Procedures- Athletic Event Booking & Hosting

Below is a basic list of procedures that everyone needs to clearly follow.

HOLY DAYS: DO NOT BOOK TOURNAMENTS ON THESE DATES- CLICK HERE

1. If hosting an event, the host must first clear the date with the HPE Coordinator.  If not, your event may be forced to change. There are limits on supply teachers as well as religious dates ​(see attached) to avoid.  First come, first serve.

2. Once the date is approved by the HPE Coordinator, the host can invite teams to their event, complete transportation form  and organize.

3. For 7-8, follow procedures set by your association. (NPPHEA/SPESPHEA)

4. For k-6, Events should follow the FOS/SOE initiative. FOS - all schools that feed into a high school. SOE - the high schools (and all feeder schools) that have the same Superintendent. District - Brampton West, Mississauga North (this is being developed).  

   1. 1. Invite your FOS first.  If not enough teams, invite others in your SOE. 

      2. If schools in your FOS do not attend, remind them that this event will happen next year and hopefully they can plan to organize and attend.

5. Once a host has all the teams and again, the date was approved, the host should let all coaches know they can book their supply.

6. ONE supply per school per team per gender.

7. No double dipping. i.e. You may book a supply for each team once.  If you go to other tournaments your school must pay for the supply.  Any school using the supply twice will have the cost sent back to the school.

8. PAM CODE 482

9. Book supply NO SOONER than 2 weeks prior to the event.  This allows for the fair and equitable use of the code.

10. Supply funds are projected to run out by the end of January.  An update will be emailed to everyone on an ongoing basis.

11. Once funds have depleted, schools will be responsible for paying for their own supplies as in previous years.

12. School Paid supply coverage uses PAM Code 70.

13. All coaches/schools will electronically submit a team list (School, Activity, Gender, Grades, Names, etc) to the host prior to the tournament.  Each host will gather the team lists and forward to the HPE Coordinator

14. Transportation via Taxis: The board allows the use of taxis for excursions including interschool sports.  The board has agreements with a few companies.  Your school admin or Association Exec will know specifically. Grades 4-12 may travel with out an adult in the vehicle.  Grades k-3 require one adult in each vehicle. Best practices suggestions: Teacher ride in one of the taxis being used.  All vehicles leave at the same time and do not leave until teacher meets all students. If teacher driving in their own vehicle (carrying students is not recommended), the taxis do NOT leave until the teacher pulls up and leaves.  The taxis do not leave drop off until the teacher (who was driving their own vehicle) arrives and meets all students.

15. TA Coaches: TA's are allowed to coach school teams.  They are able to use PAM Code 482 while funds last.  TA's are not allowed to be alone with students.  A teacher staff member is required.  A TA can be coaching in the gym, while the teacher staff member is in the area of.  They do not have to be on site.  It could be another staff member who is in the area of.  However, when leaving the school, the TA would require a teacher staff member to be onsite, actively supervising.

Late Fee for Tourney Drop Outs –convenors need to send out a general schedule 3 weeks prior to tournament date.  Confirmation should occur within 2 weeks of tournament date. If dropping out, communication must occur no later than 1 week prior to the tournament date, otherwise school will be penalized a late drop-out fee of $50 PLUS ENTRY FEE.

Is my Supply Teacher Covered?

Coaches may use Code 482 to book 1 supply coverage for the following sports (until the funds are exhausted):

Field Hockey, Flag Football, Volleyball, Basketball, Coed Ball Hockey, Spring Cross-country, Outdoor Cricket, Soccer, Slo-pitch, JUNIOR teams

IS BUSSING COVERED?

*PLEASE REVIEW TRANSPORTATION POLICIES*

The following sports will have 1 BUS covered (tournaments):

Field Hockey, Flag Football, Volleyball, Basketball, Coed Ball Hockey, Dodgeball, Cross-country, Outdoor Cricket, Soccer, Slo-pitch

The following sports do NOT have BUSSING covered:

Jr. Sports, Fall Run, Badminton, Indoor Cricket, Ultimate, Track and Field, Beach Volleyball, any additional invitational tournaments

Potential Tournament Schedules: 

Due to Bussing Start Times will be 10 am (9:00am earliest bus pick up)