Last Modified 6/2016 Table of Contents

Coaching Credential Policy

Amended September 6, 2003
Effective January 1, 2004 USA Hockey and PNAHA require that coaches will be properly credentialed. The rules are very clear and have been communicated to PHANA Member Associations. Association Directors and Coaching Directors are expected to support their coaches by ensuring information regarding coaching clinic dates is distributed to everyone who needs this information. Association Directors are responsible for ensuring that only properly carded coaches are permitted to perform the responsibilities of a team coach.
Any Association or Director knowingly permitting an unqualified person to perform the responsibilities of a coach will be referred to the PNAHA President. The President will initiate an investigation. The President may implement disciplinary action as appropriate to the circumstances.
If an individual who is not properly credentialed by USA Hockey or whose credentials may have expired is on a team bench or performs the responsibilities of a coach, the individual shall be suspended immediately from any coaching activities. The incident will be referred promptly to the appropriate PNAHA Vice President for investigation. If it is determined that the individual did improperly assume the role of a coach without proper credentials, the individual will be suspended from all coaching activities for the remainder of the current season. The individual will remain on indefinite suspension from all coaching activities until such time as she/he obtains the necessary USA Hockey credentials.
If an individual violates this policy a second time while suspended, he/she will be suspended from participating in all USA Hockey activities for 12 months.

Credential Process Policy for PNAHA State Tournaments

Approved January, 2015
All State Tournament bound teams, where the winners proceed to District or National Tournaments will submit their Credential Packet at the January PNAHA General Winter meeting through their PNAHA Representative. (As of this writing, this included Tier 1 and Tier 2 teams at the 14u, 16u and 18u age categories.)

Associations not represented at the January PNAHA General Winter meeting will be notified by electronic mail within 24 hours after the PNAHA General Winter meeting by the PNAHA Secretary/Treasurer as to where to mail their packets. The Credential Packets are due within four (4) business days from the date of the PNAHA General Winter meeting.

In addition to the required Credential Packet documentation, team managers will supply a contact list that includes a name, phone number (cell, home and work) so that the team can be contacted to correct deficiencies discovered by the assigned pre-credential personnel.
Credential Packet
Team managers are required to utilize the USA Hockey Credentials Verification Sheet when compiling their credential packet. This form and others required for the Credential Packet can be downloaded by your local registrar via the USA Hockey Registry website.

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  USA Hockey Official Team Roster Form
  
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    Downloaded for you by your association’s registrar
    
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    Marked as verified by the District Registrar by the green “Approved” graphic.
    
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    This roster should be current (i.e. within a week of starting the verification process).
    
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    The rosters contain up to date (last interface with USA Hockey database) info on Coaches, Card level and expiration date, Modules completed and SafeSport Training status (This info needs to be part of the book).
    
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  2 copies of the Credentials Verification Sheet obtained from your association registrar.
  
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    One filled out by the manager when verifying they have everything required for all players, managers and coaches
    
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    One blank to be used by the credential verifier.
    
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  USA Hockey Consent to Treat (signed for Players, Coaches and Managers)
  
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  USA Hockey Participant Code of Conduct (signed by Players, Coaches and Managers)
  
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  Birth Certificates (Government/State issued) unless the Roster indicates that it is already verified and approved by the District Registrar.
  
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  Proof of legal residency for foreign born players (See USA Hockey Annual Guidebook)
  
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  Non-citizen transfer form (USA Hockey Written Transfers – Form 2-P)*
  
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  Score sheets available through that date (Note: any additional score sheets needed to qualify for the tournament would be due to the credentialing designee two weeks prior to the tournament.
  

Late Credential Packets
Any team whose credentialing packet is not received within four (4) business days of the PNAHA meeting will be assessed a $25.00 late fee.

Conflict of Interest Policy

It is in the best interest of the PNAHA (“Pacific Northwest Amateur Hockey Association”), USA Hockey to be aware of and properly manage all conflicts of interest. This Conflict of Interest Policy is designed to help board members, staff and volunteers of the PNAHA identify situations that present possible conflicts of interest and to provide the PNAHA with a procedure whereby such potential conflicts may be reviewed by an appropriate party when necessary. This policy is intended to supplement but not replace any applicable state and federal laws governing conflict of interest applicable to nonprofit and charitable organizations.

1. Conflicts of Interest Defined. In this Policy, a person with a conflict of interest is referred to as an “Interested Person.” For purposes of this Policy, the following circumstances shall be deemed to create a Conflict of Interest:
a. A director, officer, staff or volunteer, including a board member (or family member of any of the foregoing) is a party to a contract, or involved in a transaction with the PNAHA for goods or services.
b. A director, officer, staff or volunteer, (or a family member of any of the foregoing) has a material financial interest in a transaction between the PNAHA and an entity in which the director, officer, staff or volunteer, or a family member of the foregoing, is a director, officer, agent, partner, associate, employee, trustee, personal representative, receiver, guardian, custodian, or other legal representative.
c. A director, officer, employee or volunteer, (or a family member of the foregoing) is engaged in some capacity or has a material financial interest in a business or enterprise that competes with the PNAHA.
Other situations may create the appearance of a conflict, or present a duality of interests in connection with a person who has influence over the activities or finances of the PNAHA. All such circumstances should be disclosed to the board or staff, as appropriate, and a decision made as to what course of action the organization or individuals should take so that the best interests of the PNAHA are not compromised by the personal interests of stakeholders in the organization.

