Policies and procedures


​​​​​​​Calgary Patriot Policies and Procedures

The Calgary Patriots are committed to fostering a culture of well-being, safety, and respect for all athletes, coaches, volunteers, and parents involved in our sport. We are dedicated to ensuring that every training and travel experience is both safe and enjoyable for all members of our Club. As an affiliated member of Swim Alberta, the Calgary Patriots Swim Club is bound by Swim Alberta’s guiding principles and policies. This includes the expectation that all athletes, officials, volunteers, parents, and the Club itself adhere to these standards. In the event of any conflict or inconsistency between a Calgary Patriots policy and a Swim Alberta policy, the Swim Alberta policy shall take precedence. The Calgary Patriots Swim Club also reserves the right, at its sole discretion, to amend or implement additional policies and procedures as necessary. 

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swim club bylaws

(Last Updated May 2019; Reviewed for 2026-2027 season)


The Calgary Patriots Swim Club Bylaws establish the governance framework for the Club and help ensure it operates in a fair, transparent, and consistent manner. They define the Club’s structure, membership rights and responsibilities, Board authority, decision-making processes, elections, meetings, and financial oversight.

The Bylaws are designed to promote good governance, accountability, and long-term sustainability while supporting the Club’s mission of providing a positive and successful environment for athlete development. They also help ensure compliance with applicable legislation and the requirements of governing organizations, including Swim Alberta and Swimming Canada. A copy of the Calgary Patriots Swim Club Bylaws can be downloaded here.

The Board-reviewed 2026–2027 Bylaws can be downloaded here.

Chaperone Policy

(Last Updated December 2024; Reviewed and updated on May 12, 2026 for 2026-2027 season)

The Chaperone Policy establishes the expectations, responsibilities, and requirements for individuals serving as chaperones during Calgary Patriots Swim Club travel, training camps, and other Club-sanctioned activities. The policy is intended to help ensure the safety, well-being, and appropriate supervision of athletes when they are participating in activities away from their parents or guardians.

The policy outlines the role of chaperones in providing support, supervision, and guidance while maintaining professional boundaries and adhering to applicable safeguarding and athlete protection requirements. It also helps ensure that all chaperones understand their responsibilities with respect to athlete welfare, conduct, communication, and emergency response. The full chaperoning policy can be found here.

The Board-reviewed and updated 2026–2027 Chaperone Policy can be downloaded here.

Chaperone Procedure

(Updated January 2014; Review Pending)

The chaperone procedures outline the tasks that chaperones perform during an out of town meet. A copy of the procedures is included in the meet binder along with other relevant information that chaperones normally require at away meets. The full chaperoning procedure can be found here.

Travel Policy

(Last Updated January 2014; Reviewed and updated on May 12, 2026 for 2026-2027 season)

In order to provide a broad competitive experience, Patriots swimmers will from time to time travel to attend meets outside Calgary. The policy is established to provide information to ensure clear and consistent understanding of travel policy and guidelines to the membership; to ensure parents understand fiscal commitment when going on trips; and to ensure that swimmers and coaches are adequately covered from an insurance perspective in the event of an accident while on club travel. The full travel policy can be found here.

The Board-reviewed and updated 2026–2027 Travel Policy can be downloaded here.

Director's Agreement

(Updated Unkown; Reviewed and updated on May 12, 2026 for 2026-2027 season)

The Director's Agreement outlines the roles, responsibilities, and expectations of individuals serving on the Calgary Patriots Swim Club Board of Directors. It is intended to promote effective governance by establishing clear standards for conduct, decision-making, confidentiality, conflict management, and fiduciary responsibility.

The Agreement helps ensure that Directors act in the best interests of the Club, exercise appropriate oversight of Club operations, and uphold the values and objectives of the organization. It also reinforces the Board's commitment to accountability, transparency, and ethical leadership while supporting compliance with applicable legislation, the Club's Bylaws, and the requirements of governing organizations. The full Director's Agreement Policy can be found here.

The Board-reviewed and updated 2026–2027 Director's Agreement can be downloaded here.

Human Resources Policy

(Pending ratification for 2026-2027 season)

The Human Resources Policy establishes the framework for the Calgary Patriots Swim Club's relationship with its employees, contractors, and volunteers. It provides guidance on employment practices, workplace expectations, performance management, professional conduct, recruitment, compensation, and other human resource matters.

The policy is designed to support a safe, respectful, and productive working environment while promoting consistency, fairness, and accountability in the management of Club personnel. It also helps clarify the respective roles of the Board of Directors, coaches, staff, and volunteers, ensuring that governance and operational responsibilities are appropriately separated.

Conflict of Interest Policy

(Ratified on May 12, 2026 for 2026-2027 season)

The Conflict of Interest Policy helps ensure that decisions made on behalf of the Calgary Patriots Swim Club are fair, objective, and in the best interests of the Club and its members. It establishes requirements for identifying, disclosing, and managing actual, potential, or perceived conflicts of interest that may arise in the course of Club activities.

The policy is designed to promote integrity, transparency, and accountability in governance and operations by helping Directors, coaches, staff, volunteers, and committee members avoid situations where personal, professional, or financial interests could improperly influence decision-making. The Board-reviewed and ratified 2026–2027 Conflict of Interest Policy can be downloaded here.

