Roles and Responsibilities of Games Partners

The Saskatchewan Games Council (the Council) is the permanent regulatory body of the Saskatchewan Games program.  Membership in the Council is comprised of representatives acting on behalf of the organizations who have agreed to accept the responsibilities of the Council and include:

• Ministry of Parks, Culture and Sport

• Sask Sport Inc.

• Saskatchewan High Schools Athletic Association

• Seven (7) Members at Large

The Saskatchewan Games Council will have the following roles and responsibilities in the organization of the Saskatchewan Games:

1.  The Council will establish the Summer and Winter Games sport calendar. 

• The Council will invite applications from all eligible Provincial Sport Organizations (PSOs) to be included in each Games program calendar.  The application will outline the sport’s Long-Term Athlete Development plans and how the Saskatchewan Games play a role in those plans. 

• Other requirements include meeting the minimum sport eligibility requirements, providing detail about age classification, events, and the number of athletes, coaches and managers for competition in each sport.

• The Council will ensure that the sports selected to the sport calendar have the appropriate age divisions and classifications for competition in each District.

2.  The Council will prepare the Invitation to Bid and invite eligible communities to bid to host the Saskatchewan Games.

• The Council will review, evaluate and select an appropriate site for the Saskatchewan Games. 

• Communities will be selected for a site evaluation from the bids received for each Games.

3.  The Council will develop the Tri-Party Agreement and work with the contributing partners to finalize an agreement for signature.

4.  The Council will provide a Hosting and Legacy grant to the Host Community.

5.  The Council will assign staff to provide consulting services to the partners involved in the Saskatchewan Games (i.e., Host Community, Districts and PSOs).

6.  The Council will provide guidance to the Host Community to ensure that the proper planning is organized to deliver the Games.

7.  The Council will develop the general rules of the Games and will act as the guardian and interpreter of those rules.

8.  The Council will monitor all Games related functions to be performed by the partners represented on the Council.

9.  The Council will ensure a continuous appraisal and evaluation of the Saskatchewan Games program.  To ensure inclusion in future Games, the Council will closely monitor and evaluate the performance of the PSOs prior to and during the Games.

10.  The Council will require the host community to provide a comprehensive report following each set of Games and will distribute this report to the appropriate parties and individuals.

11.  The Council may appoint a Sport Advisory Panel and a Games Jury for each Games.

12.  The Council requests each PSO to appoint a Provincial Technical Liaison (PTL) as a resource person to the Host Community and the Districts.

13.  Sport Technical Information

• • The Council will distribute the list of sports selected and the proposed age classes to the Districts within six (6) months of the announcement of the next host community. 

  • The Council will ensure that the technical package is complete and has been approved by each participating PSO at least 15 months prior to the start of the Games.

  • The Council will be responsible for updating and distributing the sport technical packages. 

  • The Council will post the sport technical packages on the Saskatchewan Games website at www.saskgames.ca.

  • Changes or revisions to the sport technical packages must be approved by the Saskatchewan Games Council. 

  • The Council will require each PSO to provide the host community with the number of major and minor officials required for the Games.

  • The Council will require each participating sport to be sanctioned by the appropriate PSO.

  • The Council will require a commitment from the PSO that they will not sanction another provincial championship or other major event of the same age classification as the Saskatchewan Games for five (5) days preceding, during, or five (5) days following the Saskatchewan Games.  Changes to this policy must receive approval from the Saskatchewan Games Council.

  • The Council will approve the sport schedule that will be used for the Games.

14.  The Council will develop the District athlete eligibility policy – see Athlete Eligibility Policy.

15.  The Council will approve all components of the sport technical packages as outlined in the Sport Technical Package section.

16.  The Council will approve and regulate the use of all official symbols, flags, medals, walkout uniform logos/advertising, insignia and other symbols of the Games.

17.  The Council will determine and provide appropriate recognition to the Games Flag and Joe Griffiths Award winners.

18.  The Council will provide the host community with a detailed Saskatchewan Games Planning Guide.

19.  The Council will endeavour to secure Corporate and Funding Partners.  This will facilitate a centralized and coordinated approach to servicing the needs of the corporate and funding partners as well as supporting the financial needs of the Host Community.

