to protecting the physical, emotional, and psychological safety of all athletes. This includes:

• Ensuring all coaches and volunteers working directly with athletes meet appropriate screening requirements (including criminal record checks where applicable)

• Maintaining appropriate supervision ratios during all club activities

• Providing a clear process for athletes to report concerns without fear of retaliation

• Prohibiting any form of abuse, neglect, or exploitation

3. Travel Policy

When RMSC organizes or sanctions travel for competitions or club events, the following applies:

• Athletes are expected to follow the Club's Code of Conduct while travelling

• Appropriate supervision will be arranged for any athletes requiring it

• Members are responsible for their own travel arrangements unless otherwise stated by the Club

• Any club-organized travel will communicate clear expectations, itineraries, and emergency contact information in advance

4. Discipline and Complaints Policy

RMSC provides a fair and transparent process for addressing concerns or complaints:

• Complaints may be submitted to the Club President or Board of Directors

• All complaints will be reviewed promptly and handled confidentially where possible

• Individuals involved in a complaint will have the opportunity to respond

• Disciplinary decisions will be made by the Board in accordance with the Club's Bylaws

5. Alternate Dispute Resolution (ADR) Policy

Where disputes arise that cannot be resolved informally, RMSC supports fair resolution through:

• Encouraging open communication between involved parties as a first step

• Mediation facilitated by a neutral party where appropriate

• Escalation to the Board of Directors if informal resolution is unsuccessful

• Referral to Swim BC's dispute resolution resources where applicable

6. Appeals Policy

Members have the right to appeal disciplinary or eligibility decisions made by the Club:

• Appeals must be submitted in writing to the Board of Directors within a reasonable time frame of the original decision

• The Board will review the appeal and may request additional information from involved parties

• A decision on the appeal will be communicated in writing

• Members may further escalate to Swim BC where the Club's process does not resolve the matter

Royal Masters Swim Club currently follows and upholds all policies required by Swim BC. For the 2027–2028 season and onward, the Club will continue working with Swim BC to formally adopt and publish its own detailed policies. In the meantime, RMSC complies with and follows all applicable Swim BC policies.