Risk Management Plan

(Ratified on May 12, 2026 for 2026-2027 season)

The Risk Management Plan provides a structured approach for identifying, assessing, and managing risks that may affect the Calgary Patriots Swim Club, its members, programs, events, assets, and operations. It helps the Club proactively address potential challenges and implement measures to reduce the likelihood and impact of adverse events.

The plan is designed to support the safety and well-being of athletes, coaches, volunteers, officials, and members while protecting the Club's financial, operational, and reputational interests. It also assists the Board of Directors in fulfilling its governance responsibilities by ensuring risks are regularly reviewed and appropriately managed. The Board-reviewed and ratified 2026–2027 Risk Management Plan can be downloaded here.

Personal Information Protection

The Calgary Patriots Swim Club is committed to safeguarding the personal information entrusted to us by our members. We manage your personal information in accordance with Alberta’s Personal Information Protection Act and other applicable laws. This policy outlines the principles and practices we follow in protecting your personal information. The full Personal Information Protection policy can be found here.


Safe Sport Reporting

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To assist members in determining the most appropriate reporting pathway, please review the Safe Sport Reporting Decision Tree.


Our Commitment to Safe Sport


The Calgary Patriots Swim Club is committed to providing a safe, inclusive, respectful, and positive environment for all athletes, coaches, officials, volunteers, and families. Every member of our club has a role in helping maintain a culture where concerns are taken seriously and addressed appropriately.

Swim Alberta has adopted the Alberta Safe Sport Complaint Mechanism, an independent third-party reporting system for serious misconduct concerns. This aligns Swim Alberta with other provincial sport governing organizations and provides a consistent, confidential process for managing Safe Sport complaints.

What Should Be Reported

Any concern related to athlete safety, misconduct, or inappropriate behaviour should be reported as soon as possible. This includes, but is not limited to:

  • Abuse (physical, emotional, sexual, or neglect)
  • Harassment or bullying
  • Discrimination
  • Boundary violations
  • Retaliation
  • Inappropriate conduct involving electronic communications, social media, text messages, or email
  • Any behaviour that may compromise the safety or well-being of a participant
If you are unsure whether a situation constitutes a Safe Sport concern, we encourage you to seek guidance and report the matter.

How to Report a Concern

Concerns may be reported through one of the following channels:

Club Reporting

Members may report concerns directly to:

Club representatives will assist in determining the appropriate next steps and whether the matter should be referred to Swim Alberta's independent reporting mechanism.

Alberta Safe Sport Complaint Mechanism

Serious Safe Sport concerns may also be reported directly through the Alberta Safe Sport Complaint Mechanism, an independent third-party reporting system established to receive and manage complaints involving misconduct, abuse, harassment, discrimination, neglect, and other Safe Sport violations.

Confidentiality and Protection from Retaliation

All reports are handled as confidentially as possible and in accordance with applicable policies and procedures.

Individuals who report concerns in good faith are protected from retaliation. The Club will not tolerate any form of reprisal against a person who raises a genuine concern regarding safety, misconduct, or inappropriate behaviour.

Club Policies and Resources

The following resources are available on this website:

  • Club Bylaws
  • Club Policies and Procedures
  • Safe Sport Policies
  • Incident Report Forms and Templates
  • Codes of Conduct
Members are encouraged to familiarize themselves with these resources and the standards expected within our organization.

Speak Up

If something doesn't feel right, speak up.

Creating and maintaining a safe environment requires the participation of everyone in our Club community. Raising concerns early helps protect athletes and ensures issues are addressed through the appropriate channels.

If you have questions regarding reporting procedures or Club policies, please contact the Club President or another member of the Board of Directors.


Swim Alberta Policies and Procedures

The Calgary Patriots Swim Club is a proud member of Swim Alberta, the provincial sport organization responsible for the governance, development, and regulation of competitive swimming in Alberta. Through this affiliation, the Club is also aligned with Swimming Canada.

As a condition of membership, the Calgary Patriots Swim Club is required to operate in full compliance with all applicable Swim Alberta and Swimming Canada policies and standards. These policies are designed to ensure a safe, inclusive, and respectful environment for all participants, while promoting integrity and excellence in the sport. All the Swim Alberta policies may be accessed here .

By registering with the Club, members (including athletes, parents/guardians, and volunteers) acknowledge and agree to abide by all applicable policies, including but not limited to:


Fairness & Safety in Sport Act (formaly Bill 29)

The Calgary Patriots Swim Club is legally required to comply with the Fairness and Safety in Sport Act . Our policies and registration processes reflect this legislation. While we recognize that views on this topic may differ, the Club must follow the law as written to remain in good standing with Swim Alberta and provincial sport authorities.

As of September 1, 2025, Alberta’s Fairness and Safety in Sport Act is in effect.

What this means for swim clubs

  • Female-only competition: Participation in female-only events, classes, or divisions is limited to athletes whose sex recorded at birth is female.
  • Registration requirement: Athletes (or their parent/guardian if under 18) must confirm eligibility in writing when registering in a female-only category.
  • Verification process: If eligibility is formally challenged, swimmers may be asked to provide a birth document showing their sex at birth.
  • Mixed/co-ed opportunities: The Act encourages sport organizations to maintain or expand mixed-sex (co-ed) training and competition options.

This legislation applies to competitive amateur sport for athletes aged 12 and older and is intended to provide clarity, consistency, and fairness across Alberta’s sport community.