Gifts, Gratuities and Entertainment. Accepting gifts, entertainment or other favors from individuals or entities can also result in a conflict or duality of interest when the party providing the gift/entertainment/favor does so under circumstances where it might be inferred that such action was intended to influence or possibly would influence the interested person in the performance of his or her duties. This does not preclude the acceptance of items of nominal or insignificant value or entertainment of nominal or insignificant value which are not related to any particular transaction or activity of the PNAHA.

2. Definitions.

a. A "Conflict of Interest" is any circumstance described in Part 1 of this Policy.
b. An "Interested Person" is any person serving as an officer, member of the Board of Directors, staff or volunteer of the PNAHA or a major donor to the PNAHA or anyone else who is in a position of control over the PNAHA who has a personal interest that is in conflict with the interests of the PNAHA.
c. A "Family Member" is a spouse, parent, child or spouse of a child, brother, sister, or spouse of a brother or sister, of an Interested Person.
d. A "Material Financial Interest" in an entity is a financial interest of any kind, which, in view of all the circumstances, is substantial enough that it would, or reasonably could, affect an Interested Person’s or Family Member's judgment with respect to transactions to which the entity is a party.
e. A "Contract or Transaction" is any agreement or relationship involving the sale or purchase of goods or services, the providing or receipt of a loan or grant, the establishment of any other type of financial relationship, or the exercise of control over another organization. The making of a gift to the PNAHA is not a Contract or Transaction.
3. Procedures.

a. Prior to board or committee action on a Contract or Transaction involving a Conflict of Interest, a director or committee member having a Conflict of Interest and who is in attendance at the meeting shall disclose all facts material to the Conflict of Interest. Such disclosure shall be reflected in the minutes of the meeting. If board members are aware that staff or other volunteers have a conflict of interest, relevant facts should be disclosed by the board member or by the interested person him/herself if invited to the board meeting as a guest for purposes of disclosure.

b. A director or committee member who plans not to attend a meeting at which he or she has reason to believe that the board or committee will act on a matter in which the person has a Conflict of Interest shall disclose to the chair of the meeting all facts material to the Conflict of Interest. The chair shall report the disclosure at the meeting and the disclosure shall be reflected in the minutes of the meeting.
c. A person who has a Conflict of Interest shall not participate in or be permitted to hear the board's or committee's discussion of the matter except to disclose material facts and to respond to questions. Such person shall not attempt to exert his or her personal influence with respect to the matter, either at or outside the meeting.
d. A person who has a Conflict of Interest with respect to a Contract or Transaction that will be voted on at a meeting shall not be counted in determining the presence of a quorum for purposes of the vote.
e. The person having a conflict of interest may not vote on the Contract or Transaction and shall not be present in the meeting room when the vote is taken, unless the vote is by secret ballot. Such person's ineligibility to vote shall be reflected in the minutes of the meeting. For purposes of this paragraph, a member of the Board of Directors of the PNAHA has a Conflict of Interest when he or she stands for election as an officer or for re-election as a member of the Board of Directors.
f. Interested Persons who are not members of the Board of Directors of the PNAHA, or who have a Conflict of Interest with respect to a Contract or Transaction that is not the subject of Board or committee action, shall disclose to the Chair, or the Chair's designee, any Conflict of Interest that such Interested Person has with respect to a Contract or Transaction. Such disclosure shall be made as soon as the Conflict of Interest is known to the Interested Person. The Interested Person shall refrain from any action that may affect the PNAHA’s participation in such Contract or Transaction.
In the event it is not entirely clear that a Conflict of Interest exists, the individual with the potential conflict shall disclose the circumstances to the Chair or the Chair's designee, who shall determine whether full board discussion is warranted or whether there exists a Conflict of Interest that is subject to this policy.

4. Confidentiality. Each director, officer, employee and volunteer shall exercise care not to disclose confidential information acquired in connection with disclosures of conflicts of interest or potential conflicts, which might be adverse to the interests of PNAHA. Furthermore, directors, officers, employees and volunteers shall not disclose or use information relating to the business of PNAHA for their personal profit or advantage or the personal profit or advantage of their Family Member(s).

5. Administration of Policy. Each board member, staff and volunteer shall be provided with and asked to review a copy of this Policy and to acknowledge in writing that he or she has done so.

a. Annually each director, officer, employee and volunteer shall complete a disclosure form identifying any relationships, positions or circumstances in which he or she is involved that he or she believes could contribute to a Conflict of Interest.

b. This policy shall be reviewed annually by each member of the Board of Directors. Any changes to the policy shall be communicated to all staff and volunteers
6. Acknowledgement of Conflict of Interest Policy. The undersigned hereby acknowledges that he or she has read the PNAHA Conflict of Interest Policy, has had an opportunity to ask any questions that he or she may have about the policy, and understands and agrees to comply with the policy.

Signature: ____________________________________________________ Date: ________________________

Print Name: ___________________________________________________
Position: _____________________________________________________