Employee Handbook
Contents
Policies
Personal Conduct...................................................................................2
Personal Communications......................................................................3
General
Performance Management Systems........................................................4
Discipline...............................................................................................5
Health + Safety
At the Arena...........................................................................................7
Manual Handling....................................................................................7
Substance Abuse: Smoking, Alcohol & Drugs..........................................7
Zero Tolerance Policy.............................................................................9
Procedures
Trainer Payment....................................................................................10
Business Expenses...............................................................................10
Transportation......................................................................................10
Policies
Personal Conduct
iTrain Hockey expects that its team members and contractors representing the
business to achieve and maintain a high standard of ethics, professional
conduct and work performance in order to ensure that we maintain our
reputation through expansion across the globe.
Dress Code
iTrain Hockey asks that team members generally be aware that uniforms will
have an impact upon the iTrain Hockey image as well as the overall energy of
the company.
a. In the arena:
- Dress choice in the office is a matter of personal discretion, taking into
account our stylish, sport focused professional environment.
b. On the rink:
- iTrain Hockey Trainers are to wear the allocated iTrain Hockey Uniform.The
iTrain Hockey track suits are to be worn at all events or programs.
- As an absolute minimum standard, uniforms should be clean and fresh at all
times.
c. Off ice at camps:
- iTrain Hockey Trainers are to wear the allocated iTrain Hockey Uniform.The
iTrain Hockey track suits are to be worn at all events or programs.
- Appropriate shoes such as running shoes or training shoes are to be worn.
- Appropriate training shorts, t-shirts, shirts and socks are to be worn.
- As an absolute minimum standard, uniforms should be clean and fresh at all
times.
The following are examples of items that are not acceptable:
- Ripped or torn track suits.
- No offensive material on clothing
**If team members require additional uniform, please speak to management. **
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Personal Communications
Phone Calls
a. In the Office: As a company policy it is acknowledged that personal
communication is inevitable and sometimes necessary. It is expected this will
be kept to appropriate or reasonable levels to ensure a focused work
environment for the rest of the iTrain Hockey team.
b. In the Arena: Personal phone calls and texting are not permitted while
facilitating programs. Cell Phone is to be on silent and checked only during
breaks. Upmost care and prudent attention is to be given to the players, the
parents and the teachings at all times while facilitating programs. Social Media
content is not an exception.
Email
a. In the Office: Private use of email is permitted, provided that such does not
interfere with or distract from responsibilities and/or distract other members of
the team. In order to protect iTrain Hockey from the potential effects of the
misuse and abuse of email, the following instructions are to be observed by all
users:
i. No material is to be sent as email that is defamatory, in breach of copyright
or business confidentiality, or prejudicial to the good standing of iTrain Hockey
in the community or to its relationship with team member, customers, suppliers
and any other person or business with whom it has a relationship.
ii. Email is not to contain material that amounts to gossip about colleagues or
that could be offensive, demeaning, persistently irritating, threatening, and
discriminatory, involves the harassment of others or concerns personal
relationships.
iii. The email records of other persons are not to be accessed except by
management (or persons authorized by management) engaged in ensuring
compliance with this policy, or by authorized team members who have been
requested to attend to a fault, upgrade or similar situation. Access in each case
will be limited to the minimum required to complete the task.
iv. When using email a person must not pretend to be another person or use
another person’s computer without permission. Excessive private use,
including mass mailing, “reply to all” etc. that are not part of the person’s
duties, is not permitted. Team members need to be continually aware some
forms of email conduct may also be open to criminal prosecution.
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Internet
The following activities, using iTrain Hockey Internet access are not permitted:
- Viewing, other than by accident, sites of incoming emails portraying obscene,
violent, defamatory and unlawful material and material that could cause iTrain
Hockey to be in breach of equal opportunity or anti-discrimination legislation,
verbally, in writing or pictorially.
- Downloading or printing material as described above.
- Showing to others, or allowing to be seen by others, items as described
above.
- Repeated or prolonged use that is not directly relevant to the user’s work.
- Introducing computer viruses by failing to follow company IT procedures.
- Downloading software from the internet or from unauthorized disks and CD
ROMs on to the internal network
Performance Management Systems
At iTrain Hockey we want our team to be achieving not only within the business
but also with any personal goals they have. We see iTrain Hockey as a family
and we are committed to giving all members of our team every opportunity to
develop their careers, progress personally, to contribute to the community and
the business as well as to share in its success.
The Performance Management System defines, measures, and recognizes the
contribution of individuals and helps iTrain Hockey establish achievable goals
for all team members– we are a team and a family!
We hold your goals and dreams in high regard. If you would like to progress
forward in any area please let management know and iTrain Hockey will work
with you to achieve your desired result.
360 Degree Performance Reviews
The goal of the 360 degree Performance review is to ensure constant
improvement in the business and to maintain an open communication
environment whereby everyone feels equally important to achieve their desired
goal while having a good time.