20.  The Council is responsible for establishing the athlete participation fee.

21.   The Council receives funding to offset the cost of team uniforms and transportation.

22.  The Council, in coordination with the Districts, will establish the walkout uniform pieces for each Saskatchewan Games.

23.  The Council will provide the Host Community with the rights to use the logo(s) and website established for the Saskatchewan Games program. 

24.  The Council will provide the Host Community with an event database program (GEMS.pro) to manage the registrations for all Games participants, volunteers and the sport results.

The Saskatchewan Games program is an integral part of the PSOs’ Long Term Athlete and Coach Developmental (LTAD) plans, generally in the LTAD ‘Train to Train’ stage of development for athletes.

Sport Development and Promotion

1. Position and promote the Saskatchewan Games as an integral component within the sport’s overall LTAD plans by providing a key opportunity for enhancing sport development, training, coach certification and official’s development.

2. The PSO is responsible for the sport development initiatives leading up to the Games which will ensure maximum District representation at the Saskatchewan Games.

3. Apply to participate in the Saskatchewan Games and to be included on the sport calendar.

4. All competitions for the Saskatchewan Games (District team selection and the Games competition) must be sanctioned by each participating PSO.

Sport Technical

1. Provide the appropriate procedures for the District team selection (talent ID and selection events) and the overall competition at the Saskatchewan Games.

2. Develop the Sport Technical Package.  When partner organizations are involved (i.e., Special Olympics Saskatchewan), the PSO will consult with these organizations to develop the Sport Technical package.  

3. Provide the commitment that the PSO will not sanction another provincial championship or other major event of the same classification as the Saskatchewan Games for five (5) days proceeding, during, or five (5) days after the Saskatchewan Games.  Changes to this policy must receive approval from the Saskatchewan Games Council.

4. The PSO will identify the number of major and minor officials required to conduct the competition.  The designated head official will work with the Host and develop the daily schedule assignments.  The PSO is responsible for all costs incurred for the training and development of the major officials.  In conjunction with the PSO, the Host will train the number of required minor officials.  The Host Community is responsible for the costs of the major officials to participate at the Games including mileage, meals and accommodations.  Officials are not paid game fees by the Host or the Saskatchewan Games Council. 

5. Ensure the appropriate individuals and processes are in place for dealing with disputes, protests or issues which may arise on the field of play.  This process should follow the rules and regulations as defined in the NSO/PSO rules of play.  If a process is not in place, the Saskatchewan Games Council suggests that a three-person Sport Jury be identified, consisting of the Provincial Technical Liaison, Host Sport Chairperson and the Head Official.

Provincial Technical Liaison (PTL)

1. The PTL is responsible to provide technical assistance and information for their sport to the Host committee and the Districts.

2. The PTL will establish and deliver a consistent and efficient process that provides team development within all Districts.  It is desirable to have the PTL designated from within the staffing component of the PSO such as a Technical Director.

3. The following are the roles and responsibilities of the PTL as they relate to the Saskatchewan Games program.  The PTL is selected by the PSO.

• Ensure that the technical regulations are clearly defined and meet the requirements for a successful competition (e.g., the field of play meets minimum requirements). 

• Develop the daily sport competition schedule in co-operation with the Host Sport Chair.

• Ensure the Technical regulations are followed at District selection events and the Saskatchewan Games. 

• Be the Technical liaison between the PSO, Saskatchewan Games Council and the Host community.

• Attend the Saskatchewan Games as the technical representative for the sport.  

• The PSO is responsible for all expenses incurred by the PTL while attending the Games. 

• Prepare a final evaluation on the competition and have it submitted within two weeks of the completion of the event. 

• In advance of the Games, be available to attend two planning meetings with the Sport Chairperson of the host community.  The PSO is responsible for all expenses incurred to attend these planning meetings.

• Be knowledgeable in all Technical aspects of the sport and understand the requirements for hosting a successful competition.

• Assist the Districts and PSO to identify the need for clinics and/or workshops.

District Sport Development

1.  Within each District, the PSO is responsible for planning and organizing the sport development initiatives:

• Upgrading and training of coaches

• Athlete development including skills clinics and competitions

• Providing sport medicine and science information

• Officials development and training

2. The Executive Director and/or the Provincial Technical Liaison will be designated as the primary contact for the sport. 

3. The District Sport Coordinator is the District staff person who is responsible for managing the Saskatchewan Games program on behalf of the District.  The PSO will establish communication with the District Sport Coordinator and maintain dialogue up until the commencement of the Games.  

4. Each sport will be asked to identify the District coach(s) for their sport at least 4 months prior to the Games.  This individual will act as the primary contact for the District Sport Coordinator as they begin to plan and prepare for the Saskatchewan Games.  The designated coach(s) will ensure a coordinated approach is taken for the District team selection.  Clubs and individuals, within the specific age class, will be contacted by the coach or PSO informing them of the upcoming District team selection process.

District Team Selection Process

1.  Determine the process for selecting the District athletes, coaches and managers that will advance to the Saskatchewan Games.  The PSO will be responsible for determining a selection process, designating the selection sites, taking registrations, determining the schedule, securing officials and financing the District selection process. 

2. Establish communication with the District Sport Coordinator to assist in promoting and creating awareness for the events.

3. Promote the team selection process and the Saskatchewan Games.

4. The PSO will determine and provide the financial resources required to conduct the District team selection process. 

5. Ensure the coaches and managers selected for the District team meet the minimum coaching certification requirements as outlined in the Technical Package.

6. Prior to and upon completion of the District team selection process, provide the following information to the District Sport Coordinator:

• An outline of the policies and procedures for the District team selection;

• Results of the team selection process;

• Completion of the Host Community registration form as supplied by the District Sport Coordinator for each member of the District team. 

7. Apply to the Saskatchewan Games Council for any coaching exemptions or any other matters that pertain to the selection of the District team.

8. Upon selection of the District team, all training costs prior to the Games are the responsibility of the PSO.

9. Upon completion of the District team selection, the District Sport Coordinator will inform the team of the logistics for attending the Games (transportation to and from the Games, online registration, participant fee payment, walk-out uniform distribution, etc.).

10. The PSO will coordinate and provide each District team with a consistent competition uniform that conforms to the District team colors.

Eligibility

1. Ensure athletes meet age and residency requirements.

2. Ensure coaches meet the certification requirements of the Sport Technical Package.

District Team Coach Roles and Responsibilities Prior to the Games

1. Submit a Criminal Record Check (CRC) and Vulnerable Sector Verification (VSV) to the PSO.

2. Complete the Respect in Sport (RiS) online training program for coaches.

3. Meet with the PSO to review the Sport Technical information for the sport.

4. Contact the District Sport Coordinator and provide the District team selection dates and locations.  The District office can assist with the promotion of the team selection dates.

5. Assist the PSO with the promotion of the Saskatchewan Games and the District team selection dates and locations to those involved in the sport within the District.

6. Provide logistics support to the team:

• Walk-out uniform sizing

• Online registration

• Co-ordinate the online payment of participant fees

• Transportation information

• Information about the pep rally or staging events

• Finalize rosters and submit to the District Sport Coordinator

District Team Coach Roles and Responsibilities During the Games

1. Coach the District team at the Saskatchewan Games.

2. Travel with the team to the host community on the transportation provided by the Saskatchewan Games Council.

3. All coaches must stay in the Athletes’ Village to ensure the safety and wellbeing of their teams.  Coaches may be assigned to rooms with other coaches from other sports or other Districts.

4. Participate in the opening and/or closing ceremonies and other planned events with their team.

5. Coaches, with the support of the Team Manager, will supervise their athletes during their stay in the host community.

The Sport, Culture and Recreation Districts work to build capacity in individuals, groups and communities to advocate the importance of involvement in Sport, Culture and Recreation initiatives within communities in the District.

Promotion  

• The Districts will promote the Saskatchewan Games program through its website, social media channels, newsletters and with the tools provided by the Saskatchewan Games Council. 

• Publicize the locations and dates of the District team selections.  This information will be provided to the Districts by the Provincial Technical Liaison or coaching staff of the District team.

• With support from the Host Committee and the Saskatchewan Games Council, distribute the results of the District teams to the appropriate media within the District.

Mission Staff

Establish a mission staff to manage the District team and assume responsibility for team conduct.  The District will approve the number of male and female mission staff according to team size, number of male and female competitors, venue locations and available funds.  See Guidelines for Mission Staff.