All new team members including owners, director and managers will be subject
to review at an agreed specified at time of acceptance of contract position.
iTrain Hockey promotes the 360-degree feedback on performance whereby
colleagues; other contractors, directors and/or any other team member are
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free to give feedback on performance when appropriate.
A performance appraisal is to provide feedback on performance, guidance on
future direction and to set selected specific objectives for the next contract
period.
Discipline
iTrain Hockey recognizes the value of its team and is committed to the fair
treatment of all team members.
Poor Performance
iTrain Hockey values honesty and trust within our team. If a team member is
not performing as per agreed in statement of work, the necessary steps will be
taken to assist the team member in accomplishing tasks as per agreed.
Team members will be personally counseled by management to agree on a set
timeline and goals to achieve. On-going support will be given.
If a team member consistently fails to meet agreed standards after the above
processes have been followed then iTrain Hockey reserves the right to dismiss
the team member.
In the case of misconduct with the company the following process will be taken:
A verbal warning should be given to team member:
- If the unacceptable behavior continues, a written warning will be issued, and
signed by the team member as being received and understood.
- A second written warning should be given to a team member if he/she
requires further discipline for the same or a related issue, and also signed by
the team member as being received and understood.
- Team members who have been disciplined three times are subject to
dismissal*
Gross or Serious Misconduct
Summary (instant) dismissal for gross or very serious misconduct is possible for
the following: insubordination, drunkenness, dishonesty, assault, deliberately
endangering the safety of others, commission of a criminal offence on our site,
and objectionable language.
*Note: In all such cases ‘procedural fairness’ guidelines will apply. This means
the warning and dismissal process must allow the team member to offer their
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view of the events concerned. The team member must have every chance to
defend himself/herself and has the right to appeal a decision made.
Health & Safety
iTrain Hockey is committed to providing a safe working environment for team
members and all who participate in iTrain Hockey Programs.
iTrain Hockey demands a positive attitude and performance with respect to
health, safety and the environment by all team members, regardless of their
position.
On the Rink:
It is expected that the iTrain Hockey team members strictly adhere to exercising
upmost careful and prudent duty of care to all participants in all circumstances
when administering iTrain Hockey Programs. Including but not limited to:
- Giving adequate and complete progressive instruction
- Using equipment safely and appropriately at all times
- Undertaking activities that are suitable for age, physical and mental condition
and skill level of participant
- Provide non-negligence supervision for the entire duration of program
- What does this mean in everyday terms?
- Adequate Program Instruction: Progressive instruction means that athletes
must be taught skills in a graduated manner through verbal instruction and
demonstration. They should be tested (even if informally) on what they have
learned, and they should not move on to higher skills until they have shown
proficiency in lesser skills.
- Equipment Usage: Do not use equipment for anything other than what it was
designed for. Use common sense approach to ensure surrounding environment
is safe for drills, games or activities.
- Suitability for Participants: The activity must be appropriate for the age,
physical and mental condition and skill level of the athletes as per the program
manuals.
- Supervision: Trainers must provide diligent supervision and must not leave
athletes unattended at any time, particularly younger athletes. No stepping out
to take a cellular call, no texting or leaving the arena to use the washroom
unless some alternate supervision is in place. This also means at the end of a
practice or game if a parent does not collect an athlete as planned then the
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trainer must stay with that athlete until the parent arrives or other arrangement
are made.
Employee Conduct at the Arena
Trainers are expected to the adhere to the following rules when working with
children:
- Never be alone with a child during an iTrain Hockey programs (always have
another adult present)
- Do not use the student washrooms (always ask for staff washrooms)
- Use all precaution from physically touching children during iTrain Hockey
programs
(High fives, hugs with arms around shoulders or just an arm around a shoulder,
pushing them on the oblique/ top of waist for balance and stability training on
or off the ice is acceptable, do not touch children in any other manner)
- Use equipment safely and appropriately at all times
- Provide non-negligence supervision for the entire duration of program
Manual Handling
It is the policy of iTrain Hockey to provide all team members with a safe and
healthy working environment by identifying, assessing and controlling manual
handling risks within the workplace.
While Trainers are ultimately responsible for ensuring the health, safety and
welfare of team members, all team members are expected to participate by
reporting potential and actual manual handling hazards within the workplace.
Under no circumstances should any iTrain Hockey employee lift or manually
handle items larger or heavier than they can easily support.
Substance Abuse: Smoking, Alcohol & Drugs
Smoking
The iTrain Hockey employs a non-smoking policy. iTrain Hockey Trainers are to
always conduct themselves in a healthy-oriented way. Smoking is not permitted
on the iTrain Hockey property, during off-site programs, or in the offices at any
time. Smoking while on company premises or during program implementation
will be considered as gross misconduct and will render a team member liable to
instant dismissal.
Smokers who need to take breaks should do so during their allotted breaks (no
more than two per day in addition to their lunch break). These breaks must
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be limited to 15 minutes from leaving the workplace to recommencing work.