Team Preparation

1. The District will establish communication with the Coach and Manager in preparation for the Games.

2. In conjunction with the PSO, ensure that all athletes entering the District Team selection process meet the Saskatchewan Games residency requirements.

3. In partnership with the Saskatchewan Games Council, coordinate the walkout uniforms for the District team.

4. In partnership with the Saskatchewan Games Council, coordinate the transportation of the District team to and from the Games.

5. Plan and organize a District pep rally or pre-Games staging event.

6. Provide each team with the detailed travel arrangements, walkout uniforms, registration procedures, pep rally dates, competition schedules, the participant code of conduct and host handbooks as well as any other information as it pertains to their involvement in the Saskatchewan Games program.

7. Organize and complete the required forms on behalf of the District team and forward them to the appropriate organization.

8. Manage the participant registration process for their District Team in the Games Management System (GEMS.pro).  This includes verifying and approving participants based on the final District team rosters.

The Ministry for Parks, Culture and Sport (hereafter referred to as the Ministry) represents the Province of Saskatchewan on the Board of Directors of the Saskatchewan Games Council.

1. The Ministry will support the Saskatchewan Games Council’s role as the principal authority on all Saskatchewan Games matters.

2. The Ministry will work towards ensuring that the Saskatchewan Games are conducted in a manner consistent with the Government’s sport policy.

3.  The Ministry will work with all parties to improve the amateur sport delivery system as it relates to the Saskatchewan Games program.

Sask Sport Inc. is the Federation of Provincial Sport Organizations recognized by the province of Saskatchewan.

1. Sask Sport Inc. will support the Saskatchewan Games Council's role as the principle authority on all Games matters.

2. Sask Sport Inc., through the Saskatchewan Lotteries Trust Fund, will provide funding assistance for the Saskatchewan Games.

3. Sask Sport Inc. will direct the Saskatchewan Games eligible sports (PSOs) to include the Saskatchewan Games program as an integral component within their Long-Term Athlete Development (LTAD) plan.

4. Sask Sport Inc., as the umbrella organization, represents all PSOs on the Board of Directors of the Saskatchewan Games Council. 

The Saskatchewan High Schools Athletic Association (SHSAA) represents the interests of Saskatchewan High School Athletics programs.

1. The Saskatchewan High Schools Athletic Association, being the administrative body for interscholastic athletics, will promote the Saskatchewan Games program and endorse the participation of student athletes within the philosophical guidelines of the SHSAA.

2. Assist in identifying Saskatchewan Games issues that impact sport at the secondary level of the Saskatchewan education system. 

Organization and Planning

Upon being awarded the Games, the Host Organization is responsible for organizing and staging the Games as outlined by the Saskatchewan Games Council.  The Host Organization will provide event planning updates to the Saskatchewan Games Council as required.

Divisions

1. Sport and Venues

• Ensure all sport facilities meet the minimum standard acceptable to the PSO.

• Coordinate the requirements for the officials, equipment needs and results distribution.

2. Finance and Administration

• Develop, implement and monitor the operating and capital budgets for the Games.

• Provide the necessary human resource and administration support to assist the various divisions.

3. Volunteers

• Ensure approximately 1,000 – 1,200 volunteers are recruited to support the Games.

4. Logistics and Information Technology

• Provide internal transportation, communication and security for the safety and well-being of the participants.

• Plan and provide adequate equipment and technology to support the staff, volunteers and the overall operation of the Games.

5. Athlete Experience

• Establish an Athletes’ Village that will accommodate, provide food and medical services for a minimum of 1,000 participants per half.

• Provide space for a mission centre for mission staff and entertainment areas for athletes.

6. Marketing and Communications

• Develop and execute a plan that will provide effective and timely promotion of the Games.

• Develop a plan for ticket and souvenir merchandise sales.

7. Ceremonies and Culture

• Stage an exciting and memorable opening and closing ceremonies, medal presentations and receptions.

• Provide for a warm, hospitable atmosphere for VIPs and special guests.

• Plan and organize cultural events which will complement the sport competitions.

8. Sponsorship and Fundraising

• Develop and implement a plan for soliciting the required funds to deliver the Games.

**Sample Host Organization Chart