These breaks must not be taken at the entrance to the iTrain Hockey offices or
in the vicinity or students or campers. This is a poor representation of the
Company and may be offensive to people who may be visiting the iTrain Hockey
or attending/participating in programs.
No special privileges will be afforded to smokers. Any additional breaks
(outside of allotted breaks) must be approved by your managers- these must
be limited to 10 minutes from leaving the workplace to recommencing your
work – and the time must be made up at the conclusion of the working day.
Excessive smoking breaks will be regarded as absenteeism and disciplinary
action may be taken.
Alcohol & Drugs
This policy applies to all levels throughout iTrain Hockey. The policy is not
concerned with social drinking or the taking of prescribed drugs for medical
purposes; the concern is directed to instances where alcohol or other drug
dependence or abuse affects the job performance and or/safety of any team
member(s) or program participants.
iTrain Hockey is concerned by factors affecting a team member’s ability to
safely and effectively perform work to a satisfactory standard. The Company
recognizes alcohol or other drug abuse will cause short-term or long-term
impairment to such work performance.
iTrain Hockey is committed to creating and maintaining a safe, healthy and
productive workplace for all team members. iTrain Hockey has a zero tolerance
policy in regards to the use of illicit drugs on their premises or the attending of
other business related premises (e.g. clients) while under the influence of illicit
drugs. Contravening either of these points will result in immediate termination.
Attending work under the influence of alcohol will not be tolerated and will
result in disciplinary action or ultimately dismissal.
iTrain Hockey, may at times, make alcohol available to team members over the
age of 19 (or specified by the Provincial laws). Limiting the consumption of any
alcohol made available is the responsibility of the team member. Driving under
the influence of alcohol or any other illicit drug is illegal, it is your own
responsibility to ensure you comply with this.
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Zero Tolerance Policy
iTrain Hockey is committed to ensuring that the entire team is treated fairly and
equitably in an environment free of bullying, harassment and sexual
harassment.
Bullying is any repeated, unreasonable language or behavior that creates a risk
to another person’s health and safety (including their emotional and
psychological health).
Harassment is any unwelcome, unreturned language or behavior that creates a
hostile work environment by undermining, humiliating, seriously offending or
intimidating another person.
Sexual harassment is any unwelcome behavior of a sexual nature that could be
reasonably anticipated to make another person feel humiliated, intimidated or
offended. Sexual harassment can take many different forms and may include
physical contact, verbal comments, speculation or probing questions about
another person’s sexual behavior or sexual orientation, jokes, propositions, the
displaying of offensive written or pictorial material and any other behavior that
creates a sexually tense or hostile working environment. Sexual harassment can
occur between a team member and a co-worker, supervisor, manager, agent,
consultant or contractor.
Our goal is to create an iTrain Hockey family whereby all team members feel
valued, safe and comfortable in all circumstances. iTrain Hockey recognizes
comments that do not offend one person can offend another and that individual
team members may react differently to the same language or behavior. Because
of iTrain Hockey’s commitment to the principles of respect and safety,
management expects every team member to respect the reasonable limits set
by others and avoid language or behavior that could be reasonably expected to
offend or embarrass others.
If you feel as though you are being harassed:
iTrain Hockey genuinely cares about the wellbeing and happiness of all team
members. We want to ensure that all team members are progressing forward in
their lives with confidence and ease.
If you feel you are being harassed, please speak to a manager you feel
comfortable with and they will take necessary steps to ensure the offensive
behavior is dealt with promptly.
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Procedures
Trainer Payment
- You will be provided with payment biweekly for the hours you worked at
iTrain Hockey during the previous two week period (regularly Monday to
Monday)
- It is highly recommended that you update your own schedule on a daily or
ongoing basis in case iTrain Hockey accidentally makes a mistake in your
schedule.
- Please email Gary Cannon or Andy Truax, iTrain Hockey General Manager with
any invoicing concerns: [email protected]
Business Expenses
iTrain Hockey will reimburse team members and contractors for out of pocket
business expenses incurred in the performance of their role, where prior
approval has been received in writing from a manager. Receipts must be
provided for all expenses to be reimbursed.
Process
- Team member will be informed of allocated costs
- Additional expenses beyond what is allocated must be authorized/agreed to
by iTrain Hockey in writing prior to expenditure.
- iTrain Hockey will only reimburse Trainers for authorized costs submitted
with an expense report containing all original receipts (re-imbursement without
receipts will not occur).
Transportation
Using Your Own Car
When electing to use your own personal car as a means of travel to and from
iTrain Hockey events/programs, iTrain Hockey recommends always traveling
safely. Prepare prior to lessons as to leave you enough time to arrive on time.
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Please Sign Below:
I, ________________________________________________________, have thoroughly
reviewed, understood and agree to the iTrain Hockey Policies, Health & Safety
and Procedures as outlined in the Employee Handbook.
I acknowledge that I am bound by policies and procedures as well as other
details outlined in the Employee Handbook.
TEAM MEMBER
Signed_________________________________Dated________________________________
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